AGENDA
Kaikohe-Hokianga Community Board Meeting
Wednesday, 6 March 2019
Time: |
10.30 am |
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 |
6 March 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 |
|
|
|
Alan Hessell |
Nil |
Nil |
Nil |
Nil |
Emma Davis |
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 |
6 March 2019 |
Kaikohe-Hokianga Community Board Meeting
will be held in the Council Chamber, Memorial Avenue, Kaikohe on:
Wednesday 6 March 2019 at 10.30 am
Order Of Business
1 Apologies and conflicts of Interest
5.1 Notice of Revocation - Funding Application - Hokianga Memorial RSA Inc
6 Confirmation of Previous Minutes
6.1 Confirmation of Previous Minutes
7.1 Kaikohe-Hokianga Statement of Community Fund Account as at 31 January 2019
7.3 Funding Application - Ohaeawai Taiamai Residents Associations
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Governance Support (preferably before the meeting).
It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
No requests for deputations were received at the time of the Agenda going to print.
6 March 2019 |
5.1 Notice of Revocation - Funding Application - Hokianga Memorial RSA Inc
File Number: A2378346
Purpose of the Report
To revoke the resolution passed at the Kaikohe-Hokianga Community Board meeting on 5 December 2018 in relation to the funding application for Hokianga Memorial RSA Inc.
That the Kaikohe-Hokianga Community Board: Rescinds the resolution 6.6 titled Funding Application - Hokianga Memorial RSA Inc that was passed at the meeting of 5 December 2018. That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $2,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Memorial RSA Inc to assist with the cost involved in commemorating the 100th Anniversary of signing the Armistice Treaty for the following reasons: i. Support and value all people, especially the young, the elderly, and people with disabilities ii. Build strong relationships, common vision, values and purpose to create cohesive communities Recommendation 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 Hokianga Memorial RSA Inc to assist with the cost involved in commemorating the 100th Anniversary of signing the Armistice Treaty for the following reasons: i) Support and value all people, especially the young, the elderly, and people with disabilities ii) Build strong relationships, common vision, values and purpose to create cohesive communities
|
Rationale
The above resolution be rescinded as an typographical error had been located in the figure approved by the Board. And replaced with a new resolution to confirm that the Board allocated a grant of $2,500.
Nil
6 March 2019 |
6 Confirmation of Previous Minutes
6.1 Confirmation of Previous Minutes
File Number: A2363393
Author: Maryn Ashby, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Governance Support
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.
That the Kaikohe-Hokianga Community Board confirm the minutes held 13 February 2019 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.
1. 2019-02-13 Kaikohe-Hokianga Community Board Minutes - A2362642 ⇩
Kaikohe-Hokianga Community Board Meeting Agenda |
6 March 2019 |
MINUTES OF Far North District
Council
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial
Avenue, Kaikohe
ON Wednesday, 13 February 2019 AT
10.42am
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: Tanya Nowell - Team Leader Infrastructure Programmes, Infrastructure & Asset Management, Jaco Cronge - Project Manager, Footpaths & Cycleways, Infrastructure & Asset Management, Gordon Dellar - Assets Manager, Infrastructure & Asset Management, Robert Willoughby - Community Development Advisor, Strategic Planning & Policy , Rob Koops - Property Services, Aisha Huriwai - Team Leader, Governance, Kim Hammond - Meetings Administrator, Maryn Ashby - Meetings Administrator
1 Infrastructure and Asset Management Group
1.1 Suspension of Standing Orders |
Resolution 2019/1 Moved: Chairperson Mike Edmonds Seconded: Cr John Vujcich That the Kaikohe-Hokianga Community Board suspend standing orders: 3.3.4 to enable members of the Board to ask questions without going through the Chairperson; and 3.8 to enable discussion on the report without moving a motion. Carried |
1.2 Kaikohe-Hokianga New Footpaths Programme 2018/2019 |
Resolution 2019/2 Moved: Chairperson Mike Edmonds Seconded: Cr John Vujcich That the Kaikohe-Hokianga Community Board agrees to the revised programme in agenda item 6.1, furthermore the Kaikohe-Hokianga Community Board agrees to write a letter to the CE expressing its continued extreme displeasure at the performance of the Council in regards to delivering the footpath programmes in the Kaikohe-Hokianga ward, and invite the CE and appropriate staff to a workshop to make right the situation. Carried |
1.3 Resumption of Standing Orders |
Resolution 2019/3 Moved: Chairperson Mike Edmonds Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board resumes standing orders. Carried |
2 Apologies and conflicts of Interest
Nil
3 Public Forum
Cheyne Hakamaia - Representative from E TU Tai Tokerau, spoke of recent success mentoring youth in Kaikohe through trade experience. He spoke of the potential for Council to utilise youth for small works like footpaths and paving.
Renee Reilly - Proposed Site Plan for Multipurpose Court tabled, requesting the CB approve the funding that was left to lie on the table in October 2018.
