AGENDA

 

 

Kaikohe-Hokianga Community Board Meeting

 

Wednesday, 13 February 2019

 

Time:

10.30am

Location:

Council Chamber

Memorial Avenue

Kaikohe

 

 

Membership:

Mike Edmonds - Chairperson

Cr John Vujcich

Member Emma Davis

Member Shaun Reilly

Member Louis Toorenburg

Member Kelly van Gaalen

Member Alan Hessell

 

 


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

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

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

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

(c)      Maintain an overview of services provided by the territorial authority within the community;

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

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

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

Council Delegations to Community Boards - January 2013

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

·         Amenity lighting

·         Cemeteries

·         Drainage (does not include reticulated storm water systems)

·         Footpaths/cycle ways and walkways.

·         Public toilets

·         Reserves

·         Halls

·         Swimming pools

·         Town litter

·         Town beautification and maintenance

·         Street furniture including public information signage.

·         Street/public Art.

·         Trees on Council land

·         Off road public car parks.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12.  Recommend new bylaws or amendments to existing bylaws.

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

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

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

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

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

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

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

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

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

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

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

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

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

Terms of Reference

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

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

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

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

4.    Have special regard for the views of Maori.

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

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

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

a)     Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1.    Provide appropriate management support for the Boards.

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

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

a.   the disposal and purchase of land

b.   proposals to acquire or dispose of reserves

c.   representation reviews

d.   development of new maritime facilities

e.   community development plans and structure plans

f.    removal and protection of trees

g.   local economic development initiatives

h.   changes to the Resource Management Plan

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

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

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

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

8.    Help Boards to implement local community projects.

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

10.  Provide information.


 

KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

Mike Edmonds

Chair

Kaikohe Mechanical and Historic Trust

Council Funding

 Decide at the time

Committee member

Kaikohe Rugby Football and Sports Club

Council Funding

Withdraw and abstain

Shaun Reilly

No form received

 

 

 

Kelly van Gaalen

No form received

 

 

 

Louis Toorenburg

No form received

 

 

 

Emma Davies

Secretary

Pompallier Hokianga Trust

Council Funding

Decide at the time to withdraw and/or abstain

Trustee

Raiatea Resource Centre

Council Funding

Decide at the time to withdraw and/or abstain

Committee Member

Rawene Hall

Council Funding

Decide at the time to withdraw and/or abstain

Committee Member

Kohukohu Hall

Council Funding

Decide at the time to withdraw and/or abstain

Member of teaching staff

Broadwood Area School

Council Funding

Decide at the time to withdraw and/or abstain

John Vujcich

Board Member

Ngati Hine Health Trust

Matters pertaining to property or decisions that may impact of their health services

Declare interest and abstain

Board Member

Pioneer Village

Matters relating to funding and assets

Declare interest and abstain

Director

Waitukupata Forest Ltd

Potential for council activity to directly affect its assets

Declare interest and abstain

Director

Rural Service Solutions Ltd

Matters where council regulatory function impact of company services

Declare interest and abstain

Director

Kaikohe (Rau Marama) Community Trust

Potential funder

Declare interest and abstain

Partner

MJ & EMJ Vujcich

Matters where council regulatory function impacts on partnership owned assets

Declare interest and abstain

Member

Kaikohe Rotary Club

Potential funder, or impact on Rotary projects

Declare interest and abstain

Member

New Zealand Institute of Directors

Potential provider of training to Council

Declare a Conflict of Interest

Member

Institute of IT Professionals

Unlikely, but possible provider of services to Council

Declare a Conflict of Interest

Member

Kaikohe Business Association

Possible funding provider

Declare a Conflict of Interest

 

 

 


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

Far North District Council

Kaikohe-Hokianga Community Board Meeting

will be held in the Council Chamber, Memorial Avenue, Kaikohe on:

Wednesday 13 February 2019 at 10.30am

Order Of Business

1          Apologies and Conflicts of Interest 9

2          Public Forum.. 9

3          Deputations. 9

4          Speakers. 9

5          Confirmation of Previous Minutes. 10

5.1            Confirmation of Previous Minutes. 10

6          Infrastructure and Asset Management Group. 20

6.1            Kaikohe-Hokianga New Footpaths Programme 2018/2019. 20

7          Corporate Services Group. 24

7.1            Chairperson and Members Report 24

7.2            Kaikohe-Hokianga Statement of Community Fund Account as at 31 December 2018. 32

7.3            Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 31 December 2018. 35

7.4            Lease Council building 11 Parnell Street, Rawene. 37

7.5            Funding Project Report 49

7.6            Funding Application - Rawene Golf Club Inc. 121

7.7            Funding Application - Smiley Campaign. 131

8          Information Reports. 141

8.1            Community and Customer Services Activity Report 1 July - 31 December 2018. 141

9          Meeting Close. 152

 

 


1            Apologies and conflicts of Interest

Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.

If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Governance Support (preferably before the meeting).

It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.

2            Public Forum

3            Deputations

No requests for deputations were received at the time of the Agenda going to print.

4            Speakers


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

File Number:           A2325794

Author:                    Maryn Ashby, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

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

Recommendation

That the Kaikohe-Hokianga Community Board confirm the minutes of the Extraordinary meeting held 12 September and the meeting held 5 December 2018 be confirmed as a true and correct record.

 

1) Background

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

2) Discussion and Options

The minutes of the meeting are attached.

