Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

28 May 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.

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc.)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Adele Gardner	N/A - FNDC Honorarium
	The Far North 20/20, ICT Trust	Trustee
	Te Ahu Charitable Trust	Trustee
	ST Johns Kaitaia Branch	Trustee/ Committee Member
	I know many FNDC staff members as I was an FNDC staff member from 1994-2008.
Partner of Adele Gardner	N/A as Retired
Bronwyn Hunt	CBEC		Director	Stand aside from any discussion held
	Independent Hearings Commissioner			Continue to be available as a commissioner with the exception of any within the Te Hiku area.
	Te Rarawa Anga Mua	Senior member of TRAM and technical advisor to PSGE for Te Runanga o Te Rarawa		Remove oneself from discussion and any decision making
	Principle Advisor Policy, Strategy and Service Delivery	Te Hiku Beach Governance Board		Continue to provide technical advice to the board, no decision making authority with respect to the board
	Reconnecting Northland (Chair)
	Te Ahu Charitable Trust (member)		Council is a tenant of the Te Ahu Facility
	R Tucker Thompson Sail Training Trust		Trust leases a building and mooring currently operated by Far North Holdings	Abide by the trust document, remove oneself from discussion and any decision making.
	Far North Regional Museum Trust (chair)		Museum located and operated by FNDC, Advisory and responsibility of trust is with the collections.	Abide by the MOU (May 2017)
	Was employed between 1995-2010 as a senior manager within Council. There are staff who are still with FNDC that once reported to me. Don’t think there’s a conflict but would like it noted.
Awhina Murupaenga	No form received
Melanie Dalziel	No form received
Nuu Ward	No form received
Lawrie Atkinson	No form received
Felicity Foy	Director - Northland Planning & Development	I am the director of a planning and development consultancy that is based in the Far North and have two employees.		I will abstain from any debate and voting on proposed plan change items for the Far North District Plan.
				I will declare a conflict of interest with any planning matters that relate to resource consent processing, and the management of the resource consents planning team.
				I will not enter into any contracts with Council for over $25,000 per year. I have previously contracted to Council to process resource consents as consultant planner.
	Flick Trustee Ltd	I am the director of this company that is the company trustee of Flick Family Trust that owns properties on Weber Place and Allen Bell Drive.
	Elbury Holdings Limited	This company is directed by my parents Fiona and Kevin King.	This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight, Tahuna Road/Allen Bell Drive.
	Foy Farms partnership	Owner and partner in Foy Farms - a farm in three titles on Church Road, Kaingaroa
	Foy Farms Rentals	Owner and rental manager of Foy Farms Rentals for 6 dwellings on Church Road, Kaingaroa and 1 dwelling at 64 Allen Bell Drive, Kaitaia, and one property at 96 North Road, Kaitaia
	King Family Trust	This trust owns several titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane.	These trusts own properties in the Far North.
	Previous employment at FNDC 2007-16	I consider the staff members at FNDC to be my friends
Partner Felicity Foy	Employed by Justaplumber Taipa
Partner Felicity Foy	Friends with some FNDC employees

Te Hiku Community Board Meeting Agenda

28 May 2019

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

File Number: A2485501

Author: Melissa Wood, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

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

Recommendation

That the Te Hiku Community Board agrees that the minutes of the meeting of the Te Hiku Community Board held 16 April 2019 be confirmed as a true and correct record.

1) Background

Local Government Act 2002 Schedule 7 Section 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 Te Hiku Community Board Standing Orders Section 27.3 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. Te Hiku Community Board Unconfirmed Minutes - 16 April 2019 - A2443478 ⇩

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.	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.	Not applicable.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications requiring input from the Chief Financial Officer.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

28 May 2019

MINUTES OF Far North District Council
Te Hiku Community Board Meeting
HELD AT THE Coopers Beach Bowling Club, 234 State Highway 10
ON Tuesday, 16 April 2019 AT 10:02 AM

PRESENT: Chairperson Adele Gardner, Member Lawrie Atkinson, Member Bronwyn Bauer-Hunt, Member Awhina Murupaenga, Member Nuu Ward, Cr Felicity Foy

STAFF PRESENT: Melissa Wood - Meetings Administrator, Glenn Rainham - Manager Alliances, Steve Little - Team Leader 3 Waters Operations, Troy Smith - Graduate Engineer

1 Apologies and conflicts of Interest

Apology

Resolution 2019/12

Moved: Chairperson Adele Gardner

Seconded: Member Bronwyn Bauer-Hunt

That the apology received from Member Dalziel be accepted and leave of absence granted.

Carried

2 Public Forum

Trudy Brown and Moana Erickson, from Open The Curtains, spoke to the Board in regard to the need for traffic calming measures to be put into place on Bonnets Road Kaitaia. They also provided an update on the activities of Open The Curtains and Bonnets Road park. A hand out was tabled.

3 Deputations

There were no deputations

4 Speakers

Colleen Olsen and Rachel Foster, representatives from Far North Palliative and Cancer Care Charitable Trust spoke to the funding application, agenda item 7.2 refers

Trish Clark, representative from Volunteering Northland spoke to the funding application, agenda item 7.3 refers

Minor Item not on the Agenda

Resolution 2019/13

Moved: Chairperson Adele Gardner

Seconded: Member Bronwyn Bauer-Hunt

That the report entitled “Chairperson and Members Reports” dated 16 April 2019 be added to section 7 of the agenda.

