Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

26 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.

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc.)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Adele Gardner	N/A - FNDC Honorarium
	The Far North 20/20, ICT Trust	Trustee
	Te Ahu Charitable Trust	Trustee
	ST Johns Kaitaia Branch	Trustee/ Committee Member
	I know many FNDC staff members as I was an FNDC staff member from 1994-2008.
Partner of Adele Gardner	N/A as Retired
Bronwyn Hunt	CBEC		Director	Stand aside from any discussion held
	Independent Hearings Commissioner			Continue to be available as a commissioner with the exception of any within the Te Hiku area.
	Te Rarawa Anga Mua	Senior member of TRAM and technical advisor to PSGE for Te Runanga o Te Rarawa		Remove oneself from discussion and any decision making
	Principle Advisor Policy, Strategy and Service Delivery	Te Hiku Beach Governance Board		Continue to provide technical advice to the board, no decision making authority with respect to the board
	Northland Conversation Board Member
	Reconnecting Northland (Chair)
	Para Kore (member)		Para Kore holds a waste minimisation contract with FNDC.	Remove oneself from discussion and any decision making.
	Te Ahu Charitable Trust (member)		Council is a tenant of the Te Ahu Facility
	R Tucker Thompson Sail Training Trust		Trust leases a building and mooring currently operated by Far North Holdings	Abide by the trust document, remove oneself from discussion and any decision making.
	Far North Regional Museum Trust (chair)		Museum located and operated by FNDC, Advisory and responsibility of trust is with the collections.	Abide by the MOU (May 2017)
	Was employed between 1995-2010 as a senior manager within Council. There are staff who are still with FNDC that once reported to me. Don’t think there’s a conflict but would like it noted.
Awhina Murupaenga	No form received
Melanie Dalziel	No form received
Nuu Ward	No form received
Lawrie Atkinson	No form received
Felicity Foy	Director - Northland Planning & Development	I am the director of a planning and development consultancy that is based in the Far North and have two employees.		I will abstain from any debate and voting on proposed plan change items for the Far North District Plan.
				I will declare a conflict of interest with any planning matters that relate to resource consent processing, and the management of the resource consents planning team.
				I will not enter into any contracts with Council for over $25,000 per year. I have previously contracted to Council to process resource consents as consultant planner.
	Flick Trustee Ltd	I am the director of this company that is the company trustee of Flick Family Trust that owns properties on Weber Place and Allen Bell Drive.
	Elbury Holdings Limited	This company is directed by my parents Fiona and Kevin King.	This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight, Tahuna Road/Allen Bell Drive.
	Foy Farms partnership	Owner and partner in Foy Farms - a farm in three titles on Church Road, Kaingaroa
	Foy Farms Rentals	Owner and rental manager of Foy Farms Rentals for 6 dwellings on Church Road, Kaingaroa
	King Family Trust	This trust owns several titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane.	These trusts own properties in the Far North.
	Previous employment at FNDC 2007-16	I consider the staff members at FNDC to be my friends
Partner Felicity Foy	Employed by Justaplumber Taipa
Partner Felicity Foy	Friends with some FNDC employees

Te Hiku Community Board Meeting Agenda

26 September 2018

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

File Number: A2198682

Author: Melissa Wood, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

The minutes are attached to allow the Te Hiku Community Board to confirm that the minutes are a true and correct record of the previous meeting.

Recommendation

That the Te Hiku Community Board agrees that the minutes of the meeting of the Te Hiku Community Board held 16 August 2018 be confirmed as a true and correct record.

1) Background

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

2) Discussion and Options

The minutes of the meeting are attached.