The Kaikohe-Hokianga Community Board Standing Orders Section 3.17.3 states that “no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.       2018-09-12 Kaikohe-Hokianga Community Board Minute - A2192513

2.       2018-12-05 Kaikohe-Hokianga Community Board Minutes - A2278984  

 

 


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

   MINUTES OF Extraordinary Kaikohe-Hokianga Community Board Meeting
HELD AT THE
Council Chamber, Memorial Avenue, Kaikohe
ON
Wednesday, 12 September 2018 AT 9.00 am

 

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

IN ATTENDANCE:     

STAFF PRESENT: Andrew McPhee - Manager District Planning (Acting), Kate Barnes - Team Leader Governance, Rachael Pull - Specialist Planner Urban Design, Maryn Ashby - Meetings Administrator

 

Member Davis arrived 9.08 am

1            Suspension of standing orders      

Suspension of Standing Orders

Resolution  2018/10

Moved:       Member Shaun Reilly

Seconded:  Member Louis Toorenburg

A motion was moved that the Kaikohe-Hokianga Community Board suspend standing orders to allow free discussion about the Lindvart Park Management Plan.

LOST

 

 

2            Strategic Planning and Policy Group

2.1         Lindvart Park Reserve Management Plan - Deliberations Issues and Recommendations

Committee Resolution  2018/11

Moved:       Cr John Vujcich

Seconded:  Member Emma Davis

That the Kaikohe-Hokianga Community Board recommends that Council, pursuant to its powers under section 41 of the Reserves Act 1977, adopts the Draft Lindvart Park Reserve Management Plan 2018 subject to the following provisions.

1.   The amendments recommended in the report referenced Deliberations Issues and Recommendations and

2.   That the plan chooses neither concept plan option a or option b

Carried

 

3            Meeting Close

The Meeting closed at 9.24 AM.

 

The minutes of this meeting were confirmed at the Kaikohe-Hokianga Community Board Meeting held on 3 October 2018.

 

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

CHAIRPERSON


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

   MINUTES OF Far North District Council
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 5 December 2018 AT 10:34 am

 

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

IN ATTENDANCE:     

STAFF PRESENT: Aya Morris, Community Development Advisor, Maryn Ashby, Meetings Administrator

1            Public Forum

Bruce Thorpe, spoke of his concerns of the amount of in-organic rubbish dumped in Kohukohu. The area is predominantly elderly/single households who don’t have the means to get rid of it.

Wally Hicks, Kaiwaha Gateway Signs Progress - tabled three designs for Kohukohu signs.  The three artists came together to create the design they would like to build.

Delvene Morrissey, Kohukohu Community Plan revision - the working group have been meeting to identify the objectives of the community. 

Celia Henry, the Kohukohu Hall Committee has lost 4 months of markets because work on the Hall has not begun and remains closed. The Hall Committee would like to express their frustration with the amount of time it is taking for work to begin.

June Hicks, Broadwood Community Plan, Draft Community Plan tabled.

Spoke on behalf of the Broadwood community of their disappointment of the lack of communication from Council of when buildings were going to be demolished on Takahue Saddle Road. The community are still waiting for a toilet sign to be erected outside the new public toilets.

In place of the Community Notice Board the community would like to cover it with a Welcome to Broadwood sign.

Lynne Stewart, spoke in support of the installation of a Footpath in Kohukohu (outside the clinic to the rugby fields also cycle trails/tracks to the Ferry.) - In reference to Chairman’s report.

At 11:32 a.m., Member Emma Davis left the meeting. At 11:37 a.m., Member Emma Davis returned to the meeting.

Angela Lush, spoke in support of a footpath being built in Kohukohu - currently no safe place to walk in the Community. Disappointed with the lack of communication about the Alcohol submissions.

Lynda Kaye, has found it difficult to access a hard copy of the LTP Plan - requested a copy be sent to the Kohukohu Library.

The meeting was adjourned 11.40 am. The meeting resumed at 11.49 a.m.

2            Apologies and conflicts of Interest

Nil

3            Deputations

Nil

4            Speakers

Member Kelly van Gaalen, representative from Pioneer Village Kaikohe, spoke to Agenda item 7.4 refers.

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

Resolution  2018/59

Moved:       Cr John Vujcich

Seconded:  Member Kelly van Gaalen

That the Kaikohe-Hokianga Community Board confirm the minutes of the meeting held 7 November 2018 be confirmed as a true and correct record.

Carried

 

6            Strategic Planning and Policy Group

6.1         Disability Action Group Annual Report 2017-2018

Resolution  2018/1

Moved:       Member Kelly van Gaalen

Seconded:  Chairperson Mike Edmonds

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

Carried

 

7            Corporate Services Group

7.1         Chairperson and Members Report

Recommendation  

Moved:       Cr John Vujcich

Seconded:  Member Shaun Reilly

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

Amendment

Moved:       Chairperson Mike Edmonds

Seconded:  Cr John Vujcich

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

AND

That the board adopt the following strategic statements to be communicated to the FNDC:

 

Footpaths

Footpaths are an important means of getting about safely. The board expects that the council funds an ongoing program of footpath construction and replacement commensurate with the population of the Kaikohe-Hokianga ward, and that rating for footpaths is absolutely fair. Furthermore, it is essential that this program is undertaken on time.

The board’s footpath priority has been communicated to council. However, the following footpaths are extremely important to the board for immediate fulfilment on safety grounds.

Station Road from the cycle trail exit to  Recreation Road

Recreation Road from Station Rd to Mangakahia Rd (south side)

Kohukohu (Health Club to sports club). The first part of this is important to the board.

(The first three should be designed as shared cycle/foot paths)

Signal Station (dangerous parts)

The board is also aware of the requirement for a safe walking strategy in Rawene from the bottom of town, along the water front past the Boatshed restaurant, to the toilets. This is in the Rawene Community Plan. The board asks that some initial work be undertaken in forming such a strategy.

Our community has identified that the pedestrian crossing between the footpaths on opposites sides of the roads outside the Opononi Area School is also important. The board supports this.

 

Dust Nuisance

The board asks that the sealing of roads near marae is made a priority use of the road sealing budget.

