Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

5 September 2018

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 Historic 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	Secretary	Pompallier Hokianga Trust	Council Funding	Decide at the time to withdraw and/or abstain
	Trustee	Raiatea Resource Centre	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Rawene Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Kohukohu Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Member of teaching staff	Broadwood Area School	Council Funding	Decide at the time to withdraw and/or abstain
John Vujcich	Board Member	Ngati Hine Health Trust	Matters pertaining to property or decisions that may impact of their health services	Declare interest and abstain
	Board Member	Pioneer Village	Matters relating to funding and assets	Declare interest and abstain
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest
	Member	Kaikohe Business Association	Possible funding provider	Declare a Conflict of Interest

Kaikohe-Hokianga Community Board Meeting Agenda

5 September 2018

MINUTES OF Far North District Council
Kaikohe-Hokianga Community Board Meeting
HELD AT HOREKE HALL, 2105 HOREKE ROAD, HOREKE
ON Wednesday, 1 August 2018 AT 10.35 am

PRESENT: Mike Edmonds, Cr John Vujcich, Emma Davis, Shaun Reilly, Louis Toorenburg, Kelly van Gaalen

IN ATTENDANCE:

STAFF PRESENT: Shaun Clarke - Chief Executive Officer, Kate Barnes - Team Leader, Maryn Ashby - Meetings Administrator

1 Public Forum

Horeke School presented story boards detailing their recent beach clean up and the students performed a rap about the waste they had collected.

Emma Davis represented the North Hokianga Community and spoke of the dangerours condition of Pawarenga Road and the slip on Motuti Road.

Janine Tuta’i spoke on behalf of the Horeke School and community about the need for more 50km speed limit signage on Horeke Road near the playground and school.

Edith Pita and Kim Wares spoke of their concern of the amount of potholes on Motukiore Road especially on the stretch of road past Mangungu bridge.

2 Confirmation of Previous Minutes

5.1 ConfIrmation of Previous Minutes

Resolution 2018/1

That the Kaikohe-Hokianga Community Board confirm the minutes of the meeting held 4 July 2018 be confirmed as a true and correct record

Carried

3 Corporate Services Group

6.1 Chairperson and Members Report

Motion

Moved by Member Mike Edmonds, seconded by Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board nominate John Vujcich to the Kaikohe and District Sportsville Board, and that the nomination be considered an appointment by the Community Board.

Amendment

Moved by Member Mike Edmonds, seconded by Cr John Vujcich

That the Kaikohe-Hokianga Community Board nominate __________to the Kaikohe and District Sportsville Board, and that the nomination be considered an appointment by the Community Board.

Motion

Moved: Member Shaun Reilly

Seconded: Member Kelly van Gaalen

That the Kaikohe-Hokianga Community Board leaves this item to lie on the table.

lost

Resolution 2018/2

Moved: Member Mike Edmonds

Seconded: Member Louis Toorenburg

Mike Edmonds nominated Cr John Jujcich to represent the Kaikohe-Hokianga Community Board on the Kaikohe Districts Sportsville Board and Shaun Reilly nominated himself.

Voted:

Cr John Vujcich: Mike Edmonds, Cr John Vujcich, Emma Davis, Louis Toorenburg and Kelly van Gaalen

Shaun Reilly: Shaun Reilly

carried 5/1

Resolution 2018/3

Moved: Mike Edmonds

Seconded: Emma Davis

That the Kaikohe-Hokianga Community Board nominate John Vujcich to the Kaikohe and Districts Sportsville board, and that the nomination be considered an appointment by the Community Board

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

.Carried

The meeting adjourned at 12.25 pm and reconvened at 1.11 pm

6.2 Funding Project Reports

Resolution 2018/4

Moved: Cr John Vujcich

Seconded: Member Shaun Reilly

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

Carried

6.3 Funding Application - The Kaikohe Community Arts Council

Member Reilly declared an interest

Resolution 2018/5

Moved: Member Mike Edmonds

Seconded: Cr John Vujcich

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 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 reason:

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

Resolution 2018/6

Moved: Member Mike Edmonds

Seconded: Cr John Vujcich

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 reason:

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 Information Reports

7.1 Information Reports

Resolution 2018/7

Moved: Cr John Vujcich

Seconded: Member Louis Toorenburg

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

a. “Community and Customer Services Activities” dated 12 July 2018.