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. Te Hiku Community Board Minutes (unconfirmed) 16 August 2018 - A2159535 ⇩

Compliance schedule:

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

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

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

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

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

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

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

Te Hiku Community Board Meeting Agenda

26 September 2018

MINUTES OF Far North District Council
Te Hiku Community Board Meeting
HELD AT Te Ahu, Kaitaia
ON Thursday 16 August 2018 AT 10.00 am

PRESENT: Chairperson Adele Gardner, Member Lawrie Atkinson, Member Bronwyn Bauer-Hunt, Member Melanie Dalziel, Member Nuu Ward, Cr Felicity Foy

STAFF PRESENT: Shaun Clarke - Chief Executive Officer (until 11:17 am), Aya Morris - Community Development Advisor, Melissa Wood - Meetings Administrator

1 Apologies and conflicts of Interest

Apology

Resolution 2018/1

Moved: Member Bronwyn Bauer-Hunt

Seconded: Chairperson Adele Gardner

That the apology received from Member Awhina Murupaenga be accepted and leave of absence granted.

Carried

Chairperson Adele Gardner declared an interest in relation to agenda item 6.4 (Application for Funding - Kaitaia Golf Club).

2 Public Forum

Morag Keogh, Manager Far North Community Foodbank Trust spoke to the Board - agenda item 6.2 refers - Lease of part of Pioneer House.

Charles Adamson, from Coopers Beach spoke to the Board regarding the necessity for in depth and effective community consultations prior to infrastructure projects commencing, focusing particularly on current stormwater drainage works. Written information was tabled to the Board.

3 Speakers

Rob Bamber, representative from No 64 Squadron Air Training Corps Kaitaia - Agenda item 7.3 refers - funding application, Mr Bamber tabled photos of the Corps youth activities.

Bill Logan, representative from Kaitaia Golf Club - Agenda Item 7.4 refers - funding application.

The meeting was adjourned from 10:52 am to 11:07 am.

4 Confirmation of Previous Minutes

4.1 Confirmation of Previous Minutes

Resolution 2018/2

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Lawrie Atkinson

That the Te Hiku Community Board agrees that the minutes of the meeting of the Te Hiku Community Board held 05 July 2018 be confirmed as a true and correct record.

Carried

5 Infrastructure and Asset Management Group

5.1 Disability Parking Changes Te Hiku Community Board

Resolution 2018/3

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Nuu Ward

That the Te Hiku Community Board recommend to the Council that the following proposed changes to Disability Parking be approved:

1. Melba Street: Provide 2 new disability parks for the Remembrance Park War Memorial

2. Melba Street: Swap positions of the scheduled disability park with the taxi stand

3. Commerce Street: Remove the scheduled disability park on the right hand side which is obstructing the accessway

4. Commerce Street: Reduce the extent of the scheduled loading bay and provide 1 new disability park

5. Bank Street: Reposition the dropped kerb serving the disability park on the right hand side.

Carried

5.2 Lease of part Pioneer house Kaitaia to Far North Community Foodbank Trust

Resolution 2018/4

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Nuu Ward

That the Te Hiku Community Board recommends that Council

a) grants the Far North Community Foodbank Trust a lease of six years with an initial term of 2 years followed by two rights to renew of 2 years each at market rent and on standard commercial terms.

b) authorises the GM Infrastructure and Asset Management to negotiate the terms and conditions of the lease and prepare the necessary documentation for execution by Council.

Carried

6 Corporate Services Group

6.1 Chairperson and Member Reports

Resolution 2018/5

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Lawrie Atkinson

That the Te Hiku Community Board note the reports from the Chairperson and Members Atkinson, Hunt, and Ward.

Carried

Attendance: Member Hunt left the meeting at 12:02 pm and returned to the meeting at 12:04 pm.

6.2 Funding Project Reports

Resolution 2018/6

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Nuu Ward

That the Te Hiku Community Board notes the following project report forms from::

1. Volunteering Northland

2. Menzshed Kaitaia

Carried

6.3 Application for Funding - No 64 Air Training Squadron Kaitaia

Resolution 2018/7

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Melanie Dalziel

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $6140.00 (plus GST if applicable) to be paid from the Board’s Community Fund account to No 64 Squadron Air Training Corp Support Committee (Kaitaia) for costs toward the 2018 Spirits Bay Tramp Programme to support the following community outcomes:

i. Proud vibrant communities

Carried

6.4 Application for Funding - Kaitaia Golf Club

Chairperson Gardner withdrew from the discussion.

