Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

12 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.

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

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

Te Hiku Community Board Meeting Agenda

12 December 2018

MINUTES OF Far North District Council
Te Hiku Community Board Meeting
HELD AT THE Te Rarawa Rugby Club, Ahipara
ON Thursday, 8 November 2018 AT 10:06 am

PRESENT: Chairperson Adele Gardner, Member Lawrie Atkinson, Member Melanie Dalziel, Member Awhina Murupaenga, Member Nuu Ward, Cr Felicity Foy

APOLOGIES: Member Bronwyn Bauer-Hunt

IN ATTENDANCE: Mayor John Carter from 2:13 pm until 2:45 pm

STAFF PRESENT: Melissa Wood - Meetings Administrator, Melissa Parlane - Team Leader
Infrastructure Planning

1 PUBLIC FORUM

Emma Tracey, resident of Tasman Heights spoke to the Board regarding the need for a footpath, particularly with a view to safety of pedestrians.

Anahera Herbert Graves CEO Te Runanga-a-iwi o Ngati Kahu, and representing Nga Marama o Paruta - updated the Board in regard to Kiritata Pai: Good Neighbours Project (infrastructure and social / community projects) they are undertaking in the Kaitaia township, and requesting the Board’s support and engagement with the progression of these. An information booklet was distributed.

Local residents Andrew Self, Poppy Yates, Elaine Tepania, Reg Payne, Robin Morrogh, Joanne Tracey, all spoke to the Board on the topic of footpaths and other facilities required in the Tasman Heights, Foreshore Road, Ahipara area.

Tui Tepaa spoke to the Board regarding the need for liaison and discussion with local Iwi / land owners prior to decisions being made in regard to beach access.

2 SPEAKERS

Lesley Wallace, Sport Northland Community Sport Advisor spoke to agenda item 8.3, Rural Travel Funding Applications

Danielle Moa from Doubtless Bay Fishing Contest and Auction, spoke in regard to their Local Community Grant funding application, agenda item 8.6 refers.

Sam Morgan from Epilepsy Association New Zealand, spoke in regard to their Local Community Grant funding application, agenda item 8.7 refers.

Sandra Henare from Te Ropu o Muriwhenua Inc, spoke in regard to their Local Community Grant funding application, agenda item 8.9 refers. An information document was distributed to the Members.

Erroll Murray from Whakawhiti Ora Pai Community Health, spoke in regard to their Local Community Grant funding application, agenda item 8.10 refers.

3 Deputations

There were no deputations

MEETING: The meeting was adjourned from 11:24 am to 11:42 am.

4 APOLOGIES AND DECLARATIONS OF INTEREST

Apology

Resolution 2018/24

Moved: Chairperson Adele Gardner

Seconded: Cr Felicity Foy

That the apology received from Member Bauer-Hunt be accepted and leave of absence granted.

Carried

Member Dalziel declared an interest in relation to item 8.10 , due to being a Member of the Board.

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Resolution 2018/25

Moved: Member Melanie Dalziel

Seconded: Member Lawrie Atkinson

That the Te Hiku Community Board agrees that the minutes of the meeting of the Te Hiku Community Board held 26 September 2018 be confirmed as a true and correct record.

Carried

6 Infrastructure and Asset Management Group

6.1 Cable Bay Recreation Reserve - Lease to Doubtless Bay Croquet Club Incorporated

Resolution 2018/26

Moved: Cr Felicity Foy

Seconded: Member Nuu Ward

That the Te Hiku Community Board recommends that the Far North District Council pursuant to its powers under section 54(1)(b) and (c) of the Reserves Act 1977, grants a new lease of part of the Cable Bay recreation reserve being Lot 69 DP 83352 contained in CFR NA39D/282, to the Doubtless Bay Croquet Club Incorporated and that the terms of the lease shall be:

a) Term: 10 years

Rent: $100 plus GST per annum

Renewal: 5 years

b) That the clubroom toilets are open to the public only when the leased area is
open to the public and the clubroom is open and unlocked

Carried

6.2 Kaitaia Drainage Area 17/18 Expenditure

Resolution 2018/27

Moved: Member Nuu Ward

Seconded: Member Melanie Dalziel

That the Te Hiku Community Board note the following financial summary for the past financial year 2017/18.

Kaitaia	Budget
2016-17 Residual funds (reserve funds available)	$35,438
2017 Opening Balance (rated income)	$69,177
2017-18 Expenditure	$62,689
2017-18 Closing Reserve Balance	$41,926

Carried

6.3 Kaitaia Drainage Area 18/19 Programme

Motion

Moved: Cr Felicity Foy

Seconded: Member Awhina Murupaenga

That the report entitled Kaitaia Drainage Area be left to lie on the table until further information is provided to the Board.

LOST

Motion

Moved: Member Melanie Dalziel

Seconded: Member Nuu Ward

That the Te Hiku Community Board approve the reviewed 2018/19 work programme for the Kaitaia Drainage Area

Amendment

Moved: Cr Felicity Foy

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board approve the reviewed 2018/19 work programme for the Kaitaia Drainage Area subject to:

a) the removal of planned works $3,000 Alligator weed spraying, and $7,500 Access track improvements

b) a notice be sent to all property owners, reminding them of the requirements, and that they must comply with the Drainage Bylaw

Carried

The amendment became the substantive motion

Resolution 2018/28

Moved: Cr Felicity Foy

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board approve the reviewed 2018/19 work programme for the Kaitaia Drainage Area subject to:

a) the removal of planned works $3,000 Alligator weed spraying, and $7,500 Access track improvements

b) a notice be sent to all property owners, reminding them of the requirements, and that they must comply with the Drainage Bylaw

Carried

6.4 Kaitaia Drainage Area 19/20 Programme

Resolution 2018/29

Moved: Cr Felicity Foy

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board approve the reviewed 2019/20 work programme for the Kaitaia Drainage Area subject to:

a) the removal of planned works $3,000 Alligator weed spraying, and $7,500 Access track improvements

b) a notice be sent to all property owners, reminding them of the requirements, and that they must comply with the Drainage Bylaw