Dallas Williams - acknowledged the contribution of the Kaikohe-Hokianga Community Board, Council and Hapu regarding the Omanaia water treatment plant. She also acknowledged the progress made on the slips in Panguru.
She raised concerns over the poor working relationship between community liaison groups and Council. She also expressed her dissatisfaction with the lack of action in regards to Te Karaka Rd and the matrix Council uses for road sealing.
At 11:55 a.m., Member Kelly van Gaalen left the meeting.
At 11:56 a.m., Member Kelly van Gaalen returned to the meeting.
Rawiri Love - Speaking to Item 7.7
The meeting was adjourned from 12:13pm to 12:46pm
4 Deputations
Nil
5 Speakers
Nil
6 Corporate Services Group
6.1 Lease Council Building 11 Parnell Street, Rawene |
Resolution 2019/4 Moved: Member Shaun Reilly Seconded: Member Emma Davis 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 $62,000 of available renewal funding is put towards the internal fit-out proposed by RAD. In Favour: Emma Davis, Shaun Reilly, Louis Toorenburg and Alan Hessell Against: Mike Edmonds, John Vujcich and Kelly van Gaalen carried 4/3 Carried |
7 Confirmation of Previous Minutes
7.1 Confirmation of Previous Minutes |
Resolution 2019/5 Moved: Cr John Vujcich Seconded: Member Emma Davis 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. Carried |
6 CORPORATE SERVICES GROUP
6.1 Chairperson and Members Report |
Resolution 2019/6 Moved: Cr John Vujcich Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board notes the reports from the Chairperson, Member Reilly and Member Toorenburg. Carried |
6.1a Chariperson's Report |
Resolution 2019/7 Moved: Chairperson Mike Edmonds Seconded: Cr John Vujcich That the Kaikohe-Hokianga Community Board recommends to the FNDC that the Kaikohe memorial Hall be classified as a facility of district significance such that it complies with existing policies for funding from the general rate. Carried |
6.1b Chairperson's Report |
Resolution 2019/8 Moved: Chairperson Mike Edmonds Seconded: Member Shaun Reilly That the Kaikohe-Hokianga Community Board requests that the Chief Executive provide advice about the relinquishing of Lindvart Park delegations. Carried |
6.1c Chairperson's Report |
Resolution 2019/9 Moved: Chairperson Mike Edmonds Seconded: Cr John Vujcich The Kaikohe-Hokianga Community Board amends the strategic statement made at the December 2018 meeting to add the following words to the Economic Development section: The Kaikohe-Hokianga Community Board asks that any investment in Kaikohe be undertaken according to a plan to make Kaikohe a more attractive and liveable place and that the FNDC undertake a more encompassing urban planning and design process alongside other imminent consultation for Kaikohe. Carried |
At 1:18 p.m., Cr John Vujcich left the meeting.
At 12:14 p.m., Cr John Vujcich returned to the meeting.
6.1d Member Toorenburg's Report |
Resolution 2019/10 Moved: Member Louis Toorenburg Seconded: Member Alan Hessell That the Kaikohe-Hokianga Community Board asks the CE for a copy of the Council Long Term water strategy as it relates to Rawene, Opononi and Kaikohe. Carried |
6.1e Member Toorenburg's Report |
Resolution 2019/11 Moved: Member Louis Toorenburg Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board ask that the Board members be recorded as interested parties to any water related resource consent applications in the Kaikohe-Hokianga ward. Carried |
6.1f Member Toorenburg's Report |
Resolution 2019/12 Moved: Member Louis Toorenburg Seconded: Member Kelly van Gaalen That the Kaikohe-Hokianga Community Board April 2019 meeting be held in Opononi /Omapere and that interested parties be invited to attend to speak on Hokianga waste water issues. Carried |
6.2 Kaikohe-Hokianga Statement of Community Fund Account as at 31 December 2018 |
Resolution 2019/13 Moved: Chairperson Mike Edmonds Seconded: Member Kelly van Gaalen That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Fund Account as at 31 December 2018. Carried |
6.3 Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 31 December 2018 |
Resolution 2019/14 Moved: Chairperson Mike Edmonds Seconded: Member Louis Toorenburg 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. Carried |
6.5 Funding Project Report |
Resolution 2019/15 Moved: Member Shaun Reilly Seconded: Member Alan Hessell 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. Carried |
6.6 Funding Application - Rawene Golf Club Inc |
Resolution 2019/16 Moved: Member Kelly van Gaalen Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $_________ (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 Amendment Moved: Member Kelly van Gaalen Seconded: Member Emma Davis 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 operational cost 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 Carried |
6.7 Funding Application - Smiley Campaign |
Resolution 2019/17 Moved: Chairperson Mike Edmonds Seconded: Member Alan Hessell That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $_______ (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 Amendment Moved: Chairperson Mike Edmonds Seconded: Member Alan Hessell That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $2500 (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 Carried |
7 Information Reports
7.1 Community and Customer Services Activity Report 1 July - 31 December 2018 |
Resolution 2019/18 Moved: Member Louis Toorenburg Seconded: Member Alan Hessell That the Kaikohe-Hokianga Community Board receives the report entitled Community and Customer Services Activity, dated 31 December 2018. Carried |
8.0 Tabled Item |