Resolution 2018/8

MOTION

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Melanie Dalziel

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Kaitaia Golf Club for costs toward fairway renovations and improvements to support the following Community Outcomes:

i. Proud vibrant communities

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

Amendment

Moved: Member Melanie Dalziel

Seconded: Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $3,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Kaitaia Golf Club for costs toward fairway renovations and improvements to support the following Community Outcomes:

i. Proud vibrant communities

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

Carried

Chairperson Gardner abstained from voting

RESOLVED

Moved: Member Melanie Dalziel

Seconded: Member Bronwyn Bauer-Hunt

i. Proud vibrant communities

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

Carried

Chairperson Gardner abstained from voting

6.5 Statement of Community Fund Account as at 30 June 2018

Resolution 2018/9

Moved: Member Bronwyn Bauer-Hunt

Seconded: Chairperson Adele Gardner

That the Te Hiku Community Board note the report entitled “Statement of the Te Hiku Community Board Community Fund account as at 30 June 2018”.

Carried

7 Information Reports

7.1 Information Reports - 23 July 2018

Resolution 2018/10

Moved: Member Lawrie Atkinson

Seconded: Member Nuu Ward

That the Te Hiku Community Board receive the following report:

a) Community and Customer Service Activities

Carried

8 Meeting Close

The Meeting closed at 12:30 PM.

The minutes of this meeting will be confirmed at the Te Hiku Community Board Meeting held on 26 September 2018.

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

CHAIRPERSON

Te Hiku Community Board Meeting Agenda

26 September 2018

6 Corporate Services Group

6.1 Road Naming Report - Private Road - Cable Bay

File Number: A2180990

Author: Marie Boyd, Addressing Improvement Officer

Authoriser: Michelle Sharp, Manager - District Administration (Acting)

Purpose of the Report

To seek approval from the Te Hiku Community Board to name the following private road.

Executive Summary

· The Addressing Improvement Project seeks to fix historical addressing issues where there is duplication, confusion or error under the Australian/New Zealand Addressing Standard – AS/NZ 4819.2011.

· Under the Far North District Council’s Road Naming and Property Numbering Policy #2125 adopted 05 June 2015 Secs 5.1 & 5.2 it is recommended that:

Recommendation

That the Te Hiku Community Board names the Right of Way currently addressed as 67A-G Spicer Road, in Cable Bay to Opoi Lane.

1) Background

Far North District Council passed a resolution on 05 June 2015 to fix historical addressing issues in the Far North District where there was duplication, confusion or error.

2) Discussion and Options

Property owners and, where appropriate iwi / hapu have been consulted and asked to provide input into the new road name. The road name recommended in this report is not a duplicate of any other road name in the district.

Reason for the recommendation

The name has local significance as outlined in the attached spreadsheet and meets the criteria set down in the Council’s Road Naming and Property Numbering Policy #2125 and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

3) Financial Implications and Budgetary Provision

Budget has been allocated for this work as part of the Council resolution on 05 June 2015.

Attachments

1. Road Naming Schedule for Opoi Lane - A2180660 ⇩

2. Map of Opoi Lane - A2160864 ⇩

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.	Council’s Road Naming and Property Addressing Policy #2125
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	The report is before the Te Hiku 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.	There are no implications for Maori.
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 Roading team have been informed and have no objections
State the financial implications and where budgetary provisions have been made to support this decision.	Financial Implications have been assessed and Budgetary Provision has been made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

6.2 Chairperson and Member Reports

File Number: A2182330

Author: Melissa Wood, 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 Te Hiku Community Board note the reports from the Chairperson and Members Atkinson, Dalziel, and Ward.

