Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

3 April 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;

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

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

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

Council Delegations to Community Boards - January 2013

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

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated storm water systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12. Recommend new bylaws or amendments to existing bylaws.

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

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

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

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

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

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

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

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

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

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

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

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

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

Terms of Reference

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

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

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

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

4. Have special regard for the views of Maori.

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

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

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

a) Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a. the disposal and purchase of land

b. proposals to acquire or dispose of reserves

c. representation reviews

d. development of new maritime facilities

e. community development plans and structure plans

f. removal and protection of trees

g. local economic development initiatives

h. changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Mike Edmonds	Chair	Kaikohe Mechanical and Historic Trust	Council Funding	Decide at the time
Mike Edmonds	Committee member	Kaikohe Rugby Football and Sports Club	Council Funding	Withdraw and abstain
Shaun Reilly	No form received
Kelly van Gaalen	No form received
Louis Toorenburg	No form received
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

3 April 2019

MINUTES OF Far North District Council
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 6 March 2019 AT 10.33 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: Shaun Clarke - Chief Executive Officer, Glenn Rainham - Manager, Alliances, Jaco Cronje - Project Manager, Footpaths and Cycleways, Maryn Ashby - Meetings Administrator.

1 Public Forum

Charlie Nathan - representative from Te Mahurehure spoke of his dissatisfaction of being excluded from the community liaison group Mauri o te Wai in regards to Rawene sewage disposal.

Mark Anderson - representative from the Kaikohe Business Association spoke in support of under veranda lighting in Kaikohe. KBA in favour of a rate that would subsidise the lighting if there is no current budget set aside.

2 Suspension of Standing Orders

Resolution 2019/20

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 to allow for free discussion.

Carried

Resumption of Standing Orders

Resolution 2019/21

Moved: Chairperson Mike Edmonds

Seconded: Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board resumes standing orders.

Carried

3 Apologies and conflicts of Interest

Nil

4 Deputations

NIL

5 Speakers

NIL

7 Confirmation of Previous Minutes

7.1 Confirmation of Previous Minutes

Resolution 2019/22

Moved: Chairperson Mike Edmonds

Seconded: Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board confirm the minutes held 13 February 2019 be confirmed as a true and correct record.

Correction: Cr Vujcich left the meeting 11.18 am

Carried

7.1a Correction to Minutes

Resolution 2019/23

Moved: Chairperson Mike Edmonds

Seconded: Cr John Vujcich

That the Kaikohe-Hokianga Community Board amends the minutes of item 6.6 of the 5th of Dec 2018 to reflect the decision made on the day by replacing the number $2,000 with the number $2,500.

Carried

8 Corporate Services Group

8.1 Kaikohe-Hokianga Statement of Community Fund Account as at 31 January 2019

Committee Resolution 2019/24

Moved: Member Shaun Reilly

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Fund Account as at 31 January 2019.

Carried

8.2 Funding Project Report

Committee Resolution 2019/25

Moved: Member Shaun Reilly

Seconded: Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board note the project report from Hokianga Tourism Association.

Carried

8.3 Funding Application - Ohaeawai Taiamai Residents Associations

Committee Resolution 2019/26

Moved: Chairperson Mike Edmonds

Seconded: Cr John Vujcich

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 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

Amendment

Moved: Chairperson Mike Edmonds

Seconded: Cr John Vujcich

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $1500 (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

Carried

9 Meeting Close

The Meeting closed at 12.03 PM

The minutes of this meeting were confirmed at the Kaikohe-Hokianga Community Board Meeting held on 3 April 2019.

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

CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

3 April 2019

6 Strategic Planning and Policy Group

6.1 Kaikohe & Districts Sportsville - Funding Request for Business Case

File Number: A2400493

Author: Sheryl Gavin, General Manager Corporate Services (Acting)

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

Purpose of the Report

To present the Community Board with an application for funding from the Kaikohe and Districts Sportsville (Sportsville) to assist members in determining whether to approve or decline the application.