Carried

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 5.1 document number A2395645, pages 12 - 13 refers

Resolution 2019/14

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Lawrie Atkinson

That the Te Hiku Community Board agrees that the minutes of the meeting of the Te Hiku Community Board held 5 March 2019 be confirmed as a true and correct record, subject to corrections in numbering of the resolution item 7.1(a) refers.

Carried

6 Infrastructure and Asset Management Group

6.1 Road Naming - Stewart Road, Peria

Agenda item 6.1 document number A2349206, pages 21 - 23 refers

Resolution 2019/15

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a public paper road, Stewart Road, addressed at 5 Peria Road, Peria as per map (A2411563).

Carried

6.2 Road Naming - Amelie Place, Coopers Beach

Agenda item 6.2 document number A2414626, pages 26 - 27 refers

Resolution 2019/16

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private right-of-way addressed between 17 and 19 Vidar Way, Coopers Beach, Amelie Place, as per maps (A2414511, and A2414611).

Carried

6.3 Kaitaia Drainage Area 18/19 Programme Update

Agenda item 6.3 document number A2409676, pages 31 - 39 refers

Resolution 2019/17

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board:

a) Approves the 2018/19 work programme

b) Requests that the Council insures and maintains the drone

c) Requests that staff attend a drone training course

d) Requests that staff complete a work programme and submit it at the March 2020 meeting to show how the drone will be utilised

e) Requests that staff check with the Northland Regional Council and investigate the use of other chemicals to target problem weeds and report back at the September 2019 meeting

f) Requests that the actual length and sprayed length of the drain are added as separate columns to the spraying programme / table

g) Approves that the $3,000 for invasive weed spraying contingency be reinstated into the 2018/19 work programme

Carried

6.4 Kaitaia Drainage Area 19/20 Programme

Agenda item 6.4 document number A2412678, pages 40 - 45 refers

Resolution 2019/18

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Nuu Ward

That the Te Hiku Community Board:

a) Approve the reviewed 2019/20 work programme

b) Approve that $3,000 for invasive weed spraying be reinstated into the 2019/20 work programme

Carried

6.5 Kaitaia Drainage Area 20/21 Programme

Agenda item 6.5 document number A2414064, pages 46 - 51 refers

Resolution 2019/19

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board:

a) Approve the reviewed 2020/21 work programme

b) Approve that $3,000 for invasive weed spraying be reinstated into the 2020/21 work programme

Carried

6.6 Waiharara and Kaikino Drainage Areas 18/19 Programme Update

Agenda item 6.6 document number A2414367, pages 52 - 58 refers

Resolution 2019/20

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board:

a) Approves the 2018/19 work programme

b) Requests that the Council insures and maintains the drone

c) Requests that staff attend a drone training course

d) Requests that staff complete a work programme and submit it at the March 2020 meeting to show how the drone will be utilised

e) Approves that the installation of an access way at John Matijevich’s be deferred to the 19/20 work programme.

f) Approves that the formation of an access track and installation of 3 crossings to provide access to the downstream section of the Hobson Drain be deferred to the 19/20 work programme.

g) Requests that staff contact Honeytree Farms and inspect that the following private work has been completed at the owners cost:

i) Installation of the supplied culvert

ii) Shift the windbreak to allow the digger to access the drain

iii) Removal of the bund at the bridge access so that vehicles can get to the neighbouring property

iv) Removal of the sandbags in the drain

v) Widen and tidy the access track to make it easier near the southern boundary where they have just finished re-profiling land for the avocado farm

Carried

6.7 Waiharara and Kaikino Drainage Areas 19/20 Programme

Agenda item 6.7 document number A2414397, pages 59 - 63 refers

Resolution 2019/21

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Nuu Ward

That the Te Hiku Community Board:

a) Approves the 2019/20 work programme

b) Approves that the rates for the Kaikino Drainage Area be increased from $8,000 to $9,000 for one year and revised for the 2020/21 rating year

Carried

6.8 Waiharara and Kaikino Drainage Areas 20/21 Programme

Agenda item 6.8 document number A2414478, pages 64 - 67 refers

Resolution 2019/22

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board:

a) Approves the 2020/21 work programme

Carried

6.9 Motutangi Drainage Area 18/19 Programme Update

Agenda item 6.9 document number A2414556, pages 68 - 73 refers

Resolution 2019/23

Moved: Member Lawrie Atkinson

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board:

a) Approves the 2018/19 work programme

Carried

6.10 Motutangi Drainage Area 19/20 Programme

Agenda item 6.10 document number A2414568, pages 78 - 81 refers

Resolution 2019/24

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Nuu Ward

That the Te Hiku Community Board:

a) Approves the 2019/20 work programme

Carried

6.11 Motutangi Drainage Area 20/21 Programme

Agenda item 6.11 document number A2414580, pages 82 - 85 refers

Resolution 2019/25

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board:

a) Approves the 2020/21 work programme

Carried

7 Corporate Services Group

7.1 Te Hiku Statement of Community Fund Account as at 28 February 2019

Agenda item 7.1 document number A2402054, pages 86 - 87 refers

Resolution 2019/26

Moved: Chairperson Adele Gardner

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board receives the report Te Hiku Statement of Community Fund Account as at 28 February 2019.