Carried

6.5 Waiharara and Kaikino Drainage Areas 17/18 Expenditure

Resolution 2018/30

Moved: Member Melanie Dalziel

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board note the following financial summary for the past financial year 2017/18:

Waiharara	Budget
2016-17 Residual funds (reserve funds available)	$8,148
2017 Opening Balance (rated income)	$14,061
2017-18 Expenditure	$5,582
2017-18 Closing Reserve Balance	$16,627
Kaikino	Budget
2016-17 Residual funds (reserve funds available)	$19,110
2017 Opening Balance (rated income)	$7,908
2017-18 Expenditure	$7,720
2017-18 Closing Reserve Balance	$19,297

Carried

6.6 Waiharara and Kaikino Drainage Areas 18/19 Programme

Resolution 2018/31

Moved: Member Melanie Dalziel

Seconded: Member Nuu Ward

That the Te Hiku Community Board approve the reviewed 2018/19 work programme for the Waiharara and Kaikino Drainage Area.

Carried

6.7 Waiharara and Kaikino Drainage Areas 19/20 Programme

Resolution 2018/32

Moved: Member Melanie Dalziel

Seconded: Member Nuu Ward

That the Te Hiku Community Board approve the reviewed 2019/20 work programme for the Waiharara and Kaikino Drainage Area.

Carried

6.8 Motutangi Drainage Area 17/18 Expenditure

Resolution 2018/33

Moved: Member Lawrie Atkinson

Seconded: Member Nuu Ward

That the Te Hiku Community Board note the following financial summary for the past financial year 2017/18:

Motutangi	Budget
2016-17 Residual funds (reserve funds available)	$30,295
2017 Opening Balance (rated income)	$36,841
2017-18 Expenditure to date	$23,425
2017-18 Closing Reserve Balance	$43,711

Carried

6.9 Motutangi Drainage Area 18/19 Programme

Resolution 2018/34

Moved: Member Nuu Ward

Seconded: Member Lawrie Atkinson

That the Te Hiku Community Board approve the reviewed 2018/19 work programme for the Motutangi Drainage Area.

Carried

6.10 Motutangi Drainage Area 19/20 Programme

Resolution 2018/35

Moved: Chairperson Adele Gardner

Seconded: Member Lawrie Atkinson

That the Te Hiku Community Board approve the reviewed 2019/20 work programme for the Motutangi Drainage Area.

Carried

7 Strategic Planning and Policy Group

Suspension of Standing Orders

Resolution 2018/36

Moved: Cr Felicity Foy

Seconded: Member Melanie Dalziel

A motion was moved that Council suspend standing orders.

Carried

Resumption of Standing Orders

Resolution 2018/37

Moved: Chairperson Adele Gardner

Seconded: Cr Felicity Foy

A motion was moved that Council resume standing orders.

Carried

7.1 Te Hiku Community Board Strategic Plan 2018-19

Resolution 2018/38

Motion

Moved: Chairperson Adele Gardner

Seconded: Member Melanie Dalziel

That the Te Hiku Community Board

a) adopts the Te Hiku Community Board Strategic Plan 2018-2019 subject to an amendment to page 6, being the removal of the annual $10,000 strategic allocation to Doubtless Bay Information Centre

Carried

Members Ward and Atkinson requested their vote against the motion be recorded

Motion

Moved: Cr Felicity Foy

Seconded: Member Melanie Dalziel

That the Te Hiku Community Board

b) recommends the following items to an Annual Plan workshop for alteration or inclusion in the 2019/20 Annual Plan

i) Relocation of old Taipa toilet block to Korora Park, Ahipara, and allocation for ongoing operational expenditure for these public toilets

ii) Unahi Wharf - new public toilets

iii) Karikari Recreation Hub project, retimed into Year 3 of the LTP in 2020-2021 in conjunction with the construction of public toilets at the site

iv) Repurposing of the proposed Ahipara playground funding towards other waterfront foreshore development, in consultation with the community

Carried

Motion

Moved: Chairperson Adele Gardner

Seconded: Cr Felicity Foy

That the Te Hiku Community Board

c) allocates funds to Stage 1 of the Jaycee Park project - Children’s Playground - as follows:

i) Placemaking Fund funds of $33,300

ii) Local Community Grant Fund funds of $19,500

Carried

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

Resolution 2018/39

Moved: Chairperson Adele Gardner

Seconded: Member Melanie Dalziel

That the Te Hiku Community Board receive the report Events Investment Funding Decisions for the 2018/19 Financial Year.

Carried

8 Corporate Services Group

8.1 Additional Appointment to the Waiharara and Kaikino Drainage Area Committee

Resolution 2018/40

Moved: Chairperson Adele Gardner

Seconded: Member Melanie Dalziel

That the Te Hiku Community Board appoints Adrienne Bartlett to the Waiharara and Kaikino Drainage Area Committee.

Carried

MEETING: The meeting was adjourned from 1:04 pm to 1:37 pm.

ATTENDANCE: At 1:04 pm, Member Murupaenga left the meeting.

8.2 Chairperson and Member Reports

Resolution 2018/41

Moved: Chairperson Adele Gardner

Seconded: Cr Felicity Foy

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

Carried

Member Atkinson tabled the annual report received from Kaingaroa Hall Committee

8.3 Rural Travel Funding - Applications Summer round 2018/19

Resolution 2018/42

Moved: Member Melanie Dalziel

Seconded: Member Lawrie Atkinson

That the Te Hiku Community Board allocates funding in accordance with the recommendations received from Sport Northland as follows:

a) Kaingaroa School $1,200

b) Kaitaia Athletics Club $600

c) Peria School $250

d) Te Kura Kaupapa Maori o Pukemiro $2,000

Carried

8.4 Rural Travel Funding Project Reports

Resolution 2018/43

Moved: Cr Felicity Foy

Seconded: Member Melanie Dalziel

That the Te Hiku Community Board note the Rural Travel Project Reports from:

a) Kaitaia City Rugby Union Football Club

b) Nga Papahu Swim Club

c) Te Kura Kaupapa Maori o Pukemiro

d) Te Rarawa JMB Rugby Club

e) Tu Kaha Sports Inc

f) Peria School

Carried

8.5 Te Hiku Statement of Community Fund Account as at 30 September 2018

Resolution 2018/44

Moved: Chairperson Adele Gardner

Seconded: Cr Felicity Foy

That the Te Hiku Community Board receive the report Te Hiku Statement of Community Fund Account as at 30 September 2018.