 

Economic Development

The board will look at ways of supporting the following contributions to the economic development of Kaikohe and Hokianga:

The cycle trail

Motor caravan tourism

Pioneer Village Kaikohe

Lindvart Park

Ngawha Springs hot pools

Kaikohe Innovation Park

Kohewhata Marae

Kaikohe saleyards

Motuti museum and Pompellier remains

Arai te uru lookout

In particular, the Pioneer Village Kaikohe is an important part of the Kaikohe experience. This should be developed in conjunction with the cycleway and motor caravan business. The board supports the museum and asks that the annual grant be increased to achieve the same as its initial purchasing power (the board estimates $50,000) and be indexed to inflation from 2019/20.

 

Fair and affordable rates

The board understands the concerns of the community that their rates continue to increase while very little improvements are seen to be made. For example, no new footpaths have been laid in the west for some time.

The board asks that the council actually achieve its construction objectives so that residents can make the connection  between their rates and work done, including affordability of rates in high deprivation areas

The board supports a full rating review at the earliest opportunity.

Furthermore, the board asks that a long term objective of the FNDC be that it finds ways to reduce rates in real terms without lowering the level of service.

 

District Facilities

The Far North District Council is a landlord to elderly people in pensioner housing. While the council chooses to be in this business, or chooses not to exit, the board agrees with the community  expectation that  the units are to be maintained in a warm, dry, safe and secure condition and asks that as much future funding be brought forward to bring all pensioner housing up to this level in the 2019/20 year”

 

7.2         Kaikohe-Hokianga Statement of Community Fund Account as at 31 October 2018

Resolution  2018/61

Moved:       Cr John Vujcich

Seconded:  Member Alan Hessell

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Fund Account as at 31 October 2018.

Carried

 

7.3         Funding Project Report

Resolution  2018/62

Moved:       Cr John Vujcich

Seconded:  Member Kelly van Gaalen

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

Carried

Chairperson Mike Edmonds declared a conflict of interest in relation to item 7.3, and removed himself from the discussion.

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

7.4         Funding Application - Pioneer Village Kaikohe

Resolution  2018/63

Moved:       Member Alan Hessell

Seconded:  Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $2,500 (plus GST if applicable) to be paid from the Board’s Community Fund account to Pioneer Village Kaikohe to assist with the cost involved in a family friendly Christmas Event to support the following Community Outcomes:

     i. Proud vibrant communities

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

Carried

Chairperson Mike Edmonds declared a conflict of interest in relation to item 7.4, and abstained from voting.

Member Kelly van Gaalen declared a conflict of interest in relation to item 7.4, and abstained from voting.

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

7.5         Funding Application - Kaikohe & Community Youth Centre Trust

Resolution  2018/64

Moved:       Cr John Vujcich

Seconded:  Member Emma Davis

That the Kaikohe-Hokianga Community Board resolves to consider the funding application from Kaikohe Community & Youth Centre Trust without representation from the trust because representation has been made previously on a number of occasions and is satisfied that the Board understands the project.

AND

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

     i. Proud vibrant communities

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

Note: a written update of the project was tabled.

Carried

 

7.6         Funding Application - Smiley Campaign

Resolution  2018/65

Moved:       Member Emma Davis

Seconded:  Member Shaun Reilly

That the Kaikohe-Hokianga Community Board declines to consider the application from Rawiri Love until the applicant can speak to the application.

Carried

 

7.7         Kaikohe-Hokianga Community Board Calendar of Meetings for 2019

Resolution  2018/66

Moved:       Chairperson Mike Edmonds

Seconded:  Member Emma Davis

That the Kaikohe-Hokianga Community Board:

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

i)       13 February 2019

ii)      6 March 2019

iii)     3 April 2019

iv)     1 May 2019

v)      5 June 2019

vi)     3 July 2019

vii)    7 August 2019

viii)   4 September 2019

ix)     2 October 2019

b)   Delegate the authority to amend the schedule of Community Board meetings for 2019 to the Chair, Mike Edmonds.

Carried

 

Additional Information

Resolution  2018/67

Moved: Chairperson Mike Edmonds

Seconded:  Member Kelly van Gaalen

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

1.June Hick - Draft Broadwood Community Plan

2.Wally Hick - Kohukohu sign designs

 

Carried

 

8            Meeting Close

The Meeting closed at 1.14 pm.

 

 

 

 

 

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

 

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

CHAIRPERSON

 


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

6            Infrastructure and Asset Management Group

6.1         Kaikohe-Hokianga New Footpaths Programme 2018/2019

File Number:           A2333978

Author:                    Jaco Cronje, Project Manager - Footpaths & Cycleways

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

 

Purpose of the Report

 

To seek approval for the 2018/2019 year footpath programme for the Kaikohe-Hokianga Ward.

Executive Summary

·        There is $150,000 allocated in the Long Term Plan for new footpaths in the Kaikohe- Hokianga ward.

·        NZTA have elected to fund new footpath projects from the 2018/2019 financial year at the current Funding Assistance Rate of 66% (i.e. FNDC have to contribute a 34% local share).

·        NZTA will fund the highest ranked footpaths in order of priority, though other footpaths may be put forward on a business case basis.

·        FNDC have therefore prepared a 2018/2019 footpath programme that maximise NZTA funding subsidy. This programme aligns with that previously agreed by the Community Board.

Recommendation

That the Kaikohe-Hokianga Community Board agrees the revised 2018/2019 footpath programme as follows:

-     Marino Place, northbound to library, Kaikohe

-     Council Car Park, Memorial Avenue, Kaikohe

-     Recreation Road, Kaikohe

-     Horeke Road to Saint Catherines Church, Okaihau

-     Thorpe Road to Recreation Road, Kaikohe

 

1.       Background

NZTA Footpath Funding

Prior to this financial year, new footpath construction did not attract funding subsidy from NZTA. However, this has now changed and NZTA have advised that they will now fund the construction of new footpaths under the Low Cost – Low Risk programme. This allows for a streamlined funding approval for projects valued at less than $1M, which would include the footpaths routinely constructed by FNDC. It also means that new footpaths funding through this mechanism would attract NZTA funding subsidy at 66% of total project cost.