Carried

7.2 Application for Funding - Far North Palliative and Cancer Care Charitable Trust

Agenda item 7.2 document number A2397651, pages 89 - 91 refers

Motion

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $4,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Far North Palliative and Cancer Care Community Hospice for costs toward a palliative care specialist service, to support the following Community Outcomes:

i) Proud vibrant communities

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

Amendment

Moved: Chairperson Adele Gardner

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Far North Palliative and Cancer Care Community Hospice for costs toward a palliative care specialist service, and other costs, to support the following Community Outcomes:

i) Proud vibrant communities

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

Carried

The amendment became the substantive motions

RESOLUTION 2019/26

Moved: Chairperson Adele Gardner

Seconded: Member Awhina Murupaenga

i) Proud vibrant communities

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

Carried

7.3 Funding Application - Volunteering Northland

Agenda item 7.3 document number A2415748, pages 99 - 101 refers

Resolution 2019/27

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Awhina Murupaenga

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to 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

Carried

7.4 Chairperson and Member Reports

Resolution 2019/28

Moved: Member Awhina Murupaenga

Seconded: Member Lawrie Atkinson

That the Te Hiku Community Board note the reports from the Chairperson, and Member Atkinson, the tabled report from Member Ward, and the verbal report from Member Hunt.

Carried

8 Meeting Close

The Meeting closed at 12:15pm.

The minutes of this meeting were confirmed at the Te Hiku Community Board Meeting held on 28 May 2019.

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

CHAIRPERSON

Te Hiku Community Board Meeting Agenda

28 May 2019

6 Infrastructure and Asset Management Group

6.1 Road Naming - Private Road, Coopers Beach

File Number: A2470455

Author: Selina Topia, Roading Support Officer

Authoriser: Glenn Rainham, General Manager - Infrastructure Asset Management (Acting)

Purpose of the Report

To seek approval from the Te Hiku Community Board to officially name a private right-of-way.

Executive Summary

Council has received a Road Naming application to name a private right-of-way addressed off Vidar Way, Coopers Beach. Community Boards have delegated authority to name private roads.

Recommendation

That the Te Hiku Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private right-of-way, Frazer Place, addressed off Vidar Way, Coopers Beach as per map (A2470359).

1) Background

Mr Jack Sutton of Kauri Grove Limited has advised that this is a private right-of-way created by a sub-division addressed off Vidar Way, Coopers Beach. Community Boards have delegated authority to name private right-of-ways.

Their suggestions are as follows:

1. Frazer Place – Grandson’s first name

2. Elspeth Way – Granddaughter’s name

3. Rebar Blues Lane – Great Grandfathers name

2) Discussion and Options

The Roading team has no objections.

Reason for the recommendation

The road names recommended in this report are not duplicates of any other road names in the District, therefore meeting the criteria set down in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

3) Financial Implications and Budgetary Provision

There are no financial implications to Council. The costs for road signage and installation will be met by the developer.

Attachments

1. Map - Document number - A2470359 ⇩

2. Schedule - Document number - A2470402 ⇩

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	This is the naming of a private right-of-way and is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.
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.	No district wide relevance and the Community Board have the delegated authority to approve road names.
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.	There are currently no property owners as this is a new subdivision
State the financial implications and where budgetary provisions have been made to support this decision.	Costs associated with the erection of road name signs will be met by the developer
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

28 May 2019

6.2 Te Hiku Hall Committees AGM Minutes, Financial Statements and / or Usage Data

File Number: A2458167

Author: Ngawaiata Harris, Support Officer

Authoriser: Glenn Rainham, General Manager - Infrastructure Asset Management (Acting)

Purpose of the Report

The purpose of the report is to present to the Te Hiku Community Board the Minutes of the Annual General Meeting, Financial Statements and / or usage data as provided by the respective Hall Committees being: Herekino Hall - Herekino, Kaingaroa Hall - Kaingaroa, Mangonui Hall, Mangonui, and Oruru Hall -

Recommendation

That the Te Hiku Community Board receive the report Te Hiku Hall Committees AGM Minutes, Financial Statements and / or Usage Data.

Background

Rural Domain/Reserve Management committees were established to provide administration and basic maintenance to specific domains/reserves. These domains/reserves were generally remote and it was therefore considered more efficient for them to be managed locally.

Rural Domain/Reserve Management committees are not decision-making bodies; the overall management of the reserve rests with Council or their delegated authority, the local Community Boards.

The onus on the management committees is to ensure that the land they administer is used in the first instance, to foster and promote sport and recreation.

Discussion and Next Steps

The Hall Committees are community elected committees which manage the halls and reserve operation on behalf of the Te Hiku Community Board. This includes all operational charges, unless expressly remitted by the Community Board and the Community Board has budgeted for these amounts annually.

The Committee, as a delegated body on behalf of the Community Board, is responsible for producing annual audited accounts and statistical information in regard to the use and numbers of users. The Committee is also responsible for all operational expenditure including water, pan charges, power, phone and cleaning.

Going forward it is planned that letters will be sent to all Hall Committees in September / October annually requesting copies of their AGM Minutes, Financial Statements and usage data for the previous year. Two further reminder letters will follow at which time, early in the New Year an Information Report will be presented to each of the Community Board’s providing the information as provided, noting which Committees have not responded.