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 Gardner Report Sept 26 - A2184275 ⇩

2. Member Atkinson Report Sept 26 - A2183632 ⇩

3. Member Dalziel Report Sept 26 - A2190398 ⇩

4. Member Ward Report Sept 26 - A2183828 ⇩

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.	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.

Te Hiku Community Board Meeting Agenda

26 September 2018

COMMUNITY BOARD CHAIRPERSON’S REPORT

Report to Community Board Te Hiku

Chairperson’s Name Adele Gardner

Subdivision Kaitaia – Te Hiku

Date 26 July - 2018

REPORT

1) Meetings

26 July - Audit, Risk & Finance Meeting at Kerikeri Sports Hub

26 July - Events & Infrastructure Funding Meeting at John Butler Centre

27 July - Met with Open the Curtains Secretary re speed issues on Western

area of Kaitaia

31 July - Infrastructure Meeting VC from Te Ahu

31 July - Te Hiku Sports Hub AGM

7 Aug - Judged various categories and awarded prizes to Plastic Free July

recipients at Te Ahu.

8 Aug - Workshop in Kaikohe re Alcohol Policy

10 Aug - Te Ahu Trust Meeting

11 Aug - Kaitaia Market – Talking to constituents to submit to the

proposed Dog Management Policy & Bylaw 2018

16 Aug - Te Hiku Community Board Meeting at Te Ahu

16 Aug - District Planning information session

16 Aug - Meeting with Shaun Clarke – CEO for FNDC

17 Aug - Community Engagement Workshop at Kaikohe

21 Aug - Disability Action Group Meeting VC Te Ahu

22 Aug - Jaycee/Centennial Park Community Meeting

23 Aug - Waste Water Treatment & Land Discharge workshop in Kaikohe

29 Aug - Jaycee/Centennial Park Community Meeting

30 Aug - Council Meeting in Kerikeri

31 Aug - Te Ahu Trust – Strategic Plan workshop

2) Issues -

Henderson Bay Road – Meeting with residents on this issue on 15^th June, Slow Down signage for this road has been agreed. Further meetings to follow to address some of the other issues.

Marriene Place Tokerau Beach – flooding at the end of this road that affects 5 properties, this is now urgent as land owners are not able to get in or out of their properties. Not yet resolved. Now RFS 3900550.

Kaitaia, Commerce Street CBD area – Commerce St is in need of a reseal as the road is sinking in parts and also potholes. An RFS is being raised for this.

3) Resource Consents:- RC2190073 – Far North District Council Tahuna Road Kaitaia – Lot 2 DP891656 at the Kaitaia Resource Recovery Centre. Modifications to site due to the Ahipara landfill closure to allow for solid waste to be efficiently sorted, consolidated & weighed onsite before being transferred to Whanarei for disposal.

RC2190071 – F King for Elbury Holdings Ltd – 20 Wireless Road Awanui, Lot 1 DP203524. Landuse consent to relocate a 3^rd dwelling for use for either residential or a childcare centre on a 22 hectare site.

4) Requests for Service - RFS3899789 – Footpath Petition for SH 10 presented at Te Hiku Community Board Meeting 5 July 18, relates to this issue.

RFS 3909138 - Potholes in the carpark outside the Melba St Toilets to be attended to.

RFS 3909144 - Footpaths in Centennial Park (Jaycee) to be upgraded also a footbridge over the riverbed between the Skate Board Park and Playground. Also the Rubbish Bin to be moved as there is ankle deep water around the Bin.

Te Hiku Community Board Meeting Agenda

26 September 2018

6.3 Funding Project Reports

File Number: A2182367

Author: Melissa Wood, 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. Project reports have been received from Kaitaia and Districts A&P association, Doubtless Bay Promotions, and Far North Safer Community Council (for the youth expo 2016 - there is still one project report outstanding for the “Wipeout” project - 2016).