NZTA’s requirement is that the application for subsidy for new footpaths is not excessive compared to the remainder of the roading programme, and that prioritisation is aligned to the Government Policy Statement on Land Transport.  This has four strategic priorities:

•        Safety – a safe system, free of death and serious injury;

•        Access – a system that provides increased access to economic and social opportunities, enables transport choice and access, and is resilient;

•        Environment – a system that reduces greenhouse gas emissions, as well as adverse effects on the local environment and public health;

•        Value for money – a system that delivers the right infrastructure and services to the right level at the best cost.

Potential new footpaths in the Kaikohe – Hokianga ward have been identified through a blend of resident, FNDC Staff and community board requests. The schedule of new footpaths produced has been prioritised against the above criteria.

This methodology has been accepted by NZTA who have also agreed that they will provide funding subsidy for the highest ranking projects on a Ward rather than a District basis.

The highest ranking projects in each Ward will therefore attract subsidy from NZTA.

Community Board Project List

The Community Board have previously notified staff of their highest priority new footpath projects:

- Recreation Road, Kaikohe- Thorpe Road to Recreation Road, Kaikohe

- Horeke Road to Saint Catherines Church, Okaihau

All these projects are included within the 2018/2019 footpaths programme assessed using the NZTA prioritisation methodology described above. 

Relationship to the Walking and Cycling Strategy

The Walking and Cycling Strategy is currently under development and is not available to inform this paper. However, the approach detailed in this report will be superseded by the outcomes of the Walking and Cycling Strategy.

2.       Discussion and Options

The proposed 2018/2019 footpath programme aligns with the previously stated wishes of the  Community Board. No alternative options have been outlined.

Recommendations

It is recommended that the Community Board approve the 2018/2019 footpath programme as follows:

-     Marino Place, northbound to library, Kaikohe

-     Council Car Park, Memorial Avenue, Kaikohe

-     Recreation Road, Kaikohe

-     Horeke Road to Saint Catherines Church, Okaihau

-     Thorpe Road to Recreation Road, Kaikohe

 

Reason for the recommendation

The adoption of this recommendation will maximise the size of the 2018/2019 new footpath programme as each individual footpath project will attract 66% funding subsidy from NZTA.

3.       Financial Implications and Budgetary Provision

There is $150,000 per Ward available for footpath construction included in the Long Term Plan  this financial year.

NZTA have provisionally approved a $450,000 funded new footpath programme across the District.

 

Attachments

1.       Kaikohe-Hokianga Community Board- New Footpaths Programme - A2333949  


 

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

This report has a low degree of significance as the outcome will comply with current policy regardless of whether or not subsidy is obtained.

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

The following Policy is relevant:

- Footpaths Policy #5004

The recommendations align with this 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.

As a project involving FNDC headquarters, this project has district wide significance.

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 is no impact on Māori aside from the benefits of adopting the recommendation to maximise benefits.

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.

Customers: Interest in how money is spent, and how much subsidy is gained.  Interest in local work to them;

FNDC Staff: Direction on what to build this year.

State the financial implications and where budgetary provisions have been made to support this decision.

This has been covered under:  3. Financial implications and budgetary provision.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

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Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

7            Corporate Services Group

7.1         Chairperson and Members Report

File Number:           A2338143

Author:                    Maryn Ashby, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

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

Recommendation

That the Kaikohe-Hokianga Community Board notes the reports from the Chairperson, Member Reilly and Member Toorenburg.

 

1) Background

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

2) Discussion and Options

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

The reports from the Chairperson and Members provide information to community on these requirements.  They also provide Request for Service (RFS) information on issues of interest or concern to the Community Board, providing a reference for further enquiry on the progress of the matters raised.

The reports from the Chairperson and Members are attached.

Reason for the recommendation

The reason for the recommendation is to provide information to the Community on the work that has been undertaken by the Chairperson and Members on its behalf. 

3) Financial Implications and Budgetary Provision

There are no financial implications or the need for budgetary provision as a result of this report.

Attachments

1.       KHCB 2019-02-13 Chairperson's Report - A2344194

2.       KHCB 2019-02-13 Member Reilly's Report - A2330224

3.       KHCB 2019-02-13 Member Toorenburg's Report - A2337228  


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

Not applicable

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Not applicable

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

This is a Community Board report.

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

Not applicable

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.

Yes

State the financial implications and where budgetary provisions have been made to support this decision.

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report

 

 


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

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Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

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Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

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7.2         Kaikohe-Hokianga Statement of Community Fund Account as at 31 December 2018

File Number:           A2329786

Author:                    Jolene Graham, Accounting Support Officer

Authoriser:             Janice Smith, Chief Financial Officer

 

Purpose of the Report

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

Recommendation

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Fund Account as at 31 December 2018.

 

 

Background

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

 

Community Fund Account balance as at 01 July 2018

$115,902.00

·    Plus refund of unused portion of grant from Rawene Area Ratepayers Association

$1,500.00

·    Less funds granted and uplifted to 31 December 2018

$17,790.75

·    Less funds not yet uplifted approved at meeting 05 April 2017 for Kaikohe Business Association for 18/19 funds

$1,000.00

·    Less funds not yet uplifted at meeting 07 April 2018 for Hokianga Memorial RSA Hall

$2,000.00

·    Less funds not yet uplifted at meeting 05 December 2018 for Pioneer Village Kaikohe and Kaikohe Basketball Court

$8,250.00

Community Fund Account balance as at 31 December 2018

$88,361.25

Discussion and Next Steps

Board members will consider the applications on the agenda and make a decision on what level of funding to allocate.  The uncommitted balance in the Community Fund account as at 31 December 2018 is $88,361.25.