As such, letters were sent to the Northern Hall Committees on 8 February 2019, with a reminder letter sent 4 March 2019.

Information has not been received from the following Hall Committees in time to present in this report, they being: Araiwa Hall - Pukenui, Awanui Sports Complex - Awanui, and Lake Ohia Hall – Lake Ohio.

Financial Implications and Budgetary Provision

There are no financial implications and budgetary provisions.

Attachments

1. Herekino Hall Financial Statement 2019 - A2458198 ⇩

2. Kaingaroa Hall Financial Statement 2018 - A2290454 ⇩

3. Mangonui Hall Financial Statement 2018 - A2153578 ⇩

4. Oruru Hall Financial Statements and AGM Minutes - A2483980 ⇩

Te Hiku Community Board Meeting Agenda

28 May 2019

7 Corporate Services Group

7.1 Rural Travel Funding Project Reports

File Number: A2405086

Author: Melissa Wood, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To receive the project reports from previous funding applicants to the Rural Travel Funding Scheme.

Executive Summary

· Recipients of funds from the Rural Travel Funding must complete and submit a project report form within two months of funding being spent to subsidise travel for youth to participate in sporting activity and or competition

· Project reports have been received from, Aupouri Rugby Football Sports Club, Bay of Islands Special Olympics Kaitaia (two reports), Kaingaroa School, Kaitaia College, Kaitaia Pirates Sports Club, Kaitaia United Associated Football Club, Mangonui School, Peria School, and Te Kura Kaupapa Maori o Pukemiro.

Recommendation

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

a) Aupouri Rugby Football Sports Club

b) Bay of Islands Special Olympics Kaitaia (May 2017)

c) Bay of Islands Special Olympics Kaitaia (November 2017)

d) Kaingaroa School

e) Kaitaia College

f) Kaitaia Pirates Sports Club

g) Kaitaia United Associated Football Club

h) Mangonui School

i) Peria School

j) Te Kura Kaupapa Maori o Pukemiro

1) Background

The Far North District Council, as part of its agreements with Sport New Zealand and Sport Northland to administer Rural Travel funding, is required to submit an annual report on how the funding was allocated. To assist the Council in compiling this report and to ensure accountability from applicants a project report form for funding is requested. The Community Boards have in the past indicated a preference to support applicants that have returned a completed project report form for previous funding.

2) Discussion and Options

A copy of the project report forms are attached for the Board to receive. If Board members have concerns or issues with any of these reports, they should be discussed at this point of the meeting.

Reason for the recommendation

To receive the project reports from previous funding applicants to the Rural Travel Funding Scheme.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Attachments

1. Rural Travel Fund Project Report - Aupouri Rugby Football Sports Club - A2348712 ⇩

2. Rural Travel Fund Project Report - BOI Special Olympics Kaitaia (May 2017) - A2411107 ⇩

3. Rural Travel Fund Project Report - BOI Special Olympics Kaitaia (Nov 2017) - A2369180 ⇩

4. Rural Travel Fund Project Report - Kaingaroa School - A2404746 ⇩

5. Rural Travel Fund Project Report - Kaitaia College - A2404786 ⇩

6. Rural Travel Fund Project Report - Kaitaia Pirates Sports Club - A2439635 ⇩

7. Rural Travel Fund Project Report - Kaitaia United Associated Football Club - A2472092 ⇩

8. Rural Travel Fund Project Report - Mangonui School - A2404750 ⇩

9. Rural Travel Fund Project Report - Peria School - A2472132 ⇩

10. Rural Travel Fund Project Report - Te Kura Kaupapa Maori o Pukemiro - A2439685 ⇩

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	N/A
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	N/A
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This is a community board report
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	N/A
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	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.

Te Hiku Community Board Meeting Agenda

28 May 2019

7.2 Rural Travel Funding - Applications Winter round 2018/19

File Number: A2407290

Author: Melissa Wood, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To allocate Rural Travel Funding for the 2018/19 winter sporting season.

Recommendation

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

a) Aupouri Rugby Football & Sports Club $1200

b) Eastern United Rugby & Sports Club $200

c) Kaitaia Pirates Sports Club $700

d) Kaitaia Rugby Club JMB $1700

e) Mangonui School $1100

f) Ngataki School $370

g) Panguru Rugby Football Club $375

h) Panguru Sweat Shop and Sports Club $375

i) Peria School $600

j) Taipa Area School $500

k) Te Hapua School $540

l) Te Kura Kaupapa Maori o Panguru $600

m) Te Kura Kaupapa Maori o Pukemiro $1500

n) Te Rarawa JMB Rugby Club $1800

1) Background

The Rural Travel Fund was developed in response to concerns raised by Councils throughout the country about the lack of participation in sport by young people living in rural communities. The Fund was introduced as an interim measure until a rural participation strategy was fully developed and implemented. The strategy is yet to be developed.

Kiwisport was launched in 2009 by Prime Minister John Key and funding is given to Sport Northland to achieve three objectives. One of the barriers that has been identified in Northland is the cost of travel. Sport Northland agreed to give part of its funding to the Far North District Council to add to its Rural Travel Fund to overcome the travel barrier and help achieve their three objectives.