Carried

ATTENDANCE: Member Ward left the meeting at 2:00 pm and returned to the meeting at 2:02 pm

8.6 Application for Funding - Doubtless Bay Fishing Contest

MOTION

Moved: Member Nuu Ward

Seconded: Member Melanie Dalziel

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $8,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Doubtless Bay Fishing Contest for costs toward the 2019 Doubtless Bay Fishing Contest and Auction, 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: Cr Felicity Foy

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 Doubtless Bay Fishing Contest for costs toward the 2019 Doubtless Bay Fishing Contest and Auction, to support the following Community Outcomes:

i. Proud vibrant communities

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

CARRIED

The amendment became the substantive motion

Resolution 2018/45

Moved: Member Melanie Dalziel

Seconded: Cr Felicity Foy

i. Proud vibrant communities

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

Carried

8.7 Application for Funding - Epilepsy Association New Zealand

Resolution 2018/46

Moved: Member Melanie Dalziel

Seconded: Member Nuu Ward

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $3000 (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

8.8 Application for Funding - Kaitaia Business Association

Resolution 2018/47

Moved: Cr Felicity Foy

Seconded: Member Nuu Ward

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $2184.00 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Kaitaia Business Association for costs toward Christmas wreaths and flags for town decorations to support the following Community Outcomes:

i. Proud vibrant communities

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

Carried

IN ATTENDANCE: Mayor John Carter joined the meeting from 2:13 until 2:45 pm

8.9 Application for Funding - Te Ropu o Muriwhenua Inc

Motion

Moved: Member Melanie Dalziel

Seconded: Cr Felicity Foy

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $7,247 (plus GST if applicable) to be paid from the Board’s Community Fund account to Te Ropu o Muriwhenua Incorporated’s for costs toward their wananga series, to support the following Community Outcomes:

i. Proud vibrant communities

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

Amendment

Moved: Chairperson Adele Gardner

Seconded: Cr Felicity Foy

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 Te Ropu o Muriwhenua Incorporated’s for costs toward their wananga series, to support the following Community Outcomes:

i. Proud vibrant communities

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

CARRIED

The amendment became the substantive motion

Resolution 2018/48

Moved: Chairperson Adele Gardner

Seconded: Cr Felicity Foy

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 Te Ropu o Muriwhenua Incorporated’s for costs toward their wananga series, to support the following Community Outcomes:

i. Proud vibrant communities

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

Carried

8.10 Application for Funding - Whakawhiti Ora Pai Community Health

Resolution 2018/49

Moved: Member Lawrie Atkinson

Seconded: Chairperson Adele Gardner

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 Whakawhiti Ora Pai Community Health for costs towards the Pukenui Clinic accessibility upgrade project, to support the following community outcomes:

i) Proud vibrant communities

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

Carried

Member Dalziel abstained from voting.

8.11 Te Hiku Statement of Financial Performance Activities by Ward for the period ending 30 September 2018

Resolution 2018/50

Moved: Cr Felicity Foy

Seconded: Member Nuu Ward

That the Te Hiku Community Board receives the report Te Hiku Statement of Financial Performance Activities by Ward for the period ending 30 September 2018.

Carried

9 Meeting Close

The Meeting closed at 3:05 pm.

The minutes of this meeting will be confirmed at the Te Hiku Community Board Meeting held on 12 December 2018.

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

CHAIRPERSON

Te Hiku Community Board Meeting Agenda

12 December 2018

6 Infrastructure and Asset Management Group

6.1 Lighthouse South Road - Building issues and future use

File Number: A2248470

Author: Rob Koops, Property Services

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

Purpose of the Report

To seek direction from the Te Hiku Community Board on the short and long term use of the building located in Jaycee Park on the corner of South Road and Matthews Ave, locally referred to as “the Lighthouse” and currently occupied by the Far North Environment Centre.

Executive Summary

· Since the completion of Te Ahu, the former FNDC information centre building (the Lighthouse) at 8 South Road has been leased to the Far North Environment Centre.

· The building is not insulated and has poor ventilation which has resulted in the formation of mould.

· Test results have shown mould levels that pose a potential risk to the health of its occupants.

· The cost to remedy the issues is in excess of $32,000+GST

· The Community Board is asked to consider the best use for the Lighthouse building and appropriate spending of available budget.

Recommendation

That the Te Hiku Community Board recommends that Council:

a) repair the former FNDC information centre building (the Lighthouse) at 8 South Road, Kaitaia to make it watertight and prevent further deterioration (estimated cost $1,200 to $1,500 plus GST).

b) carry forward the remainder of the available renewals budget towards the future conversion to public amenities or other use appropriate for public recreation and enjoyment in Jaycee Park.

c) close the Lighthouse building until such time that a long term decision on the use of the building and associated budget can be made.

1) Background

When Te Ahu opened its doors in 2012, the Council of the day resolved that expressions of interest should be invited for the lease of buildings becoming vacant as a result (the former Library on Melba Street, parts of the former Museum building now Pioneer house and the subject property, the former i-SITE/Lighthouse building). Leases should be on commercial terms and on commercial rent.

The Far North Environment Centre (FNEC) put a strong case forward, proposing to establish “an Information Centre providing environmental information and educational resources to the public, help promote Maori Kaitiakitanga, promote waste minimisation, recycling and other environmental concepts and promote products that demonstrate the least cost to the environment during their manufacturing, use and disposal”.