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

Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of funds from the Kaikohe-Hokianga Community Fund account to the Kaikohe-Hokianga Community Board.  The statement of the Community Fund account as at 31 December 2018 is attached.

 

Attachments

1.       2019-02-13 KHCB Statement of Community Fund Account as at 31 December 2018 - Document Number - A2329759  

 


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

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Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

7.3         Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 31 December 2018

File Number:           A2328368

Author:                    Jolene Graham, Accounting Support Officer

Authoriser:             Janice Smith, Chief Financial Officer

 

Purpose of the Report

The purpose of the report is to provide the Kaikohe-Hokianga Community Board with financial statements for the period ended 31 December 2018.

Executive Summary

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

Understanding the report

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

The financial year runs from 01 July 2018 to 30 June 2019.

The “Year to date” columns reflect income and expenses for the period 01 July 2018 to 31 December 2018.

The variances column highlights the difference between the budget set in the 2018/19 Long Term Plan (year 1) and actual income and expenses as at 31 December 2018.

The full year columns show the budgeted income and expenses for the full 12 months from 01 July 2018 to 30 June 2019.

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

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

 

Recommendation

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 31 December 2018.

 

Background

This is the second financial report for 2018-2019 detailing the financial performance of community activities to be provided to the Kaikohe-Hokianga Community Board.

Discussion and Next Steps

There are no significant variances which require comment.

Financial Implications and Budgetary Provision

There are no specific financial implications for this report.

Attachments

1.       2019-02-13 KHCB Statement of Financial Performance Activities by Ward for the period ending 31 December 2018 - Document Number - A2327959  

 


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

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Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

7.4         Lease Council building 11 Parnell Street, Rawene

File Number:           A2322983

Author:                    Rob Koops, Property Services

Authoriser:             Glenn Rainham, General Manager - Corporate Services (Acting)

 

Purpose of the Report

To obtain a recommendation on the most appropriate use of the premises located at 11 Parnell Street in Rawene.

Executive Summary

·        The property at 11 Parnell Street, Rawene is classified a Local Purpose (Public Building) Reserve.

·        A nine year lease to Rawene and Districts Community Development Inc has expired.

·        The Community Board is asked to recommend on the future use of the premises.

 

Recommendation

a)      That Council invite expressions of interest from local groups and organizations with a full proposal for the use of the premises located at 11 Parnell Street, Rawene in accordance section 61(2A) of the Reserves Act 1977; and

b)      That, based on the expressions of interest received the Kaikohe-Hokianga Community Board will make a recommendation to Council in regards to the preferred future use, contribution to fit-out and new tenant for the premises.

 

1) Background

Rawene and Districts Community Development Inc (RAD) lease 180 square metres (more or less) of the building known as the Rawene Service Centre, 11 Parnell Street, Rawene.

The property is classified a Local Purpose (Public Building) Reserve. In accordance with section 61(2A) of the Reserves Act 1977, Council as the administering body, may lease all or any part of the reserve to any person, body, voluntary organisation, or society (whether incorporated or not) for any of the following purposes: community building, playcentre, kindergarten, plunket room, or other like purposes.  

The lease to RAD commenced on 1 January 2010 with an initial term of three years and two rights of renewal by the tenant of three years each. The first right to renew was exercised by RAD in 2013. The second request from RAD to renew the lease came with three conditions:

1) Council should waive payment for rent, rates, insurance and fire safety inspections;

2) Council should bring the building up to a suitable standard;

3) Council should refit the building including alterations to the interior layout to make it more suitable for community purposes (refer Attachment 1).

A report on the matter was tabled at the Kaikohe Hokianga Community Board meeting of 28 June 2015 (refer Attachment 2). The matter was left to lie on the table and the lease was not formally renewed. To date improvements to the exterior of the building (item 2 above) have been made but the matter of (1) rent and (3) internal fit-out remain unresolved. Part of the 2015 staff recommendation to the Community Board was that the full cost of the internal fit-out [as requested by RAD] should be determined and the decision whether Council should pay all or part of it, should be made as part of the renewal funding budget 2019/20.

Despite the lease not being formally renewed, RAD has remained in occupancy and has continued to pay the rent and a proportion of outgoings agreed to on the renewal in 2013. Assuming the lease had been renewed in 2015, the final 3 year term would have expired on 31 December 2018. Council now has the option to review the most appropriate use for the premises and invite expressions of interest from suitable organisations that may wish to take on the lease. Alternatively the Community Board can recommend the premises should be offered for lease to RAD. The Community Board is then also asked to recommend on the rent expectation and the level of fit-out contribution Council should make towards a refit of the building in accordance with plans supplied by RAD.

2) Discussion and Options

A right of renewal means that a tenant can exercise the right to continue to lease the premises for a further term (or terms) on the same conditions the lease was entered into. A landlord cannot terminate the lease during the term (or terms) or change the conditions of the lease other than by mutual agreement. On final termination of the lease (once all rights of renewal have been exercised or a tenant declines the right to renew), a landlord is free to offer a lease to anyone it deems appropriate.

In order to be transparent and even-handed Council charges market rent on its buildings (other than sportsgrounds, halls, etc.) regardless of the type of organisation leasing it. Under the Local Community Grant Scheme, Community Boards have the ability to provide grants towards rent to certain groups or charitable organisations as they deem appropriate and regardless who these organisations lease from.

The Community Board is asked to recommend on the most appropriate use of the premises and the most appropriate way to spend ratepayer money regardless of the current use or tenancy of the building. If (partial) renovation or a contribution to the fit-out of the building for a particular tenant is deemed to be given consideration then this option should arguably also be offered to other groups and organisations and expressions of interest may need to be sought.

