Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

5 December 2018

The Local Government Act 2002 states the role of a Community Board is to:-

(a) Represent, and act as an advocate for, the interests of its community;

(b) Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board;

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

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

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

Council Delegations to Community Boards - January 2013

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

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated storm water systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12. Recommend new bylaws or amendments to existing bylaws.

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

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

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

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

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

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

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

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

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

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

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

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

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

Terms of Reference

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

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

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

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

4. Have special regard for the views of Maori.

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

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

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

a) Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a. the disposal and purchase of land

b. proposals to acquire or dispose of reserves

c. representation reviews

d. development of new maritime facilities

e. community development plans and structure plans

f. removal and protection of trees

g. local economic development initiatives

h. changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Mike Edmonds	Chair	Kaikohe Mechanical and Historic Trust	Council Funding	Decide at the time
Mike Edmonds	Committee member	Kaikohe Rugby Football and Sports Club	Council Funding	Withdraw and abstain
Shaun Reilly	No form received
Kelly van Gaalen	No form received
Louis Toorenburg	No form received
Emma Davies	Secretary	Pompallier Hokianga Trust	Council Funding	Decide at the time to withdraw and/or abstain
	Trustee	Raiatea Resource Centre	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Rawene Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Kohukohu Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Member of teaching staff	Broadwood Area School	Council Funding	Decide at the time to withdraw and/or abstain
John Vujcich	Board Member	Ngati Hine Health Trust	Matters pertaining to property or decisions that may impact of their health services	Declare interest and abstain
	Board Member	Pioneer Village	Matters relating to funding and assets	Declare interest and abstain
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest
	Member	Kaikohe Business Association	Possible funding provider	Declare a Conflict of Interest

Kaikohe-Hokianga Community Board Meeting Agenda

5 December 2018

MINUTES OF Far North District Council
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 7 November 2018 AT 10:30 am

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

STAFF PRESENT: Tanya Nowell - Team Leader, Infrastructure Programmes, Infrastructure & Asset Management, Aaron Reilly - Lighting & Transport Operations Specialist, Infrastructure & Asset Management, Robert Willoughby - Community Development Advisor, Strategic Planning & Policy, Maryn Ashby - Meetings Administrator.

1 Public Forum

Ana Bisset and Dave Adams - Representative from Hokianga Memorial RSA Inc, Agenda item 8.5 refers

Rob Pink - Representative from Rawene Primary School, Agenda item 6.9 refers

Jude De Angelo - requests the support of the Board to seek assistance from local MP’s to help clean up the streams in the western ward.

Sam Morgan - Representative from Epilepsy New Zealand, Agenda item, speaking to item 6.6,

Rawiri Love, Smiley Campaign - ‘Get Fit Kaikohe’ to promote all ages to take part in exercise.

Adrienne Tari, Pou Herenga Tai Twin Coast Cycle Trial Mural Project update.

Cheryl Smith, Rural Travel Fund recommendations.

2 Apologies and conflicts of Interest

Apology

Resolution 2018/39

That the apology received from Alan Hessell be accepted and leave of absence granted.

Carried

3 Confirmation of Previous Minutes

3.1 Confirmation of Previous Minutes

Resolution 2018/40

That the Kaikohe-Hokianga Community Board confirm the minutes of the meeting held 3 October 2018 be confirmed as a true and correct record.

Note Corrections:

Item 4.2 - Lost vote 2/3

Remove acronym Cr

Carried

4 Infrastructure and Asset Management Group

4.1 Kaikohe - Hokianga Ward 2018/19 New Amenity Light Budget Allocation

Resolution 2018/41

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board notes the report for new amenity lights for the 2018/2019 financial year.

Carried

5 Strategic Planning and Policy Group

5.1 Proposed Basketball Court for Memorial Park

Resolution 2018/42

Moved: Chairperson Mike Edmonds

Seconded: Member Kelly van Gaalen

That the Kaikohe-Hokianga Community Board receive the progress report for the Proposed Basketball Court for Memorial Park

Suspension of Standing Orders

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

A motion was moved that the Kaikohe-Hokianga Community Board suspend standing orders.

Resumption of Standing Orders

Moved: Chairperson Mike Edmonds

Seconded: Cr John Vujcich

A motion was moved that Kaikohe-Hokianga Community Board resume standing orders.