Recommendation

That the Te Hiku Community Board notes the following project report forms from:

1. Kaitaia and Districts Agricultural & Pastoral Association

2. Doubtless Bay Promotions

3. Far North Safer Community Council

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. Funding Project Report - Kaitaia and Districts A&P - A2193080 ⇩

2. Funding Project Report - Doubtless Bay Promotions - A2193137 ⇩

3. Funding Project Report - Far North Safer Community Council (Youth Expo 2016) - A2193306 ⇩

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.

Te Hiku Community Board Meeting Agenda

26 September 2018

6.4 Statement of Community Fund Account as at 31 July 2018

File Number: A2162164

Author: Jolene Graham, Accounting Support Officer

Authoriser: Mary Moore, Management Accountant

Purpose of the Report

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

Recommendation

That the Te Hiku Community Board note the report entitled “Statement of Community Fund account as at 31 July 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 2018	$146,701.00
· Less funds granted and uplifted to 31 July 2018	$0.00
· Less funds not uplifted from 05 July 2018 for Community Business and Environment Centre	$1,658.00
Community Fund Account balance as at 31 July 2018	$145,043.00

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 $145,043.00.

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

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

3) Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of funds from the Te Hiku Community Fund account to the Te Hiku Community Board. The statement of the Community Fund account as at 31 July 2018 is attached.

Attachments

1. THCB Statement of Community Fund Account as at 31 July 2018 - Document number - A2162015 ⇩

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.

Te Hiku Community Board Meeting Agenda

26 September 2018

6.6 Application for Funding - Whatuwhiwhi & Tokerau Ratepayers Association

File Number: A2182812

Author: Melissa Wood, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To present the Community Board with the information on Whatuwhiwhi & Tokerau Ratepayers Association’s application for a Community grant to assist members in determining whether to approve or decline the application.

Executive Summary

· The Applicant seeks funding towards the annual Seniors’ Christmas luncheon

· The Board has funded the applicant previously in 2016 and 2017

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $900.00 (plus GST if applicable) to be paid from the Board’s Community Fund account to Whatuwhiwhi & Tokerau Rate Payers Association’s for costs toward the 2018 annual Seniors’ Christmas luncheon to support the following community outcomes:

i. Proud vibrant communities

1) Background

The aim of the Whatuwhiwhi & Tokerau Ratepayers Association is to look after the needs and concerns of their local ratepayers. The ‘60+’ Christmas party is a popular annual community event amongst the large retired population of the area, and is fully managed by community volunteers.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has made two previous applications to the Board in 2016 and 2017, for the Association’s annual senior’s Christmas lunch. Grants of $900 were approved by the Board, and project reports have been noted.

The applicant seeks a grant of $900 - 50% of the total cost. The total cost includes $900 of volunteer value.

Option 1 Authorise the full amount requested

Funding of 50% of the total project cost could be considered.

Option 2 Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the 2018-28 LTP, and all provisions listed on the application form.

3) Financial Implications and Budgetary Provision

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

Attachments

1. Funding Application - Whatuwhiwhi & Tokerau Ratepayers Association - A2183774 ⇩

2. Schedule of Supporting Documentation - Whatuwhiwhi & Tokerau Ratepayers Association - A2182982 ⇩

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 Te Hiku 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

Te Hiku Community Board Meeting Agenda

26 September 2018

6.7 Application for Funding - Mangonui Lions Club

File Number: A2183814

Author: Melissa Wood, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To present the Community Board with the information on Mangonui Lions Club’s application for a Community grant to assist members in determining whether to approve or decline the application.

Executive Summary

· The Applicant seeks funding towards costs for the Mangonui Lions Fun Run and Walk Event in November 2018

· The Board has funded the applicant previously in 2017, and also twice in the previous triennium

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $311.00 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Mangonui Lions Club for costs toward the 2018 Mangonui Lions Fund Run and Walk event, to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

The Mangonui Lions Club works on projects to improve their community and the environment. Their motto is “We Serve”. They are part of Lions Clubs International.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has been funded previously by the Board in 2017, with a grant total of $342 for costs towards their annual community Fun Run and Walk Event. A project report has been received for this grant.