Carried

6.4 Petition of Renee Reilly - Basketball Court at Memorial Park

Resolution 2018/8

Moved: Cr John Vujcich

Seconded: Member Emma Davis

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

Carried

6.5 Opononi Bowling Club - Lease Proposal

Resolution 2018/9

Moved: Member Mike Edmonds

Seconded: Cr John Vujcich

That the Kaikohe-Hokianga Community Board recommends:

a) that the Far North District Council, pursuant to its powers under section 12(2) of the Local Government Act 2002, consents to;

i) the termination of the 1989 lease between the Council and the Opononi Bowling Club;

ii) a lease, of a portion of the land described as Lot 1 DP52947 and marked “A” on the plan attached, to the Opononi Bowling Club for clubrooms and for the purpose of playing bowls; and

iii) a lease, of a portion of the land described as Lot 1 DP52947 and marked “B” on the plan attached, to the Hokianga Coastguard for a shed to be used to store the Coastguard rescue boat.

b) and that the terms of the lease to the Opononi Bowling Club and the lease to the Hokianga Coastguard shall be;

Term 10 years

Renewal term 10 years

Annual rental $100.00 plus GST for each lease

Rent review On renewal

c) and that in making this decision the Council notes that it has taken into account the requirements of section 138 of the Local Government Act 2002 (regarding restrictions on disposal of parks), and section 82 of the Local Government Act 2002 (regarding principles of consultation), and has concluded that no consultation is necessary beyond that which was involved in seeking a recommendation from the Kaikohe-Hokianga Community Board which itself represents and has knowledge of local community views.

d) and that necessary action is taken in reviewing the revised rating requirements for the land.

Carried

5 Meeting Close

The Meeting closed at 1.53 pm.

The minutes of this meeting were confirmed at the Kaikohe-Hokianga Community Board Meeting held on 5 September 2018.

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

CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

5 September 2018

4 Infrastructure and Asset Management Group

4.1 Disability Parking Changes in Kaikohe Hokianga Ward

File Number: A2139752

Author: Keith Kent, Transport Planner

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

Purpose of the Report

The Disability Action Group asks that the Community Board recommend to the Council that approval be given to undertake changes to the Disability Parking Spaces in Kaikohe, Rawene and Kohukohu.

Executive Summary

· The Disability Action Group regularly reviews the suitability and level of provision of disability parking spaces in communities and receives suggestions on improvements, relocations and provision of additional spaces. This report outlines some of the recurring district-wide problems in relation to disability parking and identifies proposed specific changes to disability parking in the Kaikohe Hokianga ward.

Recommendation

That the Kaikohe Hokianga Community Board recommend to the Council that the following proposed changes to Disability Parking be approved.:

1. Broadway (SH12), Kaikohe. Remark scheduled disability park near Westpac Bank

2. Broadway (SH12), Kaikohe. Provide new disability park, schedule, sign and mark outside Post Office

3. Broadway (SH12), Kaikohe. Provide dropped kerb, reschedule and remark disability park near paint shop

4. Dickeson Street, Kaikohe. Remark existing disability parks X2

5. Broadway (SH12), Kaikohe. Schedule and remark existing disability park

6. Broadway (SH12), Kaikohe. Remove unscheduled disability park

7. Clendon Esplanade, Rawene. Remove unscheduled disability park

8. Clendon Esplanade, Rawene. Provide new disability park outside Four Square

9. Kohukohu Road, Kohukohu. Provide new disability park outside Post Office

10. Kohukohu Road, Kohukohu. Provide new disability park inland side

1) Background

The Disability Action Group have sought proposed changes to disability parking arrangements around the district for some time but progress towards achieving the desired changes has been thwarted by the lack of progress on the review and update of the Parking and Traffic Control Bylaws. Parking and Traffic Control will be covered in the scope of the District Transport Strategy which is planned to be completed for inclusion in the 2019 Annual Plan.

Disability Parking signs and markings require legal definition in terms of length and location through the Parking and Traffic Control Bylaw schedules to enable enforcement. This has previously been considered a prerequisite to any changes being made on the ground, but the Disability Action Group consider that this matter can no longer be delayed and wish to emphasise the special nature and need for appropriate Disability Parking provision within the district. They ask that progress be made independently of the wider parking and bylaw review process. Risks associated with the independent progression of these changes are considered minimal and may be considered beneficial in providing accurate location data around which to rebuild the other schedules.