Carried

The meeting was adjourned from 12.25 pm to 1.37 pm

5.2 Events Investment Funding Decisions for the 2018/19 Financial Year

Resolution 2018/43

Moved: Cr John Vujcich

Seconded: Member Shaun Reilly

That the Kaikohe-Hokianga Community Board receive the report Events Investment Funding Decisions for the 2018/19 Financial Year.

Carried

6 Corporate Services Group

6.1 Kaikohe-Hokianga Statement of Community Fund Account as at 30 September 2018

Resolution 2018/44

Moved: Cr John Vujcich

Seconded: Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board receive the report Kaikohe-Hokianga Statement of Community Fund Account as at 30 September 2018.

Carried

6.2 Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 30 September 2018

Resolution 2018/45

Moved: Cr John Vujcich

Seconded: Member Shaun Reilly

That the Kaikohe-Hokianga Community Board receive the report Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 30 September 2018.

Carried

6.3 Funding Project Report

Resolution 2018/46

Moved: Chairperson Mike Edmonds

Seconded: Member Shaun Reilly

That the Kaikohe-Hokianga Community Board note the project report from Pioneer Village Kaikohe.

Carried

6.4 Chairperson and Members Report

Resolution 2018/47

Moved: Chairperson Mike Edmonds

Seconded: Member Shaun Reilly

a)That the Kaikohe-Hokianga Community Board note the report from the Chairperson.

c)That the Board host a Kaikohe Leaders Forum in early 2019 and delegate decision-making authority in regards to this event to Kelly van Gaalen and Mike Edmonds.

Amendment

Moved: Chairperson Mike Edmonds

Seconded: Member Shaun Reilly

a)That the Kaikohe-Hokianga Community Board note the report from the Chairperson.

b)That the Board funds - out of its placemaking budget - an investigation to price the reinstatement and ongoing maintenance of the under veranda lighting system in Kaikohe, up to a maximum of $1280 + GST and that the chair be delegated to work with Council staff to organise this. Furthermore the Board would like the discussion for a targeted rate for the ongoing maintenance and operation to be undertaken between Council and affected parties

c)That the Board host a Kaikohe Leaders Forum in early 2019 and delegate decision-making authority in regards to this event to Kelly van Gaalen and Mike Edmonds.

Carried

Major Item not on the Agenda

Resolution 2018/48

Moved: Chairperson Mike Edmonds

Seconded: Cr John Vujcich

That the Kaikohe-Hokianga Community Board resolves to consider the item “Memorial Hall Fees” not on the agenda as a matter of urgent consideration as provided for in Section 46A(7) of the Local Government Official Information and Meetings Act 1987 notes the item was not on the agenda because an administration error occurred in the collating of the Kaikohe-Hokianga Community Board agenda for the 7 November 2018 meeting, the report cannot be delayed until a subsequent meeting because the Council is in the process of setting fees and charges for 2019-2020. Council has agreed that the Kaikohe- Hokianga Community Board will recommend the fees for the Memorial Hall and this must be discussed at this meeting as the next will not meet the deadline.

Carried

6.5 Memorial Hall Fees

Resolution 2018/49

Moved: Chairperson Mike Edmonds

Seconded: Cr John Vujcich

That the Kaikohe-Hokianga Community Board recommends to Council that fees for Memorial Hall remain as per 2018/19.

Carried

6.6 Funding Application - Hokianga Memorial RSA Inc

Resolution 2018/50

Moved: Member Shaun Reilly

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $2000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Memorial RSA Inc to assist with the cost involved in commemorating the 100^th Anniversary of signing the Armistice Treaty for the following reasons:

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

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

Carried

6.7 Funding Application - Epilepsy Association New Zealand

Resolution 2018/51

Moved: Member Louis Toorenburg

Seconded: Member Shaun Reilly

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $1000.00 (plus GST if applicable) to be paid from the Board’s Community Fund account to Epilepsy New Zealand toward the purchase of a field service vehicle for providing services to the Northland region to support the following Community Outcomes:

i. Proud vibrant communities

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

Carried

6.8 Funding Application - Kaikohe & Districts Sportsville Inc

Resolution 2018/52

Moved: Member Shaun Reilly

Seconded: Chairperson Mike Edmonds

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy, decline to fund Kaikohe & Districts Sportsville Inc funding application.

Carried

6.9 Funding Application - Kaikohe Rugby Football Club and Sports Inc

Resolution 2018/53

Moved: Cr John Vujcich

Seconded: Member Shaun Reilly

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $1245 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe Rugby Football and Sports
Club to assist with the cost of a resource consent application and consent exemption to support the following Community Outcomes:

a) Proud, vibrant communities

Carried

Chairperson Mike Edmonds declared a conflict of interest in relation to item 6.9, and removed himself from the discussion.