Council receives funding based on a per capita basis and gave the three Community Boards delegated authority to allocate the funding. Each Board receives a sum based on the number of people between ages five and nineteen living in their respective areas. Figures are based on the 2013 census results. This funding round is the second of two funding rounds for the current financial year, for sporting activities taking place in winter, or until November 2019 when the next round of funding is allocated.

Council advertises that funding is available approximately one month before applications close in local newspapers and on Council’s facebook page. The Sport Northland representatives also forward information of the fund to clubs and schools that they work with as a more targeted approach to advertise the funding is available.

2) Discussion and Options

It is each Community Board's role to determine which applications best meet the criteria and will have the most positive broad effect in their communities. The following table is a guide to the funding criteria.

Funding is available for activities taking place within the district. It is understood, that in some cases, competitions do not exist within the district and travel is required in which case the Community Boards may use their discretion.

The Panguru teams listed all affiliate to clubs in Mangonui, or Kaitaia, within the Te Hiku Ward and have therefore been included within this area.

Project reports for any previous grants have been received from all the current applicants. Further detailed information provided by Sport Northland regarding their recommendations has been distributed to Board Members separately.

	Sport Northland (Kiwisport)	Sport New Zealand (Rural Travel)
What are the Objectives?	1. Increase the number of children participating in sport 2. Increase the availability and accessibility of sport for children 3. Support the development of skills to enable effective participation.	Subsidise travel for junior teams participating in local sport competition.
How much is available?	$25,000.00 across the Far North District.	$25,080.30 across the Far North District.
Funding is not available for	Coaches, referees, children playing in Regional or District rep teams, club/school sport administration.	Activities taking place during school hours, coaches, referees, club/school sport administration, travel to training.
Who can apply?	Schools, clubs or individuals.	Schools, clubs or individuals.
What age group is funding for?	Funding is available for school aged children. This is understood to be ages 5 - 18 years of age.	Funding is available for youth/children aged 5 - 19 years of age.
Eligible Sports	Team or individual organised sporting activities such as volleyball, netball, rugby; hockey, football, orienteering, waka ama, basketball, ki-o-rahi, shooting, athletics, swimming.	Sports that have regular grass roots competitions such as netball, hockey, rugby, rugby league, softball, football, touch rugby, basketball.

Applicants are advised, when granted funds, that the funds are to be uplifted within three months and that a project report form is required if they wish to be eligible to apply for future funding.

1	Aupouri Rugby Football and Sports Club	$1200
2	Eastern United Rugby & Sports Club	$200
3	Kaitaia Pirates Sports Club	$700
4	Kaitaia Rugby Club JMB	$1700
5	Mangonui School	$1100
6	Ngataki School	$370
7	Panguru Rugby Football Club	$375
8	Panguru Sweat Shop and Sports Club	$375
9	Peria School	$600
10	Taipa Area School	$500
11	Te Hapua School	$540
12	Te Kura Kaupapa Maori o Panguru	$600
13	Te Kura Kaupapa Maori o Pukemiro	$1500
14	Te Rarawa JMB Rugby Club	$1800

Reason for the recommendation

To fulfil the requirements of the Sport NZ Rural Travel Fund agreement with Sport New Zealand and the Kiwisport agreement with Sport Northland to increase participation in sport by young people living in rural communities.

3) Financial Implications and Budgetary Provision

Council receives two grants annually that make up this funding budget - $25,080.30 from Sport New Zealand and $25,000 (plus GST) from Sport Northland.

Due to carry forward from the previous year the total budget for rural travel funding for the 2018/19 financial year is $49,566.67. The percentage of youth throughout the district is translated into percentages to calculate the percentage of funding each Board can allocate. It is recommended that only 40% of the total funding be allocated for summer activities and the remainder allocated for the busier winter sporting season.

The total of grants approved for the Te Hiku summer round was $4,050, leaving a balance of $2,195.40 which has been carried over to the winter round, making a total of $11,563.50 available for winter 2018/19 grants.

%	Board	40% Summer	60% Winter	Total
31.5%	Te Hiku Community	$6,245.40	$9,368.10	$15,613.50
28%	Kaikohe-Hokianga Community	$5,551.47	$8,327.20	$13,878.67
40.5%	Bay of Islands-Whangaroa Community	$8,029.80	$12,044.70	$20,074.50