Provision of Disability Parking spaces can lead to the loss of standard parking spaces. This potential is discussed on a site specific basis and has been considered by the Disability Action Group. In the majority of cases, the current level of overall parking provision suggests that the loss of standard spaces can be accommodated without issue.

No general community consultation on the proposed changes has been undertaken.

2) Discussion and Options

Common Issues

Issues which frequently arise when considering the provision of disability parking spaces throughout the Far North District are:

• Locations are no longer appropriate. The majority of Post Office services have moved from dedicated facilities into counters in local stores

• Inconsistent markings. A mixture of old style yellow markings or old full blue markings, with very few agreed new small blue emblems

• Inconsistent signage

• Inaccurate Bylaw schedules. Incorrect location distances. Schedules don’t always have corresponding markings and signs

• Dropped kerbs in wrong place or missing

• Insufficient resources to monitor and enforce control

Data Analysis

In order for the Disability Action Group to make an informed judgement regarding adoption of any proposed changes to disability parking provision, they are presented with data and engineering comment on existing arrangements and the results of analysis of the potential effects of changes to the overall level of parking provision for the relevant township. Site specific data is summarised in Attachment: 2018-09-05 KHCB Disability Parking Changes - A2139739

Data presented to the Disability Action Group comprises:

1. Confirmation of current bylaw schedule entries. These are scheduled entries from the FNDC Parking and Traffic Control Bylaw 1 July 2010, last updated November 2017. This data is not currently accessible to the public.

2. The total number of public parking spaces. The source of this data is the parking survey carried out December 2013 to February 2014.

3. Variation between number of parking spaces and requirements of the District Plan levels of parking provision. Any significant shortfall is reported, especially where conversion of spaces from standard to disabled is proposed.

4. The occupancy rate of public parking spaces. Same data source as 2 above.

5. The existing ratio of disability parks to standard parks. Ratio of parks relative to the adopted standard target ratio of 2%.

6. The changed ratio resulting from the adoption of the proposed change

7. Maps displaying surveyed parking arrangements and proposals. Data derived from survey carried out February 2016.

Relevant legislation and policies

· The FNDC Parking and Traffic Control Bylaw 1July 2010, last updated November 2017. Clause 2008.4 states “Power to amend schedules - Council may from time to time by resolution substitute, or make additions, or alterations to any Schedule of this Bylaw.

· NZS4121:2001 – Design for access and mobility – buildings and associated facilities. Section 5 specifies appropriate provision as 1 disability park per 50 standard or 2%

· Local Government Act 2002 section 156 allows Bylaw amendment by resolution of Council:“(2) Despite subsection (1), a local authority may, by resolution publicly notified,—

make minor changes to, or correct errors in, a bylaw, but only if the changes or corrections do not affect—

an existing right, interest, title, immunity, or duty of any person to whom the bylaw applies; or

an existing status or capacity of any person to whom the bylaw applies.”

· Land Transport Act 1998 also contains provision for Territorial Authorities to set bylaws in relation to parking controls.

· Manual of Traffic Signs and Road Markings, Part 2: Markings 2.12.07 Disabled Parking Space. FNDC comply generally with the relevant rule regarding provision of the standard marked symbol but by request from the Disability Action Group in 2015, agreed to implement a local variation that features a slightly reduced scale white symbol on a blue square background containing sand to remove potential wet slip hazard.

Recommended Option

Referring to Attachment: 2018-09-05 KHCB Disability Parking Changes - A2139739

1. Broadway (SH12), Kaikohe. Remark scheduled disability park near Westpac Bank

2. Broadway (SH12), Kaikohe. Provide new disability park, schedule, sign and mark outside Post Office

3. Broadway (SH12), Kaikohe. Provide dropped kerb, reschedule and remark disability park near paint shop

4. Dickeson Street, Kaikohe. Remark existing disability parks X2

5. Broadway (SH12), Kaikohe. Schedule and remark existing disability park

6. Broadway (SH12), Kaikohe. Remove unscheduled disability park

7. Clendon Esplanade, Rawene. Remove unscheduled disability park

8. Clendon Esplanade, Rawene. Provide new disability park outside Four Square

9. Kohukohu Road, Kohukohu. Provide new disability park outside Post Office

10. Kohukohu Road, Kohukohu. Provide new disability park inland side

Reason for the recommendation

The recommended option was chosen to address the priority issues identified by the Disability Action Group in the most effective manner.