Deputy Chairperson Emma Davis took the chair, Chairperson Mike Edmonds returned to the Chair after the motion was carried.

Major Item not on the Agenda

Resolution 2018/54

Moved: Chairperson Mike Edmonds

Seconded: Cr John Vujcich

That the Kaikohe-Hokianga Community Board resolves to consider the item “Hokianga Christmas in the Park - Funding Application” not on the agenda as a matter of urgent consideration as provided for in Section 46A(7) of the Local Government Official Information and Meetings Act 1987 notes the item was not on the agenda because an administration error occurred in the collating of the Kaikohe-Hokianga Community Board agenda for the 7 November 2018 meeting, the report cannot be delayed until a subsequent meeting because the funding application would be retrospective.

Carried

6.10 Funding Application - Hokianga Christmas in the Park 2018

Resolution 2018/55

Moved: Member Louis Toorenburg

Seconded: Cr John Vujcich

That the Kaikoh-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $2650 (plus GST if applicable) to be paid from the Board’s Community Fund account to Rawene Primary School to assist with the cost of the Hokianga Christmas in the Park 2018 to support the following Community Outcomes:

a) Proud, vibrant communities

Carried

6.11 Rural Travel Funding Project Reports

Resolution 2018/56

Moved: Member Louis Toorenburg

Seconded: Member Shaun Reilly

That the Kaikohe-Hokianga Community Board note the Rural Travel Project Reports from:

a) Te Kura Taumata o Panguru

b) Kaikohe AFC Incorporated

c) Mid North United Sports

d) Parafed Norhland

Carried

6.12 Rural Travel Funding - Applications Summer round 2018/19

Resolution 2018/57

Moved: Cr John Vujcich

Seconded: Member Shaun Reilly

That the Kaikohe-Hokianga Community Board allocates funding in accordance with the recommendations received from Sport Northland as follows:

a) Kaikohe Rugby Football and Sports Club Inc $1300

Carried

Additional Information

Resolution 2018/58

Moved: Chairperson Mike Edmonds

Seconded: Cr John Vujcich

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

1. Additional information, agenda 8.10 refers

Carried

7 Meeting Close

The Meeting closed at 3.20 pm

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

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CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

5 December 2018

6 Strategic Planning and Policy Group

6.1 Disability Action Group Annual Report 2017-2018

File Number: A2266202

Author: Aya Morris, Community Development Advisor

Authoriser: Darrell Sargent, General Manager - Strategic Planning and Policy

Purpose of the Report

The purpose of the report is to receive the Disability Action Group Annual Report 2017-2018.

Executive Summary

The report supports the following information from the Disability Action Group, for consideration by the Community Board:

· Disability Action Group Annual Report 2017-2018

· Disability Action Group Annual Strategic Goals 2018-2019

· Disability Action Group Terms of Reference 2018

Recommendation

That the Kaikohe-Hokianga Community Board receives the Disability Action Group Annual Report 2017-2018.

1) Background

The Disability Action Group works with the Far North District Council, under the Council Policy: Equity and Access for People with Disabilities, to advocate for a more accessible environment for Far North residents and visitors with disabilities.

The group includes people with disabilities, representatives from associated organisations, and Councillors from the Far North District Council and Community Boards.

2) Discussion and options

The Disability Action Group has developed a set of Strategic Goals (2018-19), a Terms of Reference (2018) and an Annual Report (2017-2018). Copies of these documents are attached to this report.

The key points are:

· The Disability Action Group Annual Report (2017-2018) covers the period 1 November 2017 to 31 October 2018 and outlines key areas of advocacy and action by the Disability Action Group during this time.

· The Disability Action Group Strategic Goal 1 outlines an aspiration to increase the effectiveness of Disability Action Group engagement with the Far North District Council.

· The Disability Action Group Terms of Reference states that the group will produce an annual report on its activities, achievements, and concerns to the three Community Boards.

For future strategic planning work, the Kaikohe-Hokianga Community Board can consider information provided by the Disability Action Group.

3) Financial implications and budgetary provision

There are no financial implications as the Disability Action Group Annual Report will inform future iterations of the Kaikohe-Hokianga Community Board Strategic Plan.

4) Reason for the recommendation

So the Kaikohe-Hokianga Community Board can receive the Disability Action Group Annual Report 2017-2018.