FNEC’s expression of interest was based around an earlier proposal to obtain occupancy of a Council owned dwelling on Matthews Avenue and plans to covert this to an Eco-house. It was suggested that with the assistance of NorthTec (L1 carpentry students) and grants and donations, the Lighthouse building could be retrofitted to a similar standard and that solar hot water and a grid connect inverter with photovoltaic solar panels would be installed in order to [quote] provide ordinary families with access to affordable and practical skills, knowledge and information for sustainable living. It would serve to showcase demonstrations and displays of sustainable water, energy and waste management systems that could be implemented in most urban and local rural homes [end quote].

Although FNEC’s Business Use was not compliant with the requirements of the Reserves Act 1977 or FNDC’s District Plan (zoning was and is Recreational Activities), a lease was granted. Council staff met with FNEC representatives on site and FNEC was made fully aware of the status of the building (cold and damp) before they agreed to the lease.

To date no efforts appear to have been made by FNEC to retro-fit the Lighthouse building as proposed in 2013. Instead, in 2015 FNEC requested Council support to install a wood burner in the Lighthouse building to combat cold and dampness. Council declined but offered to pay for an air-conditioning/heat-pump instead. FNEC did not agree to this and (after having been turned down for a second time) in 2016 proceeded with the installation of a wood burner. Council has been advised that this may have been a further contributing factor to the dampness of the building and the forming of mould.

In March this year FNEC requested [quote] to get the mould tested to see if it is the sort that is dangerous to health as if it is then it needs treated professionally [end quote]. FNDC engaged HealthSafe Monitoring & Consultancy Ltd to report on the toxicity of the mould (Attachment 1) and Christiansen Building Services Ltd (CBS) to report on the condition of the building (Attachment 2). FNDC staff was made aware that the mould posed “potential for adverse health effects” and FNEC was notified and recommended they vacate the building or remain in occupancy at their own risk. FNEC chose the latter. It should be noted that the lease between FNDC and FNEC is “holding over” which means that the lease can be terminated by either party by giving 20 working days notice.

Based on the building report received from CBS, Kaitaia based architects Arcline Design Ltd were engaged to price the work required to bring the Lighthouse building to an acceptable standard for ongoing use as an information/education centre. The estimated cost to do this is $32,000+GST.

FNEC (after discussions with the Mayor), was given the opportunity to also prepare a quote to bring the building to an acceptable standard. Council staff did not receive this quote; however FNEC did put forward a new proposal to upgrade the building to “become a model of good sustainable building practise”. That proposal is included as Attachment 4 and may or may not be taken into consideration by the Board.

After discussion with the Te Hiku Community Board further work was undertaken to determine how the Lighthouse building could be utilized in light of the concept plans prepared by ‘Shine on Kaitaia’ for the revitalisation of Jaycee park.

Arcline Design was engaged again to develop concept plans and budgets for the Lighthouse building as the public amenities hub for recreational activities in the park. A site plan and two concepts for the Lighthouse building are attached as Attachment 3.

Depending on the desired option the cost to convert the Lighthouse building to public amenities is estimated to be between $150,000 and $190,000+GST. A decision on this level of spending would have to form part of Council’s next Long Term Plan (2021-31). It is necessary however, to consider whether the $32,000 required to make the building suitable for continued short term occupancy by FNEC and make sure it remains sanitary (Council Policy #3119) is appropriate against the possible long term future use of the building or whether (all or part of) the available budget is better to be carried forward.

2) Discussion and Options

The Lighthouse building is considered an icon to Kaitaia and as such should be retained if possible.

The building forms part of the Jaycee Park Recreation Reserve and in accordance with the Reserves Act 1977 section 54(1)(a) Council can grant “a lease to any person, body, voluntary organisation, or society (whether incorporated or not) any area set apart under section 53(1)(h) for baths, a camping ground, a parking or mooring place, or other facilities for public recreation or enjoyment.

Under the Operative District Plan the area is zoned Recreational Activities.

The lease to FNEC is not compliant with either the Reserves Act or the District Plan.

A future and arguably more appropriate use of the building could be as public amenities (toilets, showers and/or changing rooms) in support of recreational activities in the park.

The revitalisation of Jaycee Park has public support and is identified by the Te Hiku Community Board in its 2018-19 Strategic Plan.

Other recreational uses for the building (either short or long term) could also be considered and Expressions of Interest (EOI) could be sought.

The Te Hiku Community Board has several options:

Option 1 (recommended):

That the Te Hiku Community Board agrees that Council does not spend the estimated $32,000+GST to bring the Lighthouse building to a standard suitable for daily occupation. Instead spend only what is required to keep the building watertight and prevent further deterioration (estimated $1,200 - $1,500+GST) and carry forward the remainder of the available budget towards the future conversion into public amenities.

AND a: To avoid any liability as to the health of its occupants, mothball the Lighthouse building until such time that a long term decision on the use of the building and associated budget can be made.

OR b: Seek Expressions of Interest from other groups and organizations for the short term use of the Lighthouse building (as is - at a reduced or peppercorn rent (?)) with activities in line with “public recreation or enjoyment”.

OR c: Continue to “hold-over” the lease with FNEC (at a reduced or peppercorn rent (?), until such time that a long term decision on the use of the building and associated budget can be made.

Option 2:

Spend the estimated $32,000+GST on bringing the Lighthouse building to a standard suitable for daily occupation.

AND a): Enter into a short term (2 year) lease with FNEC at full market rent until such time that a long term decision on the use of the building and associated budget can be made

OR b): Seek Expressions of Interest from other groups and organizations for a short term (2 year) lease in line with “public recreation or enjoyment”, at full market rent and until such time that a long term decision on the use of the building and associated budget can be made.

Note that any new lease longer than 1 year will require public notification.

Reason for the recommendation

Spending $32,000 to make the Lighthouse building suitable for occupation in the short term when plans are afoot to change the use of the building considerably in the long term does not make financial sense.

Although currently the risk of mould causing health issues to occupants of the Lighthouse building is considered minor, the situation is unlikely to get better in particular over winter and Council could be deemed responsible (if not legally then morally) to keep its occupants safe from any risk.