Option 1 (recommended):

That Council invite expressions of interest from local groups and organisations (including RAD) to provide a detailed proposal for the use of the premises in accordance with section 61(2A) of the Reserves Act 1977. Then, based on the expressions of interest received, the Community Board will make a recommendation to Council in regards preferred future use, contribution to fit-out and new tenant for the premises.

Option 2:

That Council offers a new lease to RAD on standard commercial terms and conditions and at market rent, still allowing RAD to sub-let part of the premises to other groups and organisations AND that Council approves that [$_ _, _ _ _ ] of available renewal funding is put towards the internal fit-out proposed by RAD.

Option 3:

That Council offers a new lease to RAD at nominal (peppercorn) rent, still allowing RAD to sub-let part of the premises to other groups and organisations AND recommend that Council approves that [$_ _, _ _ _ ] of available renewal funding is put towards the internal fit-out proposed by RAD.

Reason for the recommendation

A decision on future use and tenancy of the building, the cost to Council for fit-out and an expectation on rental income of the premises based on expressions of interest received ensures a transparent process is followed whereby all community groups and organisations are given the opportunity to put their case forward.

3) Financial Implications and Budgetary Provision

Advertising in local newspapers for expressions of interest will cost approximately $1,500.00+GST.

The Market rental for the premises has been assessed at $6,405.00+GST per annum.

There is currently $84,344 in year 19/20 for internal fit-out for the service centre building. This would need to be prorated across the FNDC Service Centre and the area occupied by RAD. Based on floor area the funding split would be approximately:

FNDC Service Centre = $21,924

RAD tenancy = $62,420

It needs to be noted that the fit-out is for renewal of like for like, not additions (ie old kitchen out, new kitchen in, etc.). It would allow the layout to be changed as long as the square meterage of walls remains the same. Internal fit out does not cover services.

 

Attachments

1.       KHCB Report + Resolution 230516 - A2328837  


 

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.

S61(2A) of the Reserves Act 1977

LTP 2018-28: Communities that are healthy, safe, connected and sustainable.

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

The view 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.

Nothing specific to Maori that is not also relevant to the wider Rawene community.

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 premises potentially affects all members of the Rawene community.

State the financial implications and where budgetary provisions have been made to support this decision.

Advertising for expressions of interest cost $1500+GST.

Market rental assessed at $6,405 +GST per annum.

Renewal funding available $ 62,420

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

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7.5         Funding Project Report

File Number:           A2326561

Author:                    Maryn Ashby, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

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

Executive Summary

Recipients of grants from the Community Fund must complete and submit a project report within two months of completion of their project. A project report has been received from Te Kura o Waima, Hokianga Memorial RSA, Hokianga Bowling Club, Pioneer Village, Rawene Area Residents Association and Kaikohe Community Art Council.

 

Recommendation

That the Kaikohe-Hokianga Community Board note the project reports from Te Kura o Waima, Hokianga Memorial RSA, Hokianga Bowling Club, Pioneer Village, Rawene Area Residents Association and Kaikohe Community Art Council.

 

1) Background

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

2) Discussion and Options

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements

Attachments

1.       Project Report - Te Kura o Waima - A2317536

2.       Project Report - Hokianga Memorial RSA - A2317793

3.       Project Report - Hokianga Bowling Club - A2317715

4.       Project Report - Pioneer Village - A2325527

5.       Project Report - Rawene Area Residents Association - A2339656

6.       Project Report -  Kaikohe Community Art Council - A2341634  


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

Low

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

The Community Grant Policy applies to this matter and relevant sections are included in the content of the report.

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

This is a community board report

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

None

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.

The Community Board has delegated authority to allocate funding

State the financial implications and where budgetary provisions have been made to support this decision.

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report

 

 


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

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Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

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7.6         Funding Application - Rawene Golf Club Inc

File Number:           A2333903

Author:                    Maryn Ashby, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

To present the Community Board with information on Rawene Golf Club Inc application for a grant to assist members in determining whether to approve or decline the application.

 

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $700.00 (plus GST if applicable) to be paid from the Board’s Community Fund account to Rawene Golf Club Inc to assist with the cost of food and water for The Hokianga Golf Fun Day 2019 to support the following Community Outcomes:

     i. Proud vibrant communities

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

 

1) Background

The Hokianga Golf Fun day is an outdoor smokefree community event that is held annually. The event is organised and run by volunteers from the Rawene Golf Club Inc.

The funds raised from the day are donated to the Rawene Hospital. Donations from the Hokianga Golf Fun Day have purchased $10k worth of equipment to date. All project reports have been submitted and processed to date.

2) Discussion and Options

Preliminary assessment of the application:

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

Option 1    Authorise the full amount requested

Funding of 37.8% of the total cost could be considered.

Option 2    Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.       Funding Application - Rawene Golf Club Inc - A2333443

2.       Schedule of Supporting Documents - Rawene Golf Club Inc - A2341627  


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

Low

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Community Grant Policy

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

This report is to the Te Hiku Community Board

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

No implications for Maori in relation to land and / or water

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.

Considered in the application.

State the financial implications and where budgetary provisions have been made to support this decision.

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


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Schedule of Supporting Documentation

Rawene Golf Club Inc

The following supporting documentation has been provided in support of the funding application. It is emailed to members under separate cover but published on the Council website as part of the agenda.

1

Bank statement

2

Outline of costs

3

Quote - Rawene Food Mart

4

Quote - Wardys Fruit @ Vege

5

Tournament Poster

 

 

 


7.7         Funding Application - Smiley Campaign

File Number:           A2342312

Author:                    Maryn Ashby, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

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

Recommendation

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

          i. Proud vibrant communities

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

 

1) Background

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

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

2) Discussion and Options

Preliminary assessment of the application:

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

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

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

Option 1    Authorise the maximum amount allowed by policy

Option 2    Authorise partial funding

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

Option 3    Decline funding

Option 2 is recommended by staff.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.       Funding Application - Smiley Campaign - A2341643

2.       Schedule of Supporting Documents - Smiley Campaign - A2341641  


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

Low.