3) Financial Implications and Budgetary Provision

Estimated cost of the recommended works is $14,300. This cost to be met through existing budget provision in the Long Term Plan under the category of District Facilities, New Works, Accessible carparks, District-wide:

· 2018/19 $31,089 ($10,363 per ward)

· 2019/20 $16,860 ($5,620 per ward)

Funding will be brought forward as necessary to complete these works in 2018/19 or alternatively the works will be phased over two years

Attachments

1. KHCB Disability Parking Changes - A2139739 ⇩

Compliance schedule:

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

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	As stated under Relevant Legislation above
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.	Yes Each Community Board will be presented with a report relative to their Ward
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.	Implications and benefits are appropriate to all communities and without differentiation of ethnicity
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.	Disability Action Group are nominated representative of all disabled persons within the district.
State the financial implications and where budgetary provisions have been made to support this decision.	Estimated cost of works $14,300 Uncommitted pending Council approval to proceed
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Kaikohe-Hokianga Community Board Meeting Agenda

5 September 2018

5 Strategic Planning and Policy Group

5.1 LINDVART PARK RESERVE MANAGEMENT PLAN - DELIBERATIONS ISSUES AND RECOMMENDATIONS

File Number: A2176514

Author: Rachael Pull, Specialist Planner - Urban Design

Authoriser: Sheryl Gavin, General Manager - Strategic Planning and Policy (Acting)

Purpose of the Report

· To provide an overview on the recommended changes to the Draft Lindvart Park Reserve Management Plan (RMP) following the 28 August 2018 hearing of submissions; and

· Obtain a recommendation from the Kaikohe-Hokianga Community Board, that the Draft Lindvart RMP, including any changes, be adopted by Council.

Executive Summary

Council staff, with the support of consultants, key stakeholders, iwi and the public have created a draft RMP for Lindvart Park, to meet obligations under Section 41 of the Reserves Act 1997. The RMP has now gone through a public notification process and submissions have been heard. The Kaikohe-Hokianga Community Board now must deliberate on submissions and make a recommendation to Council. It is recommended that the Community Board supports the RMP subject to the following amendments:

· Altering a landscaping policy to provide for Crime Prevention through Environmental Design (CPTED);

· Referring to the Council Dog Control Bylaw;

· Providing for both Concept Plan A and B;

· Allowing the Council and Kaikohe and District Sportsville to determine final locations of facilities.

These amendments have been recommended to the Kaikohe-Hokianga Community Board as they will provide for a more integrated RMP and reflect the communities’ aspirations and needs for the development and management of Lindvart Park.

Recommendation

a. THAT the Kaikohe-Hokianga Community Board recommends that Council, pursuant to its powers under section 41 of the Reserves Act 1977, adopts the Draft Lindvart Park Reserve Management Plan 2018 subject to the amendments recommended in the report referenced Deliberations Issues and Recommendations

b. THAT the Kaikohe-Hokianga Community Board recommends that Council pursuant to its powers under section 41 of the Reserves Act 1977, adopts the Draft Lindvart Park Reserve Management Plan 2018 subject to changes made at the 5 September 2018 deliberations meeting

1) Background

In March 2017, Council gave public notice of its intention to create an RMP for Lindvart Park. One of Council's responsibilities under the Reserves Act 1977 is to prepare RMPs for all of its reserves. An RMP sets out how Council intends to provide for the use, enjoyment, maintenance, protection, preservation and, when appropriate, development of a reserve. The Kaikohe-Hokianga Community Board (the Board) is required to take into account this legislation, including the functions and purpose of the recreation reserve, when deciding on a recommendation.

The Draft RMP was written by staff, with support from a consultant, following consultation with key stakeholders, iwi and the public.

The RMP was publicly notified on 21 May 2018, with submissions closing on 27 July 2018. A total of 48 submissions were received, with six submitters requesting to be heard. All the submissions were in support of having a RMP, but the majority requested changes to the RMP as they wanted to have additional facilities provided at the Park. Some of the submissions also related to matters which can not be controlled by the RMP and are better managed by the proposed Dog Control Bylaw and the Long Term Plan.

At the 26 April 2018 Council meeting it was resolved that the Board would hear the submissions received on the RMP, and that they would deliberate on whether to make any changes to the RMP as a result of consultation. The resolution therefore enables the Board to amend the RMP and put forward a recommendation to Council to adopt an amended RMP.

The public hearing was held by the Board on 28 August 2018.