3) Financial Implications and Budgetary Provision

Option 1:

Cost to make building watertight and mothball (estimate) $1,200-$1,500

Option 2:

Cost to bring the building up to a minimal standard for daily occupation (estimate) $32,000

Market rental income (valuation 2018) $5,640 p/a

Future conversion to Public Facilities (estimate) $150,000 - $190,000

Available renewals budget (to be brought forward) $ 30,500

Attachments

1. Healthsafe Monitoring & Consultancy report mould issues Lighthouse Building Jaycee Park - A2266514 ⇩

2. CBS Ltd Property Inspection Lighthouse Building Jaycee Park - A2266461 ⇩

3. Site plan and concept designs Arcline Architects for Lighthouse Building Jaycee Park - A2266546 ⇩

4. FNEC Proposal for Lighthouse Building - A2273588 ⇩

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.	Reserves Act 1977 Council Policy #3119 – Dangerous, Insanitary and Earthquake prone buildings
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.	Feedback of the relevant Community Board is sought through this report.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	No specific implications to Maori that don’t apply to all ratepayers.
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 future use of the Lighthouse building needs to be considered against its recreational use in Jaycee Park. The Te Hiku Community Board and Council staff are working with community groups on concept plans and preparing budgets for the 2021-31 LTP. FNEC as the current occupier is affected in that they will have to find alternative premises. The current lease is holding over and FNEC have been informed the lease can be terminated by either party giving 20 working days notice.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications have been dealt with under Financial implications.
Chief Financial Officer review.	The CFO has reviewed this report.

Te Hiku Community Board Meeting Agenda

12 December 2018

6.2 Te Hiku Board 2018/19 Lighting Projects

File Number: A2258240

Author: Aaron Reilly, Lighting & Transport Operations Specialist

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

Purpose of the Report

To seek the Board’s approval for the installation of three new streetlights on Pukepoto Road, Kaitaia, to be funded from the 2018/19 Te Hiku New Amenity Light budget.

Additional street lighting on Pukepoto Road has been identified as a priority for 2018/19 in Te Hiku Board’s Strategic Plan.

Executive Summary

· Council has allocated $48,000 in the 2018/28 Long Term Plan on a district wide basis ($16,000 per ward) for the 2018/19 financial year for new amenity lights.

· Te Hiku Board’s Strategic Plan has identified additional street lighting on Pukepoto Road, Kaitaia, as a priority.

Recommendation

That the Te Hiku Board approves the installation of three new streetlights on Pukepoto Road, Kaitaia, to be funded from the 2018/19 Te Hiku New Amenity Light budget at an estimated cost of $16,645 excl GST

1) Background

Council has allocated $16,000 in the 2018/19 financial year to each of the Community Boards for new amenity lights within their wards. Te Hiku Board also has a carry forward of $4,456 from the 2017/18 financial year.

Te Hiku Community Board has a current Strategic Plan which identifies Pukepoto Road, Kaitaia and Waterfront Drive, Mangonui, as priorities for additional street lighting.

Additional street lighting on Waterfront Drive is included in an existing district wide improvement project.

2) Discussion and Options

Relevant Policies and Plans

Council Policy #4110 – Streetlighting

This policy states that:

Non NZTA subsidised lights shall be funded from the community rate and prioritised by the relevant Community Board.

This policy is currently under review.

Existing Street Lighting Improvement Projects

Council has a streetlight improvement programme approved by the New Zealand Transport Agency (NZTA) for completion in the 2018/21 funding period, on Arterial and Primary Collector roads. These are roads which carry the highest traffic volumes throughout the district. The objective of the project is to bring the lighting up to a standard that is ‘fit for purpose’ for the road.

Roads in the Te Hiku ward included in the 2018/21 street light improvement programme of works are as follows:

· Commerce Street, Kaitaia

· North Road, Kaitaia

· Redan Road, Kaitaia

· Waterfront Drive, Mangonui

Pukepoto Road is a Secondary Collector road and has relatively low traffic volumes; on this basis it has not been included in this programme of work.

Option One - Do Nothing

Council could do nothing until the 2018/21 programme of works has been completed and further review work around the need for lighting improvement on Secondary Collector roads (such as Pukepoto Road) has been completed.

Any future lighting improvement programme of works will be subject to NZTA approval of an evidence based business case for the 2021/24 funding round.

Option Two - Install 3 New Street Lights Using the Te Hiku Ward New Amenity Light Budget (preferred)

The Board’s Strategic Plan identified the section of Pukepoto Road, between Vegar Street and Dominion Road, and specifically the bridge that is located between Vegar Street and Lake Road.

This stretch of the road is not particularly well lit (which is not uncommon around our district) and there is no street light on the southern end of the bridge.

There is a Top Energy owned power pole located near to the bridge which would be the only feasible location to install a light as there are a significant amount of vegetation (including a pohutukawa tree) on the other side of the road. It is not considered feasible to install a streetlight column underneath the high voltage lines.

If this option is approved by the Board, Council will then seek Top Energy’s approval to install a light on this power pole.

There is a gap of approximately 150m between existing lights at the intersections of Vegar Street and Dominion Road. We are proposing to install two additional lights in between these existing lights.

Refer to attachment 1 for a map with the locations of existing streetlights and locations of proposed new streetlights.

Reason for the recommendation

Option one is preferred as this will improve the lighting in the area identified by the Board in the current financial year.

3) Financial Implications and Budgetary Provision

The total estimated cost for the installation of the three streetlights is $16,645 excl GST and will be met from the Te Hiku New Amenity Light budget.

The Te Hiku New Amenity Light available budget is as follows:

2017/18 Carry Forward Budget	2018/19 Budget	2018/19 Total Available Budget
$4,456	$16,000	$20,456

The capital cost will be funded from the Te Hiku Amenity Lighting Budget, but as the lights will benefit the road, the ongoing operational (electricity and maintenance) and renewal cost will be eligible for subsidy from the New Zealand Transport Agency (NZTA) which represents 66% of the total cost.

The estimated cost of electricity for the three new street lights is approximately $525 excl GST ($175 p/light) and will be met from the Street Light Electricity budget.

The maintenance costs for any new lights is expected to be minimal, particularly early in the life of the asset as all new lights are now LED. The cost for routine inspections of all lighting assets under Council’s Lighting Maintenance contract is a fixed cost of $6,006 p/annum, this has been approved and committed under existing budgets.