Attachments

1. Rural Travel Funding Application Winter 2019 - Aupouri Rugby Football & Sports Club - A2473877 ⇩

2. Rural Travel Funding Application Winter 2019 - Eastern United Rugby Football Club - A2473878 ⇩

3. Rural Travel Funding Application Winter 2019 - Kaitaia Pirates Sports Club - A2473879 ⇩

4. Rural Travel Funding Application Winter 2019 - Kaitaia Rugby Club JMB - A2473880 ⇩

5. Rural Travel Funding Application Winter 2019 - Mangonui School - A2473881 ⇩

6. Rural Travel Funding Application Winter 2019 - Ngataki School - A2473882 ⇩

7. Rural Travel Funding Application Winter 2019 - Panguru Rugby Football Club - A2473883 ⇩

8. Rural Travel Funding Application Winter 2019 - Panguru Sweat Shop & Sports Club - A2473885 ⇩

9. Rural Travel Funding Application Winter 2019 - Peria School - A2473886 ⇩

10. Rural Travel Funding Application Winter 2019 - Taipa Area School - A2473887 ⇩

11. Rural Travel Funding Application Winter 2019 - Te Hapua School - A2473888 ⇩

12. Rural Travel Funding Application Winter 2019 - Te Kura Kaupapa Maori o Pukemiro - A2473890 ⇩

13. Rural Travel Funding Application Winter 2019 - Te Kura Taumata o Panguru - A2473891 ⇩

14. Rural Travel Funding Application Winter 2019 - Te Rarawa JMB Rugby Club - A2473892 ⇩

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	This report is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The Council promotes a vibrant and thriving economy that encourages a wide range of sporting activities and a safe a healthy district where young people are valued.
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 delegated to Community Boards to consider.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are none that affect Maori any greater than other residents of the District.
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.	Anyone in the district participating in organised sporting activities could be eligible for funding. To try and capture everyone the funding is advertised a month in advance in newspapers, social media and word of mouth
State the financial implications and where budgetary provisions have been made to support this decision.	Funding is provided by Sport Northland (Kiwisport) and Sport New Zealand (Rural Travel).
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

28 May 2019

7.3 Chairperson and Member Reports

File Number: A2407344

Author: Melissa Wood, 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 Te Hiku Community Board note the reports from the Chairperson, and Members Ward, and Atkinson.

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. Chairperson Report A Gardner 28 May 2019 - A2467742 ⇩

2. Member Report N Ward 28 May 2019 - A2470331 ⇩

3. Member Report L Atkinson 28 May 2019 - A2476012 ⇩

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.

Te Hiku Community Board Meeting Agenda

28 May 2019

COMMUNITY BOARD CHAIRPERSON’S REPORT

Report to Community Board Te Hiku

Chairperson’s Name Adele Gardner

Subdivision Kaitaia – Te Hiku

Date 27 Mar – 2 May 19

REPORT

1) Meetings

27 Mar - One on One with CEO at Te Ahu

28 Mar - Audit Risk & Finance Meeting Kaikohe

1 April - Workshop re ANZAC Day Service

1 April - Te Hiku Sports Hub Meeting

3 April - Ahipara Community Plan workshop at Ahipara

4 April - Paihia Wastewater Treatment workshop

4 April - Extraordinary Council Meeting Kaikohe

5 April - Te Ahu Trust Meeting

10 April - Mtg with Community Person re speed issues Bonnetts Road

10 April - Review of footpaths with FNDC staff member

11 – 14 April – Community Board Conference in New Plymouth

15 April - Meeting to review Jaycee Park concept plans

16 April - Community Board Meeting at Coopers Beach

17 April - Council Meeting at Kaikohe

17 April - Attended a meeting with the Community at the Herekino Hall

25 April - Hosted the Civic ANZAC Service at Te Ahu

27 April - Community Consultation re Jaycee Park at Kaitaia Market

30 April - Meeting with Kaitaia Business Association

1 May - One on one with CEO of FNDC

1 May - Roading meeting at Te Ahu

2 May - District Strategy & Spatial Planning workshop at Kaikohe

2 May - Jaycee/Centennial Park workshop with staff Kaikohe

2) Issues - Lake Ohia Hall.

3) Resource Consents: RMA2190498 – Te Make Farms Ltd Sandhills Road Lots 1-2 DP 156631, Earthworks Consent.

RMA2190537 – Resin & Wax Holdings Ltd 573 Kaimaumau Road Waiharara. Lot 6 DP 405064 SW corner 88 ha BLK IV OPoe. To extract Kauri peat from peat deposits and process the extracted peat to recover resin and waxes for export.

RMA2190545 – M Ellison & C Slavin, 14 Heretaunga Crescent, Cable Bay. Lot 1 DP 62322. To construct a timber frame shed double garage.

RMA2190573 – Parry Family Trust. Lot 3 DP 50555 & Pt lot 2 DP 50555 at 3-5 North Road Kaitaia. To change existing Motel to be used as permanent residential accommodation units in the residential zone.

4) Request for Service: RFS 3940964 – Kaitaia Saturday Market place potholes, tidy up of pedestrian access lane between Commerce St and Kaitaia Market/carpark.

RFS 3948073 – Speed Humps Bonnetts Road after meeting with community.

RFS 3948317 – Footpath excess after design

RFS 3949686 – Request for project Manager for Jaycee/Centennial Park

RFS 3949685 – Possible footpath extension on Mill Bay Road to be included in footpath to Beach Road Mangonui.

Te Hiku Community Board Meeting Agenda

28 May 2019

7.4 Elected Member Conference Attendance Reports - 2019 Community Boards Conference

File Number: A2474408

Author: Melissa Wood, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

An Elected Member’s attendance at a conference, course, seminar or training event is subject to the provision of the Elected Members Allowances and Reimbursement Policy. This policy requires the Elected Member to provide a report to Council after attending an event in order to provide transparency to the public that ratepayer funds are being used effectively.

Executive Summary

· Three members of the Te Hiku Community Board attended the 2019 Community Boards Conference held during April, in New Plymouth.

· Chairperson Gardner, and Member Atkinson have tabled reports

· Expenses for their attendance has been included in this report

Recommendation

That Council note the report entitled “Elected Member Conference Attendance Reports - 2019 Community Boards Conference”

1) Background

The Elected Members Allowances and Reimbursement Policy sets out the provisions which apply to an Elected Member’s attendance at a conference, course, seminar or training event.