Attachments

1. Disability Action Group Annual Report 2017-2018 - A2266253 ⇩

2. Disability Action Group Strategic Goals 2018-2019 - A2266252 ⇩

3. Disability Action Group Terms of Reference - A2266254 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

5 December 2018

Disability Action Group Terms of Reference

1. Constitution
The Disability Action Group (DAG) is established as a stakeholder liaison group within the Far North District to provide advice to the Far North District Council, Government and its Agencies, Disability Service Providers; and to engage with the community on issues of disability/impairment.

The DAG operate under the Policy on Equity and Access for People with Disabilities

2. Purpose
The purpose of DAG is:

o To identify and take up opportunities to advocate for equity and access for people with disabilities/impairments

o To provide ongoing communication and advice to Council, Government Agencies and Service Providers on behalf of people with disabilities/impairments

o To provide opportunities for people with disabilities/impairments to engage with elected representatives

o To build the capacity of disability groups to take responsibility for advocating on their own behalf

o To advocate for policies, programmes, practices, and procedures that guarantee equal opportunity for all people with disabilities/impairments

o To encourage the portrayal of persons with disabilities/impairments by the media in a positive way, including in the Council's own publications and publicity material

3. Membership
The membership of DAG shall be comprised of the following:

o 1 appointee from each of Council, Te Hiku Community Board, Kaikohe-Hokianga Community Board, and the Bay of Islands-Whangaroa Community Board

o Representatives from stakeholder and advocacy bodies for people with disabilities/impairments across the Far North District

o Interested residents of the Far North District

4. Meetings

o A quorum of members of DAG shall be two.

o DAG meetings shall be held quarterly.

o The chair of the DAG may request additional meetings as necessary.

o At these meetings DAG may invite staff from the Far North District Council or other organisations as necessary to provide appropriate information and to receive feedback from stakeholders as to how people with disabilities/impairments can be supported to fully participate in the life of their communities.

o Minutes of all meetings shall be kept.

o Meeting decisions that require a response from Council will be lodged using either the DAG action sheet or the Report Request Form.

5. DAG Structure

o DAG shall elect a Chairperson and Deputy Chairperson once each triennium.

o Prospective members of DAG must gain the approval of DAG members to join the group.

o Voting members of DAG shall be the DAG members but not Council staff.

6. Principles

o Advocacy – representing the interests of people with disabilities/impairments with fairness and equity

o Inclusiveness – a wide range of views are sought

o Openness – communicating clearly and providing as much information as possible to facilitate open and free exchange of information within the group

o Honesty and respect – treating people with courtesy, observing their rights and recognising the different roles that others play in management and decision making

o Responsiveness – dealing with issues within agreed timeframes

o Accountability – issues raised are followed up as appropriate

7. Planning

o DAG will develop annual strategic goals through an annual workshop. Staff members may support this workshop if requested.

8. Reporting Procedures

o DAG will produce an annual report on its activities, achievements, and concerns to the 3 Community Boards.

9. Staff support

o Subject matter expertise shall be provided by relevant staff members from within the Far North District Council, with sufficient notice and the approval of their General Manager.

10. Administration

o Support for administration of the DAG, including the agenda, invitations, meeting venues (cost for non-Council venues will be met from the DAG budget), meeting minutes, claim form distribution will be undertaken by the Community Policy & Development Department

o The Chair of DAG or delegate will be responsible for lodging Report Request Forms to the Manager Community Policy & Development regarding DAG issues

o Approval of funds from the DAG budget is the responsibility of Manager Community Policy & Development and DAG will recommend expenditure via meeting resolutions.

11. Resourcing for DAG operation

o Funding for the DAG through the Long Term Plan shall be used to assist the DAG to meet its strategic goals and operational costs, such as travel expenses, reimbursement of costs for accessibility assistance and meeting venues for the DAG.

o Individual DAG expenses must be submitted via the claim form.

12. Definition

People with Disabilities are “…those who have long-term physical, mental, intellectual or sensory impairments which in interaction with various barriers may hinder their full and effective participation in society on an equal basis with others…”

This definition draws on the social model of disability and is used in the NZ Disability Strategy, and is sourced from the UN Convention on the Rights of Persons with Disabilities, Article 1.