The Street Light operational available budgets are as follows:

	2018/19 Budget
Streetlight Electricity	$342,000
Streetlight Maintenance	$190,000

Attachments

1. 2018-12-12 THCB Attachment 1 - Pukepoto Road Street Lights - A2266341 ⇩

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.	Policy # 4110 - Street Lighting
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.	There are no implications specific to 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 Community Board has requested this report and the Board represents the views of the Community.
State the financial implications and where budgetary provisions have been made to support this decision.	Refer to the Financial Implications section of this report.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

12 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.

Te Hiku Community Board Meeting Agenda

12 December 2018

7.2 Kaitaia Business Improvement District Annual Plan

File Number: A2268378

Author: Roger Ackers, Manager - Strategy Development

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

Purpose of the Report

To request that the Te Hiku Community Board receive the Kaitaia Business Improvement District Annual Plan 2018-2019 and release $50,000 allocated for the 2018-2019 financial year.

To recommend to The Te Hiku Community Board that they advise the Kaitaia Business Association to revise its proposed Annual Plan for 2019-2020 financial year so it matches the $50,000 of targeted rates collected from businesses within the Kaitaia Business Improvement District.

Executive Summary

· As per the requirements of the Memorandum of Understanding between The Kaitaia Business Association (KBA) and the Te Hiku Community Board (on behalf of the Far North District Council) the KBA has produced the following documents to allow for the release of the $50,000 of targeted rates collected from businesses in the Kaitaia Business Improvement District

o An annual report from financial year ending 30 June 2018

o An audit of the annual report

o An Annual Business Plan including a financial budget for the financial year 2018-2019

· The KBA has also produced an Annual Business Plan for 2019-2020 that has identified an additional $5,000 of expenditure on top of the $50,000 collected from the targeted rate. The report recommends that the KBA revise the Annual Business Plan for 2019-2020 to stay within the $50,000 collected via the targeted rate.

Recommendation

That the Te Hiku Community Board:

a) Release the $50,000 funds collected via targeted rates to the Kaitaia Business Association for the 2018-2019 financial year.

b) Advise the Kaitaia Business Association to reduce its planned spend identified in the Annual Plan for 2019-2020 financial year to match the $50,000 that will be available via the targeted rate.

1) Background

The Kaitaia Business Improvement District (BID) was established in 2012 with the purpose of improving local business and economic development within the designated BID boundary area. The KBA administers the allocations of funds that are raised via a targeted rate of the businesses that fall within the BID boundary area. The targeted rate raises $50,000 per annum for marketing, advocacy, and overall improvement of the BID area

A Memorandum of Understanding (MOU) between the Te Hiku Community Board (on behalf of the Far North District Council) and the KBA provides the criteria for the releasing of funds to the KBA to spend on BID initiatives, as identified in the Kaitaia Business Improvement District Annual Plan 2018- 2019 (Attachment 2). The MOU can be found in attachment 1.

As part of the MOU, the KBA is required to submit a report and presentation to the Te Hiku Community Board at the end of each financial year, and no later than 1 December, so as to have the $50,000 of funds collected via the targeted rates released. The report and presentation comprise the following documents:

· An annual report from the previous financial year (year ending 30 June 2018). Attachment 2

· An audited annual financial account from the previous financial year (year ending 30 June 2018). Attachment 3

· An Annual Business Plan including a financial budget for the next financial year (2018-2019) showing expected expenditure. Attachment 4

The KBA has also submitted an Annual Business Plan for the financial year 2019/20. This can be found in Attachment 5.

2) Discussion and Options

The KBA has provided the three documents required for the release of the $50,000 of funds available in the 2018-19 financial year as per the MOU.

The KBA has provided a business plan for 2019-2020 Financial Year (Attachment 5), which proposes an additional $5,000 of expenditure beyond the $50,000 that is collected via targeted rates. The Te Hiku Community Board should give the KBA some indication of how the extra funding would be accommodated. The following options are available in regards to this change:

Option 1: Fund the additional $5,000 by changing the targeted rate of the businesses that fall within the Kaitaia Business Investment District. This can only be done through an LTP, the next being in 2021 with the new rate available in 2022.

Option 2: Fund the additional $5,000 from a community grant allocated by the Te Hiku Community Board. For this option Administration requests that the KBA make this application after 1 July 2019.

Option 3: Revise the KBA annual plan for 2019-2020, so it stays within $50,000 of funds collected via the BID targeted rates. This is Administration’s preferred option.

Next steps

Once this report and the accompanying documents have been received and approved by the Te Hiku Community Board a purchase order for $50,000 can be raised. The KBA can then invoice Council for the $50,000 so as to receive the money to fund the objectives detailed in the Annual Business Plan for 2018-2019.

Reason for the recommendation

Administration recommends that $50,000 be released so that the KBA can deliver on their business plan for the 2018-2019 financial year.

Administration also recommends that the KBA revise their proposed Annual Plan for 2019-2020 to stay within the $50,000 of funds collected via the targeted rates (Option3).

3) Financial Implications and Budgetary Provision

There are no financial implications for the 2018-2019 financial year as budget is available through the targeted rate for the BID.