Executive Summary

· Sportsville assumed the responsibility for the management of Lindvart Park in December 2017.

· The Lindvart Park Reserve Management Plan (RMP) was adopted by Council on 25 October 2018.

· The RMP recognises that the current Lindvart Park pavilion is not currently fit for purpose and commits to commissioning a business case for a new purpose-built centralised recreation centre.

· This funding application requests a $20,000 grant to enable Sportsville to outsource the development of this business case. This enables Sportsville to get going to achieve milestones for NRC funding for the build.

· Funding should be awarded from the Lindvart Park Reserve.

· The provision of a grant has no rates impact. If a grant is not provided, Sportsville will approach Council to include a grant in its 2019/20 Annual Plan. This would have a ward rate effect.

Recommendation

That the Kaikohe-Hokianga Community Board approves a grant of $20,000 to the Kaikohe and Districts Sportsville from the Lindvart Park Reserve.

That the Kaikohe and Districts Sportsville work together with Sports Northland to develop a business case for a purpose-built centralised recreation centre at Lindvart Park, as provided for in the Lindvart Park Reserve Management Plan 2018.

1) Background

Sportsville assumed the responsibility for the management of Lindvart Park in December 2017, and would like to give effect to the Lindvart Park RMP which was adopted in late 2018.

Pages 9 and 10 of the RMP describe a programme of work for the short, medium and long-term for Lindvart Park, and states that an immediate piece of work is commissioning a business case for a new purpose-built centralised recreation centre adjacent to (and covering two) netball courts, a gym, sheltered viewing areas, storage and offices and associated amenity such as accessible drinking fountains and toilets.

FNDC, Sportsville and Sport Northland are identified as the leads for this piece of work.

Sportsville therefore request a grant to enable them to work together with Sport Northland to commission this work. This enables Sportsville make progress on against the milestones for NRC funding for the build. Because a quote was not available at the time of writing this report the request is assumed to be $20,000, and will be confirmed at the Board meeting when it is expected a quote will be tabled.

Prior to developing the business case, Sportsville have committed to updating the Kaikohe and Districts Facilities Plan 2015 to ensure a cohesive future plan.

Alongside development of the business case, Council and Sportsville will carry out a joint condition assessment of all Lindvart Park assets to understand immediate renewal funding requirements and the extent of available FNDC funding that could be allocated to the preferred option. The business case is to include a funding plan to recognise all available funding sources, including Council.

The requested grant should be awarded from the Lindvart Park Reserve. The provision of a grant from the levy has no rates impact. However, if a grant is not approved, Sportsville will approach Council to include a grant in its 2019/20 Annual Plan. This would have a ward rate effect as additional budget provision will be required.

2) Discussion and Options

Option 1 Authorise a grant of $20,000 from the Lindvart Park Reserve.

Option 2 Authorise partial funding.

Option 3 Decline funding.

Option 1 is recommended by staff as giving effect to the Lindvart Park RMP carries significant benefit to the community and District.

Reason for the recommendation

To enable Sportsville to commission a business case to develop amenity on Lindvart Park as specified in the Lindvart Park RMP 2018.

3) Financial Implications and Budgetary Provision

No unbudgeted financial implications. The Lindvart Park Reserve has a current balance of $145,962.

Attachments

Nill

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	The development of a business case is not significant. Resulting plans will be considered significant to the community using the park, and will be consulted on.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Lindvart Park Reserve Management Plan. Kaikohe & Districts Sportsville Management Agreement for Lindvart Park.
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 issue is primarily relevant to the community of Kaikohe and the users of the facilities on the Park. The Community Board views will be gathered as a result of consideration of 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.	Implications on Maori will be considered as part of the development of the business case. Maori will be consulted at a later stage during the plan, design and build phases.
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.	Stakeholders affected and consulted through the development of a business case are to be determined by Sportsville, and will likely include those who use the facilities on the park, Sport Northland, affiliated sporting groups and recreational users.
State the financial implications and where budgetary provisions have been made to support this decision.	$20,000 of funding from the Lindvart Park Reserve which carries a current balance of $145,962.
Chief Financial Officer review.	Type here

Kaikohe-Hokianga Community Board Meeting Agenda

3 April 2019

7 Corporate Services Group

7.1 Chairperson and Members Report

File Number: A2407544

Author: Maryn Ashby, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

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 and Member Reilly.