2) Discussion and Options

Options

The available options include recommending that the Council either adopts the RMP subject to the amendments recommended in this report, or adopts the RMP subject to future changes made at the deliberations.

Option 1

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

a) Altering a landscaping policy to provide for Crime Prevention through Environmental Design (CPTED)

Submissions were received raising concerns over anti-social behaviour occurring around landscaped areas, as it provides screening from the public, which can have negative impacts on the wider community and users of the Park. It is considered that landscaping is required at the Park due to its significant amenity values, and in the case of the mature trees it provides shading during the summer months. However, it is recognised that there has to be a balance between the benefits of the landscaping and providing for the safety of the community. It is considered that by amending a landscaping policy to provide for CPTED this issue can be addressed.

b) Referring to the Council Dog Control Bylaw

A number of submitters wanted the RMP to control dogs on the Park. Council is required to have a Dog Control Bylaw under Dog Control Act 1996. This bylaw should regulate the use of the park in relation to dogs. However it is acknowledged that the RMP should make reference to the bylaw to ensure that it’s an integrated document that acknowledges other relevant legislation.

c) Providing for both Concept Plan A and B

When the RMP was being discussed with key stakeholders and iwi, there were two concept plans, referenced A and B. It was decided to incorporate only concept plan A into the publicly notified draft. Submitter preference appears to be is that both concept plans be incorporated to provide for greater flexibility in how the Park will be developed. There are only small differences between the plans, and due to them being conceptual rather than a comprehensive plan it is considered that a better outcome would be achieved by having both concept plans built into the RMP.

d) Allowing Council and Kaikohe and Districts Sportsville to determine final locations of facilities

Submitter feedback indicates a preference for different locations for facilities to those suggested and requested new facilities not shown on the concept plans. Staff believe Council and key stakeholders of the Park are best suited to determine where these facilities would be best located, rather than seek consensus with a large number of stakeholders.

Option 2

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

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

Attachments

Nil

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	This report will have low level of significance as it is a legislative requirement and has already been consulted on.
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.	District-wide relevance. Hearing and deliberations delegated to the 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.	Implications were considered within the consultation and development process of the RMP.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	As part of the legislative process, the RMP was open to the public for two months for submissions, which were heard by the Board.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications for the Board in relation to the resolution.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Kaikohe-Hokianga Community Board Meeting Agenda

5 September 2018

6 Corporate Services Group

6.1 Funding Project Report

File Number: A2144811

Author: Maryn Ashby, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To receive the project report 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.) Okaihau Community Association

b.) Lighting the Way - Winter Wellness Matariki Festival 2018

Recommendation

That the Kaikohe-Hokianga Community Board note the project reports from Okaihau Community Association and Lighting the Way - Winter Wellness Matariki Festival 2018.

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

Copies 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. Okaihau Community Association - A2144555 ⇩

2. Lighting the Way - Winter Wellness Matariki Festival 2018 - A2167857 ⇩

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

5 September 2018

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Kaikohe-Hokianga Community Board Meeting Agenda

5 September 2018

6.2 Statement of Community Fund Account as at 30 June 2018

File Number: A2145459

Author: Jolene Graham, Accounting Support Officer

Authoriser: Sharon Ryan, Manager - Management Information

Purpose of the Report

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

Recommendation

That the Kaikohe-Hokianga Community Board note the report entitled “Statement of the Kaikohe-Hokianga Community Board Community Fund account as at 30 June 2018”.

1) Background

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

Community Fund Account balance as at 01 July 2017	$82,569.00
· Less funds granted and uplifted to 30 June 2018	$82,569.00
Community Fund Account balance as at 30 June 2018	$0.00

2) Discussion and Options

Board members will consider the applications on the agenda and make a decision on what level of funding to allocate. The uncommitted balance in the Community Fund account as at 30 June 2018 is $0.00.

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

Reason for the recommendation

3) Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of funds from the Kaikohe-Hokianga Community Fund account to the Kaikohe-Hokianga Community Board. The statement of the Community Fund account as at 30 June 2018 is attached.

Attachments

1. Statement of Community Fund Account as at 30 June 2018. - A2136979 ⇩

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

Kaikohe-Hokianga Community Board Meeting Agenda

5 September 2018

6.3 Statement of Financial Performance to 30 June 2018

File Number: A2149850

Author: Jolene Graham, Accounting Support Officer

Authoriser: Samantha Edmonds, General Manager - Corporate Services

Purpose of the Report

The purpose of the report is to provide the Kaikohe-Hokianga Community Board with financial statements for the period ended 30 June 2018.