Attachments

1. Memorandum of Understanding between Kaitaia Business Association and Te Hiku Community Board - A2269756 ⇩

2. Kaitaia Business Association Incorporated - 2018 Financial Statement - A2269759 ⇩

3. Kaitaia Business Association Inc - 2017/18 Financial Statements - A2269760 ⇩

4. Kaitaia Business Association Annual Plan - 2018/2019 - A2269757 ⇩

5. Kaitaia Business Association Annual Plan - 2019/2020 - A2269758 ⇩

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	The recommendations in this report do not meet any of thresholds of significance as per the Council’s Significance and Engagement Policy.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Long Term Plan Annual Plan Our mission Creating great places, supporting our people Our values - tikanga Kaitiakitanga: Environmental stewardship and sustainability Mana tangata: Respect and fairness Te Tiriti o Waitangi: Partnership Tumanako - our expectations Oranga taiao, oranga tangata: Nurturing the environment so it nourishes us Mana i te whenua: The role of tangata whenua is valued and respected Te ira tangata: Rich heritage and diversity respected and celebrated Tangata whai ora: Happy, healthy, safe and purposeful people
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 seeks approval from 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.	The recommendation in this report has no implications for Māori as it does relate directly to 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.	Kaitaia Business Association Businesses that fall within the BID area
State the financial implications and where budgetary provisions have been made to support this decision.	Financial and budgetary implications can be found in section 3 of this report.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

8 Corporate Services Group

8.1 Te Hiku Community Board Calendar of Meetings 2019

File Number: A2250399

Author: Melissa Wood, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To propose the scheduled dates for the Te Hiku Community Board and Drainage Committees meetings for the remainder of the current Triennium.

Executive Summary

· Continuation of 6 weekly meeting cycle

· Community Board meetings frequency to follow 2018 pattern

· Change of meeting day to Tuesday to avoid clashes with Council / Committee meetings schedule

· Drainage committee meetings frequency to follow 2018 pattern, additional meetings can be arranged if required.

Recommendation

That the Te Hiku Community Board:

a) adopt the following meeting dates for 2019 until the end of the triennium at venues to be determined by the Board

· 5 March

· 16 April

· 28 May

· 16 July

· 20 August

· 1 October

b) schedule the following meeting dates for the Kaitaia Drainage Committee, Waiharara and Kaikino Drainage Committee, and the Motutangi Drainage Committee for 2019

· 18 March

· 2 Sept

c) delegate the authority to amend the schedule of Community Board meetings, and Drainage Committee meetings from January 2019 until the end of the Triennium, to the Chief Executive Officer.

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.

The Drainage Committees have previously been Committees of Te Hiku Community Board, and act in an advisory role to the Community Board.

2) Discussion and Options

In 2017 and 2018 The Board’s meetings were scheduled on a 6 weekly cycle. The recommendation is to continue with this cycle. Holding a meeting requires a high level of administrative support, and a 6 weekly cycle also supports effective reporting processes.

In 2018 the Board met on a Thursday. The proposed calendar recommends a change of day to a Tuesday in order to avoid clashes with Council / Committee dates and potential changes to their schedule.

Selection of Venues

The selection of venues away from Te Ahu should be considered in respect of likely prevailing weather conditions for the time of the year. It is suggested that venues that are a further distance from Te Ahu are selected during months when inclemency of weather is unlikely to be an issue. Consideration should be given to travel distances, and ensuring venues have the appropriate facilities.

In order to maximise the value of holding Board meetings in local communities, as well as at Te Ahu, 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, via local networks. While the meetings are advertised in newspapers through public notices, and by staff on social media, public attendees to meetings often comment community members were not aware meetings were being held in their vicinity. FNDC Communications Team can assist with this at the request of the Member, if required.

Reason for the recommendation

To schedule the formal meetings of the Te Hiku Community Board, and the Drainage Committees, for the remainder of the Triennium, until October 2019 to ensure all Board and Committee Members are available for relevant meetings, and to ensure timely reporting to Committees and Council for those items referred to them by the Board.

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

1. Draft Formal Meeting Calendar 2019, and proposed THCB 2019 meeting schedule - A2273941 ⇩

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.	N/A
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.	N/A
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.	Financial costs of holding Community Board meetings is budgeted for, based on a 6 weekly cycle.
Chief Financial Officer review.	The CFO has not reviewed this report.

8.5 Application for Funding - Business & Professional Women Kaitaia (Inc)

File Number: A2271762

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 Business and Professional Women Kaitaia’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 of archiving and publishing historical records

· The Board has not funded the applicant previously

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $4,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Business & Professional Women Kaitaia for costs toward the archiving and publishing the book ‘10 years of art 2 wear in Kaitaia’, to support the following Community Outcomes:

i. Proud vibrant communities

1) Background

Business & Professional Women Kaitaia (BPWK) is a member of the NZ Federation of Business & Professional Women. Their vision is to achieve a just and equal status for women in all levels and areas of society where decisions are taken in true partnership with men. BPWK ran an annual Wearable Art competition event over 10 years to 2008. They would now like to archive this era of community history. The archival project is being undertaken with many volunteer hours, with a saleable book once completed.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has not been funded previously by the Board. They have also applied for funding from the Creative Communities scheme.

This application is for 43% of various costs involved with running the event.

Option 1 Authorise the full amount requested

Funding of 43% of the total project cost could be considered.

Option 2 Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. Funding Application - Business & Professional Women Kaitaia - A2281546 ⇩

2. Schedule of Supporting Documentation - Business & Professional Women Kaitaia - A2281622 ⇩

Compliance schedule:

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

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

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

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

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

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

Te Hiku Community Board Meeting Agenda

12 December 2018

8.6 Application for Funding - Kaitaia & Districts Agricultural and Pastoral Association

File Number: A2271785

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 Kaitaia & Districts Agricultural and Pastoral 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 costs for the 2019 Annual A&P show in Kaitaia

· The Board has funded the applicant previously in 2017, and 2018, and in the previous triennium.

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $5369 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Kaitaia & Districts Agricultural and Pastoral Association for the 2019 Kaitaia A&P show, to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

Kaitaia and Districts Agricultural & Pastoral Association have held the Kaitaia Show each year since 1886. This makes it the oldest community organisation in the district. It was started as a way of supporting and encouraging rural activities, especially farming and that is a theme which continues today. It is an affordable community family day with entertainment and activities. It also supports local businesses by providing a place for commercial displays and a showcase for various crafting and community groups. More information is available on their website. http://kaitaiashow.nz/index.html

2) Discussion and Options

Preliminary assessment of the application:

The applicant has been funded previously by the Board in 2017, and 2018, as well as the previous triennium. Project reports have been received.

This application is for a range of costs involved in the event. The costs listed are predominantly based on costs of previous events, the quotes and invoices provided are by way of estimated costs for the 2019 event.

