AGENDA
Te Hiku Community Board Meeting
Wednesday, 26 September 2018
Time: |
10:00 am |
Location: |
Kaingaroa Hall SH 10 Kaingaroa |
Membership:
Chairperson Adele Gardner
Member Lawrie Atkinson
Member Bronwyn Bauer-Hunt
Member Melanie Dalziel
Member Awhina Murupaenga
Member Nuu Ward
Cr Felicity Foy
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;
(c) Maintain an overview of services provided by the territorial authority within the community;
(d) Prepare an annual submission to the territorial authority for expenditure within the community;
(e) Communicate with community organisations and special interest groups within the community;
(f) Undertake any other responsibilities that are delegated to it by the territorial authority
Council Delegations to Community Boards - January 2013
The "civic amenities" referred to in these delegations include the following Council activities:
· Amenity lighting
· Cemeteries
· Drainage (does not include reticulated 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 |
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 |
|
|
|
Friends with some FNDC employees |
|
|
|
Te Hiku Community Board Meeting Agenda |
26 September 2018 |
Te Hiku Community Board Meeting
will be held in the Kaingaroa Hall, SH 10, Kaingaroa on:
Wednesday 26 September 2018 at 10:00 am
Order Of Business
1 Apologies and conflicts of Interest
10:30 am Representative from Doubtless Bay Promotions
5 Confirmation of Previous Minutes
5.1 Confirmation of Previous Minutes
6.1 Road Naming Report - Private Road - Cable Bay
6.2 Chairperson and Member Reports
6.4 Statement of Community Fund Account as at 31 July 2018
6.5 Statement of Community Fund Account as at 31 August 2018
6.6 Application for Funding - Whatuwhiwhi & Tokerau Ratepayers Association
6.7 Application for Funding - Mangonui Lions Club
6.8 Application for Funding - Doubtless Bay Promotions.
6.9 Application for Funding - He Whanau Marama Charitable Trust
6.10 Application for Funding - Children's Autism Foundation
6.11 Statement of Financial Performance to 30 June 2018
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Governance Support (preferably before the meeting).
It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
No requests for deputations were received at the time of the Agenda going to print.
10:30 am Representative from Doubtless Bay Promotions
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.
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.
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 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 |
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
26 September 2018 |
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:
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.
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
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. |
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 |
Te Hiku Community Board Meeting Agenda |
26 September 2018 |
Administration
Hertz New Zealand Ltd
Private Bag 4716
CHRISTCHURCH 8140
Dear Sir/Madam
Correspondence Reference: 3905651
Re. Your statutory declaration for parking infringement 220725 on KGP494
Thank you for your letter addressed to the Council, which was received on 15 August 2018.
If you need any further information or help then please call the Contact Centre on our free phone number 0800 920 029, or 09 401 5200, and quote the correspondence number above.
Yours sincerely
The mail officer, for
Donna Smith
Team Leader
Customer Services
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
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.
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
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
Not applicable |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Not applicable |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
This is a Community Board report |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
Not applicable |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences. |
Yes |
State the financial implications and where budgetary provisions have been made to support this decision. |
There are no financial implications or the need for budgetary provision. |
Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report. |
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 15th 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 3rd 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.
26 September 2018 |
Report to the Community Board Te Hiku
Members name Lawrie Atkinson
Subdivision Whatuwhiwhi
Date August/September 2018
Meetings attended and other activities
1/8/2018 Awanui Progressive Ratepayers Association
10/8/2018 Site meeting with Karikari Ratepayers and Recreation hub
15/8/2018 Kaingaroa Hall Committee
16/8/2018 Te Hiku Community Board Workshop
18/8/2018 Operation Floatation opening/presentation at Cable Bay
20/8/2018 Tokerau Beach/Whatuwhiwhi Ratepayers Association (Karikari)
23/8/2018 FNDC workshop on Wastewater (Kaikohe)
4/9/2018 Karikari Community Hall and Recreation Hub meeting
5/9/2018 Awanui Progressive Ratepayers Association
Issues
R.F.S system is becoming problematic, information is not being relayed to elected members and board members of their subdivision.
R.F.S
3906587 – Inland Rd flood bypass, there is a washout occurring, general maintenance required. This is also a Civil Defence issue.
3906592 – Street light on the Northern end of Tokelau Beach Rd is not working.
Resource consents – nil
26 September 2018 |
Report – Te Hiku Community Board Member
From: Melanie Dalziel
Period: 1st August to 1st September 2018
Meetings Attended:
Ø Te Hiku Community Board Meeting - 16th August 2018
Issues:
· Follow up required re: Waterfront Road – Public Access (RFS previously lodged)
· Vandalism at Henderson Bay
· Concerns of Ratepayers going into recess
RFS:
- Vandalism of BBQ Table Concrete Pad at Henderson Bay
- Pot holes on main access to FNDC Reserve (Harbour View Road)
26 September 2018 |
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).
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.
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
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. |
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. |
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.
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.
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
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 |
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. |
File Number: A2185359
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 Te Hiku Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.
That the Te Hiku Community Board note the report entitled “Statement of Community Fund Account as at 31 August 2018”.
|
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 |
· 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 |
Discussion and Next Steps
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 August 2018 is $138,903.00.
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.
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 August 2018 is attached.
1. 2018-09-26 THCB Statement of Te Hiku Community Board Community Fund Account as at 31 August 2018 - Document Number - A2185283 ⇩
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
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.
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
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. |
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 |
26 September 2018 |
Schedule of Supporting Documentation
WHATUWHIWHI & TOKEARAU RATEPAYERS ASSOCIATION
The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.
1 |
Bank Statement August 2018 |
2 |
Lunch menu items with estimated costs |
3 |
Health & Safety Plan |
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
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
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.
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
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. |
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. |
MANGONUI LIONS CLUB
The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.
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 |
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
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
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.
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
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. |
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 |
26 September 2018 |
Schedule of Supporting Documentation
DOUBTLESS BAY PROMOTIONS INC
The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.
1 |
Bank Statement April 2018 |
2 |
Statement of Financial Performance April 2017 |
3 |
Profit & Loss Statement April 2018 |
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
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
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.
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
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. |
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. |
He Whanau Marama Charitable Trust
The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.
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 |
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
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
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.
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
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. |
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. |
Children’s Autism Foundation
The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.
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 |
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.
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.
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
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 |
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 |