The policy provides that each Elected Member may attend one conference or professional development event per representative body to which they are elected or appointed per annum.

The conference, course, seminar or training event must contribute to the Member’s ability to carry out Council business and be approved by His Worship the Mayor and Chief Executive Officer, or the Council, depending on the request.

Following attendance a report must be written by the Elected Member to the next meeting of the Community Board however the reports from Chairperson Gardner and Member Atkinson were the only reports received at the time of writing this report.

There were 9 representatives who attended the Community Board Conference from the Far North:

Adele Gardner Lawrie Atkinson Bronwyn Bauer-Hunt

Shaun Reilly Louis Toorenburg Alan Hessell

Lane Ayr Rachel Smith Bruce Mills

2) Discussion and Options

The Elected Members reports attached provides feedback on what elected members have learned and the value to the organisation from attendance at the conference that is the subject of this report.

A further report will be tabled on receipt of the outstanding elected member report.

Reason for the recommendation

To provide information to the Community Board on the consequential travel expenses, and feedback on the conference. The aim is to provide transparency and confidence to the public that ratepayer funds are being used effectively.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary provision required as a result of this report.

Some costs are still yet to be invoiced so the total approximate cost to ratepayers for Chair Gardner and Member Atkinson, incurred to date is $3935.

Attachments

1. Chairperson Gardner attendance report - Community Board Conference 2019 - A2467743 ⇩

2. Member Atkinson attendance report - Community Board Conference 2019 - A2476010 ⇩

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	This is an information only report
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The recommendation is consistent with the Elected Members Allowances and Reimbursement 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 is an information only 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.	This is an information only report
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	This is an information only report
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 provisions.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

28 May 2019

Elected Members

Training and Conference/workshop Attendance report

Report to Community Board	Te Hiku Community Board
Member Name:	Adele Gardner – Chair Te Hiku Community Board
Subdivision:	Kaitaia
Date of Report:	28 April 2019
Name and date of Conference	11 – 13^th April 2019

It was my pleasure to represent the Far North District Council at the Community Board Conference in New Plymouth 11-13^th April 2019

There were approximately 200 registered people from Community Boards, Councillors, Mayors and staff from various Councils. Upon registering on the Thursday evening it was into meeting, greeting and networking.

The Conference began on Friday morning and the general message this conference portrayed throughout was ensuring that the Youth are in engaged and the youth voice is being heard. There were a diverse range of speakers who shared their wide and varied range of experiences, knowledge, advice and thoughts.

Darren Pratley who has over 25 years experience in marketing, branding, operational management, governance and systems implementation. Darren’s message was looking forward, encouraging youth and talent.

Puna Wano-Bryant & Wharehoka Wano led a workshop (I attended) on Engaging with the Maori Community. Puna who was the Chairperson of the Parihaka Papakainga Trust and she lead their unique and unprecedented out-of-settlement reconciliation process with the Crown in 2017. She believes to build a community you need a heart for unity and doing so be compassionate to others but most importantly to yourself. Wharehoka is currently the CEO of Te Kahui o Taranaki Iwi, in is involved with a number of other organisations at a high level. He is committed to ensuring the voices of Te Atiawa pahake, taiohhi and mokopuna are heard and also has a passion for educational, cultural and te reo aspirations. Their message was to engage Maori in the decision-making process.

Sean Zeiltjes – who is leading the Taranaki Mounga Project. This project is a landscape scale ecological restoration project working to bring the mountains, ranges and islands back to life. The project area is 34,000ha of alpine, forest and coastal environment and it is about working with others in the region including the Kaitake Community Board to inspire Taranaki Communites to pick up the challenge and create a step change in biodiversity restoration. Sean is making sure that they are on target to secure the Mounga from predators and weeds, and then restore species to it, revitalising the ecology across the landscape. This project is in its third year and is expected to take 10 years, he sees this as a lifetime opportunity for the community to restore ecosystems and are sustained in the long term promoting involvement and ownership by the iwi and the community. A great project that could have some merit in the Far North District.

Sarah Colcord – won her local body elections in 2016 and represents Manurewa Local Board. Sarah is the co-founder of the Auckland Youth Voice – a network that supports the development of Youth Voice groups/Councils in Auckland. She also voluntarily supports the Manurewa Youth Council within her capacity as a Youth Worker. Sarahs strong desire is to connect, support and empower the young people of Aotearoa and to ensure they are part of the decision- making process. Perhaps Sarah could be engaged to promote our Youth in the Far North District.

Malcolm Alexander – the CEO of Local Government New Zealand and Dave Cull who is the President of LGNZ both gave inspiring speeches. Both addresses were around ensuring the Youth are included in the decision-making process.

Shay Wright – founder of two social enterprises – Te Whare Hukahuka and Nuku Ltd.

Shay established Teach First NZ, is a member of several Government Advisory Boards, a speaker, strategist and futurist. His leadership is around connection between entrepreneurship and community, strategies to grow youth leadership in our communities and how indigenous concepts can help to reshape our relationships. Shay was a very dynamic speaker and would be helpful for our Youth Groups in the Far North District.