The Board might want to consider that the applicant has not included any volunteer value dollar equivalent in their total expenses, which may not be a fully representative reflection of the community volunteer input.

The applicant has not applied for funding from other sources for this event.

This application is for 86% of various costs involved with running the event.

Option 1 Authorise the full amount eligible as allowed by the Community Grant Policy

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

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 - Kaitaia & Districts Agricultural and Pastoral Association - A2281700 ⇩

2. Schedule of Supporting Documentation - Kaitaia & Districts Agricultural and Pastoral Association - A2281682 ⇩

Compliance schedule:

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

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

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

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

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

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

Te Hiku Community Board Meeting Agenda

12 December 2018

8.7 Application for Funding - Life Education Trust Far North

File Number: A2231045

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 Life Education Trust Far North’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 their costs associated with their 2019 annual visits to Northland Primary Schools

· The Board has not funded the applicant previously in this triennium

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $10,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Life Education Trust Far North towards the costs of their 2019 annual visits to Northland Schools.

i. Proud vibrant communities

1) Background

Life Education Trust Far North is a mobile health based education programme for primary and intermediate aged children. Their vision and aim is to enable children to reach their full potential by embracing positive choices for a healthy mind and body.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has not been funded previously by the Te Hiku Community Board. They have also applied for funding from other sources.

This application is for 9.8% of the costs associated with various operating expenses.

Option 1 Authorise the full amount requested

Funding of 9.8% of the (total listed $98,000) project cost could be considered.

Option 2 Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

3) Financial Implications and Budgetary Provision

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

Attachments

1. Funding Application - Life Education Trust Far North - A2279890 ⇩

2. Schedule of Supporting Documentation - Life Education Trust Far North - A2279894 ⇩

Compliance schedule:

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

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

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

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

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

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

Te Hiku Community Board Meeting Agenda

12 December 2018

8.8 Application for Funding - Man Up and Legacy Kaitaia

File Number: A2271752

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 Man Up and Legacy Kaitaia’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 their costs for materials for their Legacy programme (s) in Kaitaia

· The Board has not funded the applicant previously.

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $10,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Man Up Legacy Muriwhenua for costs toward the Legacy Kaitaia Programme 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 the Man Up & Legacy programmes are to provide a platform for men and women to heal from their dysfunctions. They seek to combat violence, abuse, neglect, drug and alcohol addiction and other dysfunctions. Sisterhood Empowerment is a 15 week programme particularly designed to support women. Marketing and advertisement are crucial to reaching out into the community and raising awareness about the availability of support.

2) Discussion and Options

Preliminary assessment of the application:

This application is for 25% of costs for consumable materials and promotions.

Option 1 Authorise the full amount requested

Funding of 25% of the total project cost could be considered.

Option 2 Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

3) Financial Implications and Budgetary Provision

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

Attachments

1. Funding Application - Man Up & Legacy Kaitaia - A2279059 ⇩

2. Schedule of Supporting Documentation - Man Up & Legacy Kaitaia - A2279073 ⇩

Compliance schedule:

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

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

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

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

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

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

Te Hiku Community Board Meeting Agenda

12 December 2018

8.9 Application for Funding - Whakawhiti Ora Pai Community Health

File Number: A2271774

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 Whakwhiti Ora Pai’s funding 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 2019 Whanau Camp

· The Board has funded the applicant previously in 2018

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $1,908 (plus GST if applicable) to be paid from the Board’s Community Fund account to Whakawhiti Ora Pai for costs toward the 2019 Whanau Camp, to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

Whakawhiti Ora Pai is a community health and social service provider in the Far North. The whanau camp is a week-long whanau orientated camp that is offered free of charge to whanau in the community. The camp will provide a range of health promotions messages, and offer tamariki the opportunity to develop leadership skills, social skills, self management, and team work skills, along with kaitiakitanga, manaakitanga & whanaungatanga.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has been funded previously by the Board in 2018. There is no project report yet, as the project is not complete. This application is from a different service department to the Pukenui Clinic who received the grant from the Board at their 8 November meeting.

The applicant has requested to speak to the Board about this application at their meeting.

This application is for 50% of various costs involved with running the event.

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

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 - Whakawhiti Ora Pai Community Health Service - A2279655 ⇩

2. Schedule of Supporting Documentation - Whakawhiti Ora Pai - A2279649 ⇩

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.

Community Fund Account balance as at 01 July 2018	$146,701.00
· Plus Grant refunded from He Whanaumarama Trust	$3,000.00
· Less funds granted and uplifted to 31 October 2018	$20,006.00
· Less funds not uplifted from 26 September 2018 for Doubtless Bay Promotions	$3,000.00
Community Fund Account balance as at 31 October 2018	$126,695.00

1	Volunteer Hours information
2	Art 2 Wear Programmes 2000 to 2008
3	Quote - Printing.Com Kaitaia
5	Quote - Keridigital
6	Monthly Financial Report 31 Oct 2018
7	BPW Sub-Accounts
8	Bank Transaction History Report 13 Nov 2018

1	Information about quotes from applicant
2	Quote - Trent Garton FMX
3	Programme outline
4	Health & Safety Plan
5	Anz Bank Statements x 3 October 2018
6	Performance Report 30 April 2018
7	Minutes of meeting 20 Aug 2018
8	Invoices from previous events x 13

1	Information about expenses
2	2018 Budget
3	Materials pricing - Life Education
4	2019 School Booking Schedule
5	2018 School Booking Schedule
6	Health & Safety Plan
7	Financial Statements 31 Dec 2017
8	Performance Report 31 Dec 2017
9	Minutes of meeting 13 Aug 2018

1	Tu Tangata Clothing
2	Bank Account Statement
3	Programme Flyer - Legacy Kaitaia
4	Programme Flyer - Man Up Kaitaia
5	Photos
6	Book information

1	Whanau Camp flyer
2	Food & Travel costs schedule
3	Quote - BrandStand
4	Quote - Ngati Kur Tourism Ltd
5	Quote - The Warehouse
6	Daily programme
7	Health & Safety Plan
8	Financial Performance Report 30 June 2018
9	Bank Account Statement November 2018