That the Board asks the FNDC to rescind the delegations to the CEO with regard to the halls of the Kaikohe-Hokianga ward (excepting the Kaikohe memorial Hall which the board has asked be classified as a ‘hall of district significance’) and full delegate hall responsibility to the Kaikohe-Hokianga Community Board.

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. 2019-04-03 KHCB Chairperson's Report - A2407076 ⇩

2. 2019-04-03 KHCB Member Reilly's Report - A2407082 ⇩

Compliance schedule:

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

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

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

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

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

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

3 April 2019

PDF Creator

7.2 Funding Project Report

File Number: A2396533

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 Rawene School.

Recommendation

That the Kaikohe-Hokianga Community Board note the project report from Rawene School.

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 - Rawene School - Hokianga Christmas in the Park 2018 - A2396527 ⇩

Compliance schedule:

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

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

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

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

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

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

Kaikohe-Hokianga Community Board Meeting Agenda

3 April 2019

7.3 Kaikohe-Hokianga Statement of Community Fund Account as at 28 February 2019

File Number: A2400632

Author: Jolene Graham, Accounting Support Officer

Authoriser: Angie Thomas, Chief Financial Officer (Acting)

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 28 February 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 28 February 2019	$27,040.75
· Less funds not yet uplifted at meeting 07 April 2018 for Hokianga Memorial RSA Hall	$2,500.00
· Less funds not yet uplifted at meeting 13 February 2019 for Rawene Golf Club Inc., Rawiri Love Smiley Campaign and Kaikohe Community & Youth Centre Trust	$23,200.00
Community Fund Account balance as at 28 February 2019	$64,661.25

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 28 February 2019 is $64,661.25.

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 28 February 2019 is attached.

Attachments

1. 2019-04-03 KHCB Statement of Kaikohe-Hokianga Community Board Community Fund Account as at 28 February 2019 - Document Number - A2400596 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

3 April 2019

7.4 Funding Application - Hokianga Environmental Protection Group

File Number: A2402464

Author: Maryn Ashby, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information on Hokianga Environmental Protection Group 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 $2000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Environmental Protection Group to assist with Real Food Hokianga to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

Real Food Hokianga is a free community event for all ages. The aim of the event is not only to demonstrate what can be produced locally but also to assist people to gain skills and knowledge in food preparation, preservation, fermentation, healthy drinks and low cost cooking. Hokianga Environmental Protection Group have not previously received funding from the Local Grant Fund.

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 $2,000 - 42% of the total project cost

Option 2 Authorise partial funding of the amount requested

Option 3 Decline Funding

Option 1 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.

Attachments

1. Funding Application - Hokianga Environmental Protection Group - A2408072 ⇩

2. Schedule of Supporting Documents - Hokianga Environmental Protection Group - A2409827 ⇩

Compliance schedule:

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

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

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

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

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

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

Kaikohe-Hokianga Community Board Meeting Agenda

3 April 2019

7.5 Funding Application - Hokianga Sailing Trust

File Number: A2401742

Author: Maryn Ashby, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information on Hokianga Sailing Trust 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 $252.45 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Sailing Trust to assist with the cost of replacing life vests for sailing to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

The Hokianga Sailing Trust has been holding open sailing days for all ages over the last eight years. The current life vests are in need of upgrading. The Trust is requesting a grant to purchase new life vests in order to continue to provide the classes. The Hokianga Sailing Trust have not previously applied for grants from the Kaikohe-Hokianga Community Board.