Kaikohe-Hokianga Community Board Meeting Agenda

5 December 2018

7 Corporate Services Group

7.1 Chairperson and Members Report

File Number: A2270176

Author: Maryn Ashby, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

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

Recommendation

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

1) Background

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

2) Discussion and Options

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

The report 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. 2018-12-05 KHCB Chairperson's Report - A2275933 ⇩

2. Member Reilly's Report - A2268174 ⇩

Compliance schedule:

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

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

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

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

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

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

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

Kaikohe-Hokianga Community Board Meeting Agenda

5 December 2018

7.3 Funding Project Report

File Number: A2270172

Author: Maryn Ashby, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

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

Executive Summary

Recipients of grants from the Community Fund must complete and submit a project report within two months of completion of their project. A project report has been received from Kaikohe Rugby Football & Sports Club.

Recommendation

That the Kaikohe-Hokianga Community Board note the project report from Kaikohe Rugby Football & Sports Club.

1) Background

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

2) Discussion and Options

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

Reason for the recommendation

To receive the project report 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. Project Report - Kaikohe Rugby Football & Sports Club - A2252338 ⇩

Compliance schedule:

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

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

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

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

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

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

Kaikohe-Hokianga Community Board Meeting Agenda

5 December 2018

7.4 Funding Application - Pioneer Village Kaikohe

File Number: A2270147

Author: Maryn Ashby, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

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

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $3,527.80 (plus GST if applicable) to be paid from the Board’s Community Fund account to Pioneer Village Kaikohe to assist with the cost involved in a family friendly Christmas Event to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

The Pioneer Village Kaikohe seeks funding to assist with the cost to hold a family friendly Christmas event for the community. The Pioneer village will be transformed in to a Santa’s Village with each house themed. All project reports have been submitted and processed to date.

2) Discussion and Options

Preliminary assessment of the application:

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

Option 1 Authorise the full amount requested

Funding of 32.4% of the total 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 - Pioneer Village Kaikohe - A2270919 ⇩

2. Schedule of Supporting Documents - Pioneer Village Kaikohe - A2273887 ⇩

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.

Kaikohe-Hokianga Community Board Meeting Agenda

5 December 2018

7.5 Funding Application - Kaikohe & Community Youth Centre Trust

File Number: A2270165

Author: Maryn Ashby, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To present the Community Board with information on Kaikohe Community & Youth Centre Trust Board application for a grant to assist members in determining whether to approve or decline the application.

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $5,750 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe Community & Youth Centre Trust to fund architecture design services by Ākau relating to the Kaikohe Basketball Court to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

Kaikohe Community & Youth Centre Trust seeks funding to cover the cost of architecture design services from Ākau. Ākau have reduced their fees by providing a koha of $3,000 towards the project. Kaikohe Community & Youth Centre Trust has secured over $40,000 in funding outside of Council.

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise the full amount requested

Funding of 37.8% of the project cost is requested and could be funded in full.

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

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. Funding Application - Kaikohe & Community Youth Centre Trust - A2271924 ⇩

2. Schedule of Supporting Documents - Kaikohe Community & Youth Centre Trust - A2271919 ⇩

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.

7.6 Funding Application - Smiley Campaign

File Number: A2273476

Author: Maryn Ashby, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To present the Community Board with the information on the application from Smiley Campaign to assist members in determining whether to approve or decline the application

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $5,650 (plus GST if applicable) to be paid from the Board’s Community Fund account to Rawiri Love - Smiley Campaign to assist with the cost involved in promoting “Get Fit Kaikohe” to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

The Smiley Campaign was developed by Rawiri Love he encourages social transformation through building a positive community. The Kaikohe based charity has launched “Get Fit Kaikohe” promoting fitness for all ages. Director Rawiri Love uses real time filming and social media to promote the programmes on offer from local gyms, marae, sport groups and dance clubs.

The Smiley Campaign seeks funding to purchase professional grade camera equipment, signage, promotional t-shirts rent and travel costs. The Smiley Campaign has not applied for funding from the Community Board previously.

2) Discussion and Options

Preliminary assessment of the application:

The Smiley Campaign has not sought funding outside of the Community Board or from any of the local gyms, sports groups or clubs it is promoting in the “Get Fit Kaikohe” movement.

Under the Community Grants policy it states that priority will be given to proposals which are likely to succeed. The expenditure that the applicant has applied for are costs towards the project that will make the project successful. Without further funding from external organisations – it is unlikely that this project is likely to succeed.