This application is for 45% of various costs involved with running the event.

Option 1 Authorise the full amount requested

Funding of 45% of the total project cost could be considered.

Option 2 Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

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 - Mangonui Lions Club - A2183938 ⇩

2. Schedule of Supporting Documentation - Mangonui Lions Club - A2183945 ⇩

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 Te Hiku 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 Maori in relation to land and / or water
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

26 September 2018

6.8 Application for Funding - Doubtless Bay Promotions

File Number: A2185446

Author: Melissa Wood, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To present the Community Board with the information on Doubtless Bay Information Centre’s application for a Community grant to assist members in determining whether to approve or decline the application.

Executive Summary

· The Applicant seeks funding towards ongoing operational costs for the Doubtless Bay Information Centre

· The Board has funded the applicant previously in 2016

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $10,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Doubtless Bay Promotions for costs toward operational expenses associated with the Doubtless Bay Information Centre to support the following community outcomes:

i. Proud vibrant communities

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

iii. Prosperous communities supported by a growing economy

1) Background

The Doubtless Bay Information Centre performs the i-SITE role for Doubtless Bay and is an important link in the information services and assistance to tourists. It also acts as a coordinating centre for local initiatives such as the Doubtless Bay Visitor Guide, the Mangonui Waterfront Festival and the promotion of community events. It is staffed largely by volunteers and funds itself through advertising and sales to visitors.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has been funded previously by the Board in 2016, with grant totals of $13,500 for operational costs associated with the Doubtless Bay Information Centre. A project report has been received for these grants.

Costs listed are based on previous running costs as indicated in the April 2018 Profit & Loss Statement.

This application is for 16% of the running costs of the Centre.

Option 1 Authorise the full amount requested

Funding of 16% of the (total listed $62,320) project cost could be considered.

Option 2 Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

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 - Doubtless Bay Promotions - A2185601 ⇩

2. Schedule of Supporting Documentation - Doubtless Bay Promotions - A2185521 ⇩

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 Te Hiku 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

6.9 Application for Funding - He Whanau Marama Charitable Trust

File Number: A2190203

Author: Melissa Wood, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To present the Community Board with the information on He Whanau Marama Charitable Trust’s application for a Community grant to assist members in determining whether to approve or decline the application.

Executive Summary

· The Applicant seeks funding towards a youth mural project for the outside of the old Pak n Save in Kaitaia

· The Board has previously funded the applicant twice in 2017

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $2,597.00 (plus GST if applicable) to be paid from the Board’s Community Fund account to He Whanau Marama Charitable Trust for the Shine on Kaitaia youth mural project for to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

The purpose of He Whanau Marama Charitable Trust is to empower, encourage, promote and support youth and community initiatives to foster and nurture their wellbeing, interests, welfare and creativity. The mural project is a youth led initiative that will offer community wide participation and will contribute towards town beautification aims.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has been funded twice previously by the Board in 2017. Project reports have been received for this grant. The Board also authorised funding in 2018 however the event was cancelled and the Trust returned the money to the Board. A further application in 2018 was declined.

This application is for 28% of the costs of the project, predominantly advertising/promotion costs and a smaller amount towards hardware items.

The Club has also sourced funding from elsewhere.

Option 1 Authorise the full amount requested

Funding of 28% of the (total listed $9,400) project cost could be considered.

Option 2 Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

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 - He Whanau Marama Charitable Trust - A2190224 ⇩

2. Schedule of Supporting Documentation - He Whanau Marama Charitable Trust - A2190225 ⇩

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 Te Hiku 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 Maori in relation to land and / or water
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

6.10 Application for Funding - Children's Autism Foundation

File Number: A2190320

Author: Melissa Wood, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To present the Community Board with the information on the Children’s Autism Foundation’s application for a Community grant to assist members in determining whether to approve or decline the application.