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise the full amount requested

The applicant seeks a grant of $504.90 - 100% 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

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 - Hokianga Sailing Trust - A2402023 ⇩

2. Schedule of Supporting Documents - Hokianga Sailing Trust - A2409566 ⇩

Compliance schedule:

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

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

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

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

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

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

Kaikohe-Hokianga Community Board Meeting Agenda

3 April 2019

7.6 Funding Application - Taheke Marae Trustees/Board

File Number: A2415758

Author: Maryn Ashby, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information on Taheke Marae Trustees/Board application for a grant to assist members in determining whether to approve or decline the application.

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $7,093.34 (plus GST if applicable) to be paid from the Board’s Community Fund account to Taheke Marae Trustees/Board to assist with the cost of scaffolding hire and purchase of aluminium windows which support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

Taheke Marae has been selected to take part in Marae DIY. Marae DIY’s purpose is to improve the health and safety of Marae its facilities. Marae DIY will encourage whanau to participate, return home and use their skill base to give back. As part of this project it is intended to restore the Whare tupuna/Wharemoe (Meeting house).

Taheke Marae Trustees/Board have not previously applied for funding from the Kaikohe-Hokianga Community Board.

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise the full amount requested

The applicant seeks a grant of $7,093.34 - 8% 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 1 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

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 - Taheke Marae Trustees/Board - A2415752 ⇩

2. Schedule of Supporting Documents - Taheke Marae Trustees/Board - A2415800 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report is to the Kaikohe-Hokianga Community Board
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Taheke Marae Trustees are selected by the beneficiaries and mandated by the Maori Land Court.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

3 April 2019

7.7 Funding Application - Volunteering Northland

File Number: A2401730

Author: Melissa Wood, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

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

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Volunteering Northland to assist with their annual operational costs, to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

Volunteering Northland is one of 17 volunteer centres in New Zealand. It is a non-profit organisation providing a recruitment and referral service for volunteers, and facilitates and enhances volunteering in general. The volunteer centre supports and provides training for the volunteer coordinators, raising the level of professionalism as well as providing advice, advocacy and recognition for the volunteer.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has received funding from the Board previously in 2017, a project report has been received.

Volunteering Northland have also applied to the Te Hiku Community Board, and the Bay of Islands-Whangaroa Community Board for grants of $5,000.

The total costs listed on page 3 of the application form are future estimates based on their budget and previous financial year’s income and expenditure, as provided for in their financial performance report for the year ended 31 July 2018 (refer to additional information). The amount requested is based on these estimates.

Option 1 Authorise the full amount requested

The applicant seeks a grant of $5,000 - 2.8% of the total annual operating cost

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 the application aligns with the community policy and community outcomes of the LTP and aligns with previous funding allocated.

Reason for the recommendation

3) Financial Implications and Budgetary Provision

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

Attachments

1. Funding Application - Volunteering Northland - A2400187 ⇩

2. Schedule of supporting documentation - Volunteering Northland - A2411365 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report is to the Kaikohe-Hokianga Community Board
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	No implications for 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.

1	Quote - Bank Statement
2	Quote - Programme event plan
3	Real Food Hokianga Programme 2018, 2017
4	Quote - Hall
5	Quote - Printing and Copying
6	Budget

1	Quote - Marine Deals
2	Quote - Burnsco
3	Statement of Income and Expenditure
4	Bank Statement
5	Safety Plan

1	Itemized mahi between Marae DIY and Taheke Marae
2	Quote - Kerikeri Windows Limited
3	Quote - Fairview Window Creations
4	Quote - Northland Scaffolding Limited
5	Quote - Far North Scaffolding Co. Limited
6	Quote - Bay of Islands Scaffolding and Hire Limited

1	Budget 2018-2021
2	Performance Report for Year ended 31 July 2018
3	Output recruitment and referral services date Jan 2014 to Dec 2018