The applicant seeks a grant of $14,120.35 which is 50% of the project costs

Option 1 Authorise the maximum amount allowed by policy

Option 2 Authorise partial funding

Partial funding of $5,650 of 20% should be considered to align with the Community Grants Policy

Option 3 Decline funding

Option 2 is recommended by staff.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. Funding Application - Smiley Campaign - A2273284 ⇩

2. Schedule of Supporting Documents - Smiley Campaign - A2273891 ⇩

Compliance schedule:

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

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

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

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

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

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

Kaikohe-Hokianga Community Board Meeting Agenda

5 December 2018

7.7 Kaikohe-Hokianga Community Board Calendar of Meetings for 2019

File Number: A2270192

Author: Maryn Ashby, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To propose the scheduled dates for the Kaikohe-Hokianga Community Board meetings for the 2019 calendar year.

Executive Summary

· Continuation of monthly meeting cycle

· Cycle built around Council reporting cycle

· Community Board meetings frequency to follow 2018 pattern

Recommendation

That the Kaikohe-Hokianga Community Board:

a) adopt the following meeting dates for 2019 at venues to be determined by the Board:

i) 5 February 2019

ii) 6 March 2019

iii) 3 April 2019

iv) 1 May 2019

v) 5 June 2019

vi) 3 July 2019

vii) 7 August 2019

viii) 4 September 2019

ix) 2 October 2019

b) Delegate the authority to amend the schedule of Community Board meetings for 2019 to the Chief Executive.

1) Background

At the end of every year, Council sets the formal meeting calendar for the coming year. The draft meeting calendar for Council / Committee meetings is scheduled to be adopted at the Council’s meeting on 13 December. Community boards are responsible for setting their own schedules.

During the 2018 calendar year the Te Hiku and Bay of Islands-Whangaroa Community Boards met every 6 weeks. The Kaikohe-Hokianga Community Board met monthly.

2) Discussion and Options

Staff recommend that the Board consider the frequency of meetings in light of the whole Council calendar. Holding a meeting requires significant administrative support and the timing of decision making is aligned with the other tiers of Council. Report writing staff plan their work predominantly on the basis of the 6 weekly schedule, and deadlines are calculated on this basis.

It is recommended that the scheduling of Board meetings considers these factors.

Selection of Venues

During the 2017 calendar year the Board held meetings at various locations throughout its community. The purpose of having meetings in local communities is to encourage community participation and attendance.

In order to maximise the value of holding Board meetings in local communities, it is suggested that the Member(s) for the subdivision where meetings are scheduled, should ensure information about the meeting is disseminated as widely as possible amongst the respective community. FNDC Communications Team can assist with this at the request of the Member, if required.

Factors to consider when selecting venues are accessibility, cell-phone reception (for the purposes of livestreaming) and availability of caterers in the proximity and better enabling participation in discussions of topics relevant to that area.

Reason for the recommendation

To schedule the formal meetings of the Kaikohe-Hokianga Community Board for 2019 to ensure all Board Members are available for relevant meetings.

3) Financial Implications and Budgetary Provision

The financial costs of holding Community Board meetings. Budgets are set for each financial year based on the current 6 weekly cycle.

Attachments

Nil

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	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 meeting schedule as proposed will support the Council meeting its goal of adopting a Long Term Plan for 2018-28.
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.	Community Boards decide their own meeting schedule independent of Council.
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 significance in regards to the relationship of Māori with land and/or any body of 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.	Operational priorities have contributed to the proposal, and the schedule reflects Council’s preference from 2018.
State the financial implications and where budgetary provisions have been made to support this decision.	As in report.
Chief Financial Officer review.	The CFO has not reviewed this report.

Community Fund Account balance as at 01 July 2018	$115,902.00
· Less funds granted and uplifted to 31 October 2018	$12,895.75
· Less funds not uplifted approved at meeting 05 April 2017 for Kaikohe Business Association for 18/19 funds	$1,000.00
Community Fund Account balance as at 31 October 2018	$102,006.25

1	Bank statement
2	Activity Outline
3	Quote - Pioneer Village Kaikohe
4	Quote - Bunnings

1	Bank statement
2	Quote - Ferntech
3	Quote - Halvo Signs
4	Quote - May Park Print
5	Quote - Sign Worx
6	Quote - Northern Signs
7	Quote - Protel International Technologies Ltd
8	Quote - Smiley Campaign
9	Quote - Northern Signs
10	Additional funding application information
11	Lease Agreement

1	Financial report
2	Quote - Ākau
3	Kaikohe Basketball Project 2018 - Ākau