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Community Grant Policy.

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

This report is to the Kaikohe-Hokianga Community Board.

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

No implications for Māori in relation to land and/or water.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.

Considered in the application.

State the financial implications and where budgetary provisions have been made to support this decision.

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report

 

 


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Schedule of Supporting Documentation

Smiley Campaign

The following supporting documentation has been provided in support of the funding application. It is emailed to members under separate cover but published on the Council website as part of the agenda.

1

Bank statement

2

Quote - Ferntech

3

Quote - Halvo Signs

4

Quote - May Park Print

5

Quote - Sign Worx

6

Quote - Northern Signs

7

Quote - Protel International Technologies Ltd

8

Quote - Smiley Campaign

9

Quote - Northern Signs

10

Additional funding application information

11

Lease Agreement

 

 

 


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

8            Information Reports

8.1         Community and Customer Services Activity Report 1 July - 31 December 2018 

File Number:           A2335771

Author:                    Jacine Warmington, Manager - Community & Customer Services

Authoriser:             Dean Myburgh, General Manager - District Services

 

Purpose of the Report

The purpose of the report is to provide information to the Kaikohe-Hokianga Community Board for the community and customer service activities.

Executive Summary

This information-only report is provided as an update to Community Boards.

Recommendation

That the Kaikohe-Hokianga Community Board receive the report.

 

 

Background

Statistical information in relation to the Community and Customer Services Department of the District Services Group is provided to the Kaikohe-Hokianga Community Board to provide an overview of activity and performance for the six months from 1 July to 31 December 2018 for the Kaikohe-Hokianga area.

Discussion and Next Steps

Contact Centre

·    The Community and Customer Services Department realignment was completed in November and changes took effect 1 December 2018. The key changes to note were the creation of two new Management positions, Manager - Customer Care (yet to be appointed) who will oversee the Contact Centre and Service Centres ensuring people and process alignment; and Manager – Libraries and Museum (appointed and will commence in their position March 2019) who will oversee the Libraries and Museum functions ensuring people and process alignment and implementing the Library Strategy that has been signed off by Council.

·    Staff shortages (due to annual and sick leave) negatively impacted the Contact Centre statistics in November and December. The abandoned calls statistic increased to 24% for both months. Further training of staff that would be able to assist in other areas of Contact Centre and Service Centres is underway to address this and a Casual staff member has been employed to assist.

 

 

 

 

 

Kaikohe Library

Kaikohe Library’s main focus is preparation for the $77,000 refurbishment facelift in May 2019. Staff have utilised a number of communications tools, such as eNews, Services survey and a Lego floor plan of the library to engage with the community and get as much feedback as possible on decisions such as floor plan lay-out and potential library programmes.

A number of people have mentioned their appreciation in being able to feed back into the decision making and the survey has generated 110 responses to date. Trends coming through the survey indicate an appreciation for the library, its staff and services, but show a need for more comfortable seating and study areas as well as a meeting room space.

Kaikohe Library’s usage statistics took a sudden drop in September 2017 when the Youth space opened, especially in areas such as Door Count and Internet use. A comparison with last year’s statistics in the months since the youth space opening, indicates good on-going usage.

Library highlights for the period July 1 – December 31 2018 include:

-     A very successful FNDC staff vs Patrons Te Reo scrabble programme, for Te Wiki o Te Reo Maori. FNDC participants included Shaun Clarke and Tania McInnes and the start of their games were live streamed by Tautoko FM to their Facebook page

-     Hosting the first of Kaikohe’s Pataka Kai (free food pantry), a well-used and appreciated resource

-     Designing a Summer Reading Challenge for all age groups

-     Implementing board games for use, which, along with a guitar, are utilised almost exclusively by our Maori community

-     Becoming part of the nation-wide SteppingUp digital literacy programme and being able to offer Spark Jump (free modems and affordable pre-paid internet) in eligible homes

 

Library staff have begun noting patron comments made throughout the day in order to track what’s working (or not) in the library. Some highlights from these include:

-     "Awesome service (scanning), staff here are really helpful and supportive, on this morning Suzi and Leonard. Thank you"

-     "I Love coming to this Library... Oh you have te reo Scrabble that's awesome"

-     It's really good to be able to come into the library and play an old fashioned game (scrabble) instead of online all the time”

-     Patron came to delete account, is moving to Australia: Thanks so much for everything. I don't want to delete this you have provided such great service but I won't be in NZ anymore.

-     “Is the Pataka Kai not here anymore? I thought it was a great initiative (NB the Pataka Kai has a newly built pantry and is away being painted).

 

 

 

 

eResources – District Wide

The increase in eResources shown in the following graph is largely due to the newly introduced eAudiobooks in July 2018 and the creation of the Te Tai Tokerau consortium with Whangarei and Kaipara Libraries which results in an increased pool to borrow from.

Specific eResources-related staff training means staff are now more familiar and able to assist customers with downloading resources. This is most noticeable in the uptake of downloading eMagazines.

 

Museum@Te Ahu

Exhibitions / Collaborative Exhibitions

·    Tuia te kaakaa, whatu te kakahu exhibition Stories woven into cloaks – Te Rarawa and Ngati Kuri weavers showcase traditional and contemporary cloaks inspired by the 1897 feathered cloak held by the museum.

·    Matariki Event June extended to August 2018. Nga Tohu o Te Hou, signs of the New Year. An exhibition of new works from emerging Maori artists in the Te Hiku region.