Executive Summary

· The financial report is ward-specific, covering the activities in the Kaikohe-Hokianga ward only.

Understanding the report

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

· The financial year runs from 01 July 2017 to 30 June 2018.

· The “Year to date” columns reflect income and expenses for the period 01 July 2017 to 30 June 2018.

· The variances column highlights the difference between the budget set in the 2017/18 Annual Plan and actual income and expenses as at 30 June 2018.

· The full year columns show the budgeted income and expenses for the full 12 months from 01 July 2017 to 30 June 2018.

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

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

Recommendation

That the Kaikohe-Hokianga Community Board receive the report “Statement of Financial Performance to 30 June 2018.”

1) Background

This is the final financial report for 2017-2018 detailing the financial performance of community activities to be provided to the Kaikohe-Hokianga Community Board.

2) Discussion and Options

Key variances to note:

There are no significant variances which require comment.

Reason for the recommendation

This report is for information only.

3) Financial Implications and Budgetary Provision

There are no specific financial implications for this report.

Attachments

1. Statement of Financial Performance Activities by Ward for the period ending 30 June 2018. - A2149810 ⇩

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	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.	Not applicable
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.	This is a community board report
State the financial implications and where budgetary provisions have been made to support this decision.	There are no specific financial implications
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Kaikohe-Hokianga Community Board Meeting Agenda

5 September 2018

6.4 Statement of Community Fund Account as at 31 July 2018

File Number: A2162134

Author: Jolene Graham, Accounting Support Officer

Authoriser: Mary Moore, Management Accountant

Purpose of the Report

Recommendation

That the Kaikohe-Hokianga Community Board note the report entitled “Statement of the Kaikohe-Hokianga Community Board Community Fund account as at 31 July 2018”.

1) Background

Community Fund Account balance as at 01 July 2018	$115,902.00
· Less funds granted and uplifted to 31 July 2018	$2,500.00
· Less funds not uplifted from 05 April 2017 for Kaikohe Business Association	$1,000.00
· Less funds not uplifted from 04 July 2018 for Hokianga Community Education Trust	$2,500.00
Community Fund Account balance as at 31 July 2018	$109,902.00

2) Discussion and Options

Board members will consider the applications on the agenda and make a decision on what level of funding to allocate. The uncommitted balance in the Community Fund account as at 31 July 2018 is $109,902.00.

Reason for the recommendation

3) Financial Implications and Budgetary Provision

Attachments

1. Statement of Community Fund Account as at 31 July 2018. - A2162013 ⇩

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	N/A
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Fund Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This is a Community Board report.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	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.	N/A
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

5 September 2018

6.5 Funding Application - Hokianga Country Music Club Inc

File Number: A2173962

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 The Hokianga Country Music Club Inc 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 $2,514 (plus GST if applicable) to be paid from the Board’s Community Fund account to The Hokianga Country Music Club Inc to assist with the cost of Ferry transport and 9 special Ferry Runs during The Hokianga Country Music Festival 2018 to support the following Community Outcomes:

a) Proud, vibrant communities

b) Prosperous communities supported by a growing economy

1) Background

The Hokianga Country Music Club Inc are seeking assistance for the cost of Ferry transport during The Hokianga Country Music Festival 2018.

Year	Amount allocated	Project
2017	$2244	The Hokianga Country Music Festival 2017
2016	$2179	The Hokianga Country Music Festival 2016
2015	$2296	The Hokianga Country Music Festival 2015

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.

Option 1 Authorise the maximum amount allowed by policy

Funding of 6.3% 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 - The Hokianga Country Music Club Inc - A2172673 ⇩

2. Schedule of Supporting Documents - Hokianga Music Club Inc - A2173249 ⇩

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

5 September 2018

6.6 Funding Application - Hokianga Health

File Number: A2174380

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 Health 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 $2,135 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Health to assist with the cost of hosting an evening event during Mental Awareness Week to support the following Community Outcomes:

a) Proud, vibrant communities

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

1) Background

Hokianga Health is seeking assistance for hosting an evening event during Mental Health Awareness Week. Hokianga Health aim to raise the awareness in the community around mental health. The Community Board have previously funded the Trust in 2016 for the Men’s Night and in 2014 for the Women’s Night. All project reports have been submitted and processed.