Resolution 2019/19 Moved: Chairperson Mike Edmonds Seconded: Member Alan Hessell That the Kaikohe-Hokianga Community Board receive the Proposed Site Plan for the Basketball Court on Memorial Park, tabled at the meeting Carried |
9 CORPORATE SERVICES GROUP
9.1 Item left to Lie on the Table - Application for Funding - Kaikohe Community & Youth Centre Trust |
Committee Resolution 2019/20 Moved: Chairperson Mike Edmonds Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board uplifts the report from the table. Moved: Member Alan Hessell Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $_________ (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe Community & Youth Centre Trust for the cost of the installation of the basketball court and hoops at Memorial Park, Kaikohe, to support the following: Community Outcomes:
a.) Proud, vibrant communities Amendment Moved: Member Kelly van Gaalen Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $20,000 (plus GST if applicable) to be paid from the Board’s Placemaking fund and if required the Community Board fund account to Kaikohe Community & Youth Centre Trust for the cost of the installation of the basketball court and hoops at Memorial Park, Kaikohe, provided that the Council legal requirements are met, to support the following Community Outcomes: a.) Proud, vibrant communities Carried Motion Moved: Member Alan Hessell Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board supports the addition of the capital and operating expense of the proposed multi-purpose court on Memorial Park, Kaikohe from 1 July 2021 to the ward rate in the Long Term plan 2021-31. Carried |
10 Meeting Close
The Meeting closed at 2.37pm.
The minutes of this meeting were confirmed at the Kaikohe-Hokianga Community Board Meeting held on 6 March 2019.
...................................................
CHAIRPERSON
6 March 2019 |
7.1 Kaikohe-Hokianga Statement of Community Fund Account as at 31 January 2019
File Number: A2360626
Author: Jolene Graham, Accounting Support Officer
Authoriser: Angie Thomas, Manager - Accounting Services
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.
That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Fund Account as at 31 January 2019.
|
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 January 2019 |
$20,290.75 |
· 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 Kaikohe Basketball Court |
$5,750.00 |
Community Fund Account balance as at 31 January 2019 |
$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 January 2019 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 January 2019 is attached.
1. 2019-03-06 KHCB Statement of Community Fund Account as at 31 January 2019 - Document Number - A2360621 ⇩
6 March 2019 |
File Number: A2374821
Author: Maryn Ashby, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Governance Support
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 Hokianga Tourism Association.
That the Kaikohe-Hokianga Community Board note the project report from Hokianga Tourism Association. |
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
1. Project Report Form - Hokianga Tourism Association - A2352523 ⇩
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 |
6 March 2019 |
7.3 Funding Application - Ohaeawai Taiamai Residents Associations
File Number: A2365988
Author: Maryn Ashby, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Governance Support
Purpose of the Report
To present the Community Board with information on Ohaeawai Taiamai Residents Associations application for a grant to assist members in determining whether to approve or decline the application.
That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $1940.50 (plus GST if applicable) to be paid from the Board’s Community Fund account to Ohaeawai Taiamai Residents Association to assist with the cost of Taiamai Day to support the following Community Outcomes: i. Proud vibrant communities ii. Liveable communities that are healthy, safe, connected and sustainable |
1) Background
Taiamai Day is a family friendly day aimed at promoting community inclusiveness in Ohaeawai. The day will consist of activities and games for kids as well as food and market stalls. The Ohaeawai Taiamai Residents Association use the money raised on the day to fund other community events like the Christmas community party, prizes for best dressed mailbox and flyer drops.
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
The applicant seeks a grant of $2,396 - 61.7% of the total project cost
Option 2 Authorise partial funding of the amount requested
Partial funding of the amount requested should be considered to align with the Community grants Policy “funding requested may not exceed 50% of the total cost.”
Option 3 Decline Funding
Option 2 is recommended by staff so the application aligns with the community policy and community outcomes of the LTP and aligns with previous funding allocated.
Reason for the recommendation
This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the 2018-28 LTP, and all provisions listed on the application form.
3) Financial Implications and Budgetary Provision
Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
1. Application Form - Ohaeawai Taiamai Residents Associations - A2377715 ⇩
2. Schedule of Supporting Documents - Ohaeawai Taiamai Residents Association - A2377745 ⇩
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. |
6 March 2019 |
Schedule of Supporting Documentation
Ohaeawai Taiamai Residents Association
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 |
Quote - Funnyman |
2 |
Quote - Lions Club of Kaikohe Charitable Trust |
3 |
Quote - Bunnings |
4 |
Quote - supervising Thomas the Tank Engine |
5 |
Quote - setting up the bouncy castle and supervising |
6 |
Bank Statement |
7 |
Taiamai Poster |
8 |
Quote - Entertainment |
9 |
Quote - Clown |
10 |
Project Costs |