Executive Summary

· The Applicant seeks funding towards autism community workshop and family information support in Kaitaia

· The Board has not funded the applicant previously

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $2,969 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Children’s Autism Foundation for costs towards their 2018 workshops and clinics in Kaitaia.

i. Proud vibrant communities

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

1) Background

The Children’s Autism Foundation provides direct support to families of autistic children by providing them with professional advice and services to manage the emotional and practical impacts of autism. They also provide education and understanding of autism through community workshops and professional development seminars to schools, health professionals, and organisations.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has not been funded previously by the Board.

This application is for 37% of the costs associated with the proposed workshop and clinic in Kaitaia in November 2018.

The Club has also requested funding from Pub Charity which is pending

Option 1 Authorise the full amount requested

Funding of 37% of the (total listed $7889) project cost could be considered.

Option 2 Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

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 - Children's Autism Foundation - A2190339 ⇩

2. Schedule of Supporting Documentation - Chilren's Autism Foundation - A2190322 ⇩

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 Te Hiku 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 Maori in relation to land and / or water
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

6.11 Statement of Financial Performance to 30 June 2018

File Number: A2149898

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 Te Hiku 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 Te Hiku 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 Te Hiku Community Board notes 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 Te Hiku Community Board.

2) Discussion and Options

Key variances to note:

Capital income is behind budget

- Other contributions has had no income due to the Te Hiku Sports Hub project being deferred, no funds realised this financial year.

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. THCB Statement of Financial Performance Activities by Ward for the period ending 30 June 18. Document number - A2149809 ⇩

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	None
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	None
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.	None
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.	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

Community Fund Account balance as at 01 July 2018	$146,701.00
· Plus grant returned from He Whanaumarama Trust	$3,000.00
· Less funds granted and uplifted to 31 August 2018	$7,798.00
· Less funds not uplifted from 16 August 2018 for Kaitaia Golf Club	$3,000.00
Community Fund Account balance as at 31 August 2018	$138,903.00

1	Schedule of information pertaining to costs requested
2	Quote from baysigns
3	Quotes from Gloss Ltd, Mangonui Stationers
4	Quote from Coopers Beach Hammer Hardware
5	Quote from Coopers Beach Four Square
6	Quote from Doubtless Bay Information Centre
7	Quote from TNT Engraving
8	Schedule of estimated travel mileage
9	Health & Safety Management Plan
10	Bank Account Statement July 2018
11	Financial Summary to June 2018
12	Programme outline
13	Poster

1	Programme Outline - youth mural project
2	MOU - Coin Save Kaitaia & He Whanau Marama Trust
3	Quote - Te Aroha Te Paa
4	Quote - Shutterbug photography & design
5	Quote - Resene Colourshop
6	Quote - McCarthny Mitre 10 Kaitaia
7	Event Health & Safety Plan
8	Financial Performance Review year ended December 2017
9	Bank deposit slip

1	Northland Workshps & Clinic Package programme outline
2	Programme costings schedule
3	Bank deposit slip
4	Financial performance report to March 2018
5	Health & Safety Policy
	Agreement for Services Family Consultant (A Van Den Bosch)
6	Quote - Fairfax Media
7	Quote - Hertz
8	Quote - Countdown Supermarket
9	Schedule of costs - staff salary & travel expenses
10	Quote - Z Sunnybrae
11	Quote - Arletta Van Den Bosch
12	Quote - Accommodaiton Waters Edge B&B
13	Quote - Pages Design & Print Services Ltd
14	Quote - Te Ahu Charitable Trust

1	Bank Statement August 2018
2	Lunch menu items with estimated costs
3	Health & Safety Plan

1	Bank Statement April 2018
2	Statement of Financial Performance April 2017
3	Profit & Loss Statement April 2018