·    November 2018 – January 2019 Armistice Day Remembrance Exhibition: Nga Rau Aroha stories of Love, Honour and Sacrifice from the Far North to the Western Front. A collaboration between the Museum and Kaitaia College History department.

·    December 2018 – February 2019 (summer). All Dolled up: doll collection - Lois Masters.

 

Educational Programmes

·    An in-house programme designed by the Curator called “The Great Museum Hunt” for children between 5 – 14 years working as a team to discover treasures on exhibition.

·    An in-house programme designed by the curator for young adults between 15 – 18 years “Connecting with taonga” a hands-on interactive programme behind the scenes to discover hidden treasures.

 

Groups

Hosting Archive Visitors / Archival Research Requests

Due to the staff changes, there is little statistical information available on the hours or numbers concerning the Archive operation.  Seventy nine [79] researchers accessed museum collections and research facilities in 2017/2018, mostly family/local history (these are shown in the graph on the next page). Regular requests are being received for information from the Archives. The new museum curator is very much aware that better data is needed and will ensure there is a comprehensive set of figures for the next report.

Events\media and promotion

·      Matariki exhibition/ events launched with an early morning karakia and kai.

·      Blessing of the museum exhibition space and offices

·      3 articles on the museum published in the Northland Age

·      Relaunch of the Museum @ Te Ahu face book page

·      Rebranding of the museum

 

Care of the collection

·    The draft Museum at Te Ahu Collection Policy July 2018 adopted by Trust & Council.

·    Expert Knowledge Exchange– Specialist Conservator, Vicki-Anne Heikell and Sally August as a follow up for the photographic collections expert exchange with Mark Strange. A conservation plan to coincide with Museum Offsite Storage project.

·    15 items were donated by community to the museum

 

Grants / Donations

·    A funding application to Foundation North for $10k to purchase shelving was spent.

·    Funding for Museum Offsite Storage (Pioneer House) Project was successful $149k

·    Peace and Disarmament Funding $4k for the Armistice Day exhibition

·    Matariki Exhibition/events $500 - Te Reo o Te Rarawa – Te Runanga o Te Rarawa.

·    Applied Foundation North - funding for cataloguing and digitising of all items.

 

Regional and National

·      There have been many positive comments captured in the Visitor Book and surveys. 

·      Tuhonohono Taonga Conference Te Ahu. co-hosted Te Papa/Te Runanga o Te Rarawa

·      Curator attended and spoke at National Archives of New Zealand conference, Rotorua.

·      Curator article published in NZ Archives Journal Archifacts August 2018 - issue on indigenous collection management of taonga.

 

Pioneer House Project

The task of upgrading quality of storage and accessibility began early December with a blessing of project spaces by Kaumatua. The project is a collaboration between Council and Far North Regional Museum Trust, to ensure collections are maintained in optimum condition. Museum Trustees, Council staff and volunteers were supported by 4 contract workers for Phase 1 which finished before Christmas. Phase 1 involved cleaning of Pioneer House where the collections have been stored, and relocation to the upgraded ‘Sanctuary’ on the same site. High quality, industry-standard environmental controls were installed to control temperature and humidity, eliminating the threat of dampness and mold.  Phase II starts on 21st January 2019, focusing on maintenance and preservation.  A team of 4 contract workers will commence on Monday 4th February for a week of training prior to the start.  All items will be cleaned, catalogued and stored in appropriate cases, shelves, and containers, ready for display at the Museum and throughout the Te Ahu Centre. Collections will be made available to historians, researchers who apply for access. Phase II will be completed by April 2019. 

Museum Door Statistics

 

Hokianga i-SITE

·    Generally Hokianga visitor numbers have remained the same aside from December when there was a drop.

·    Staff conducted famils in Hokianga, Bay of Islands and Kaitaia to ensure product knowledge is up to date.

·    More Europeans and Australians with many travelling in campervans.

·    Hokianga i-SITE has outsold Whangarei i-SITE in Fullers Greatsights bookings over November and December for the first time.

 

 

Cemeteries - Sexton Services

Council manages the Kaikohe, Kohukohu, Okaihau and Rawene public cemeteries under the legislation of the Burial and Cremation Act 1964 and Far North District Council By-Law 1401-1442.

There were 4 burials and 1 ash interment in the Western Ward during the last 6 months.  This is a reduction in comparison to previous years. 

The number of enquiries are similar to previous years with an average of 22 per month but there has been a decrease in the number of plots purchased and certificates of title issued. 

There has been an increase in the number of burials carried out by the family of the deceased, without using of the services of a Funeral Director in the Western Ward.  Council staff has to ensure that the requirements of the Burial and Cremations Act 1964 (usually administered by the Funeral Director) are strictly adhered to before such a burial can take place.  This involves dealing  directly with the family of the deceased to make sure the burial is carried out with the dignity and care required.  Council’s contracted gravediggers also work with the family at the graveside, to supervise the placement and the lowering of the casket.  Their services are greatly appreciated by family and Council often receives communication from families expressing their appreciation.

 

Housing for the Elderly

Council owns and rents out 147 Housing for the Elderly units and bedsits overall.

In the Kaikohe-Hokianga area there are Villages at:

 

Location

Two bedroom

One bedroom

Bed-sit

Vacancies

Horeke

-

2

-

0

Kaikohe

-

2

36

3

Kohukohu

-

6

-

0

Omapere

6

3

-

0

Rawene

-

6

4

0

Waima

-

3

-

0

During the period 1 July – 31 December 2018 a number of tenancies (6) terminated and 6 new tenancies began. Currently there are 3 bedsit units in Kaikohe undergoing refurbishment. 

 

 

Financial Implications and Budgetary Provision

There are no financial implications related to this report.

Attachments

Nil

  


Kaikohe-Hokianga Community Board Meeting Agenda

13 February 2019

 

9            Meeting Close