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise the maximum amount allowed by policy

Funding of 41.3% 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 - Hokianga Health - A2137251 ⇩

2. Schedule of Supporting Documents - Hokianga Health - A2173309 ⇩

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

5 September 2018

6.7 Funding Application - Hokianga Tourism Association Inc

File Number: A2174382

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 Health 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 $1,725 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Tourism Association Inc to assist with the cost of creating a new user-friendly website to present Hokianga as an attractive destination to visit to support the following Community Outcomes:

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

b) Prosperous communities supported by growing economy

1) Background

Hokianga Tourism Association Inc is seeking assistance to cover the cost involved in setting up a new user friendly website to promote the area as a tourism destination. The Community Board have previously assisted with funding for the 2017 brochure as well the Walking Hokianga book in 2013. All project reports have been submitted and processed.

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise the maximum amount allowed by policy

Funding of 22.9% 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 - Hokianga Tourism Association Inc - A2161201 ⇩

2. Schedule of Supporting Documents - A2173525 ⇩

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

5 September 2018

6.8 Funding Application - Hokianga Harbour Care Inc

File Number: A2174400

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 Health 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 $4,443.75 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Harbour Care Inc to assist with the cost of propagating plants to use in riparian planting in the Hokianga Harbour to support the following Community Outcomes:

a) A wisely managed and treasured environment

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

1) Background

Hokianga Harbour Care Inc is seeking assistance with the cost to propagate native plants for riparian planting within the Hokianga Harbour catchment.

2) Discussion and Options

Preliminary assessment of the application:

The applicant seeks a grant of $8,887.50 which is 100% of the project costs.

Option 1 Authorise partial funding

Partial funding of a maximum of $4,443.75 should be considered to align with the Community Grants Policy “funding requested may not exceed 50% for the total cost.”

Option 2 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 - Hokianga Harbour Care Inc - A2173794 ⇩

2. Schedule of Supporting Documents - Hokianga Harbour Care Inc - A2174279 ⇩

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.	Local Iwi Te Roroa - Te Toa Whenua group have been involved in the project and have shown their support for riparian planting.
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

5 September 2018

6.9 Funding Application - Te Roopu Rangatahi o Motuti

File Number: A2174462

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 Te Roopu Rangatahi o Motuti 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 $6,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Te Roopu Rangatahi o Motuti to assist with the cost in hosting a Family Fun Day at Motuti marae to support the following Community Outcomes:

a) Proud, vibrant communities

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

1) Background

Te Roopu Rangatahi o Motuti is seeking assistance for the cost to host a Family Fun Day at Motuti Marae. The Roopu was established this year as way to foster future leaders within the area. The Family Fun Day promotes interaction between youth, kuia and kaumatua.

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise the maximum amount allowed by policy

Funding of 39.7% 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 - Te Roopu Rangatahi o Motuti - A2174362 ⇩

2. Schedule of Supporting Documents - Te Roopu Rangatahi o Motuti - A2174364 ⇩

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

1	Club resolution to seek grant from Community Board
2	IRD Letter
3	Certificate of Incorporation
4	IRD Letter
5	Festival Programme
6	Programme of Ferry crossings
7	Estimate of total Festival Costs with comparisons to actual costs of previous years
8	Audited Accounts
9	Account balances
10	Deposit slip

1	Account Statements
2	Bank Statement
3	Quote - G&L Partnership T/As Masonic Hotel
4	Quote - Rawene Hall
5	Quote - New World
6	Quote - Facilitator Fees
7	Shot Bro Programme
8	Letter of support

1	Outline of project
2	Volunteer hours
3	Invoice - Pagemakers
4	Quote - Tony Bridge
5	Tony Bridge - Pepeha
6	Account Statement
7	Bank Deposit
8	Signature verified by staff - passport supplied

1	Letter to Chair of Community Board
2	Programme Outline
3	Table - Costings
4	Quote - Lakewood Products
5	Quote - Pioneer Village , Glass House
6	Quote - Fusion Graphics
7	Quote - Potting mix
8	Quote - Daltons Ltd
9	Correspondence of participation of programme

1	Letter of Support
2	Bank Statement
3	Invoice - Pagemakers
4	Te Roopu Rangatahi o Motuti - Event outline
5	Estimated costs
6	Event Flyer
7	Health and Safety Plan
8	Quote - Tail Blazers
9	Quote - The Warehouse
10	Quote - K.B Sounds