Dr Natalie Jackson – has a PhD in Demography and Bachelor and Masters degree in Social Science. Natalie’s address was on ‘The implications of our ageing population’. Natalie’s focus today is on regional population ageing, the subnational ending of the population growth, and the consequences of these trends for all levels of government, the labour market, the welfare state, education and health care policy, housing and business in general. This work depends on the accuracy of the Census figures.

Noa Woolloff – who is employed working for the Mayors Taskforce for Jobs. Noa spoke mainly about his experience being a young person today (he is 20 years old) and the complex challenges that are facing his generation. In his work he is aiming for zero youth unemployment.

Dr Mike Reid – Principal Policy Advisor at LGNZ – being the last speaker to wind up the Conference. Mike has worked with LGNZ since 1996 and has been involved in the review of local government’s core legislation since that date. He also provides governance advice to elected members and officials.

Although Community Boards have to follow Local Government legislation on how they operate, I found that some Community Boards operated differently to others. We all had the same philosophy, that we all enjoyed working with our communities and making it a better place for future generations.

Overall the young people who spoke were absolutely inspiring and are our future leaders, we must encourage and engage them in all levels of decision-making.

Whangaroa-Bay of Islands Community Board won an award, being the Peoples Choice Award for the development of the Kaeo Playground.

Thank you for the great opportunity to attend this conference.

Te Hiku Community Board Meeting Agenda

28 May 2019

7.5 Funding Project Reports

File Number: A2439473

Author: Melissa Wood, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To receive the project reports 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 Ahipara Coastal Patrol, Doubtless Bay Fishing Contest & Auction, Far North Environment Centre, Kaitaia and Districts Agricultural and Pastoral association, Pukenui Community Gardens (St Mary’s Community Church), and Te Ropu o Muriwhenua Inc. Ahipara Coastal Patrol have submitted a refund of $232.20 unspent funds.

Recommendation

That the Te Hiku Community Board notes the following Local Community Grant Project Reports from:

a) Ahipara Coastal Patrol

b) Doubtless Bay Fishing Contest & Auction

c) Far North Environment Centre

d) Kaitaia and Districts Agricultural and Pastoral association

e) Pukenui Community Gardens (St Mary’s Community Church)

f) Te Ropu o Muriwhenua Inc

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. Further supporting documentation provided by the applicant has been provided to Board Members for their consideration separately. Should Board members have concerns or issues with the report, they should be discussed at this part of the meeting.

Reason for the recommendation

To receive the project reports 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. Community Grant Funding Project Report - Ahipara Coastal Patrol - A2405162 ⇩

2. Community Grant Funding Project Report - Doubtless Bay Fishing Contest & Auction - A2471752 ⇩

3. Community Grant Funding Project Report - Far North Environment Centre - A2395533 ⇩

4. Community Grant Funding Project Report - Kaitaia and Districts Agrigultural & Pastoral Association - A2471455 ⇩

5. Community Grant Funding Project Report - Pukenui Community Gardens (St Mary's Church) - A2471616 ⇩

6. Community Grant Funding Project Report - Te Ropu o Muriwhenua Inc - A2471583 ⇩

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.

Te Hiku Community Board Meeting Agenda

28 May 2019

7.6 Te Hiku Statement of Community Fund Account as at 31 March 2019

File Number: A2438112

Author: Ajay Kumar, Management Accountant

Authoriser: Angie Thomas, Chief Financial Officer (Acting)

Purpose of the Report

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

Recommendation

That the Te Hiku Community Board receives the report Te Hiku Statement of Community Fund Account as at 31 March 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	$146,701.00
· Plus Grant refunded from He Whanaumarama Trust	$3,000.00
· Less Allocate funds towards Jaycee Park Project (Children's Playground). $33,300 from Community Board Placemaking Fund, $19,500 from Local Community Grant Fund (Strategic Plan allocation)	$52,800.00
· Less funds granted and uplifted to 31 March 2019	$56,190.00
· Less funds not uplifted from 08 November 2018 for ANZAC expenses – (THCB Strategic Plan allocation)	$500.00
· Less funds not uplifted from 05 March 2019 for NZ Offshore Powerboat Association, Be Free Incorporated, Awhina Hoiho Charitable Trust	$6,978.00
Community Fund Account balance as at 31 March 2019	$33,233.00

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 March 2019 is $33,233.00.

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.

Any uncommitted balance remaining at the end of the financial year (30 June) is non-accumulative towards future years grants. The new financial year allocation of $146,701 becomes available on 1 July.

Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of funds from the Te Hiku Community Fund account to the Te Hiku Community Board. The statement of the Community Fund account as at 31 March 2019 is attached.

Attachments

1. 2019-05-28 THCB Statement of Te Hiku Community Board Community Fund Account as at 31 March 2019 - A2460880 ⇩

Te Hiku Community Board Meeting Agenda

28 May 2019

7.7 Application for Funding - Kerikeri Theatre Company

File Number: A2474645

Author: Melissa Wood, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

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

Executive Summary

· The Applicant seeks funding towards costs associated with their performances in Kaitaia and Mangonui

· The Board has not funded the applicant previously

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $1,514 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kerikeri Theatre Company for costs toward their performances of ‘Ladies Night’.

i) Proud vibrant communities

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

1) Background

Kerikeri Theatre Company provides learning, experience and performance opportunities in the performing arts and film. They are performing their production of Ladies Night at 6 venues across the district during June/July 2019, including 2 venues at Kaitaia and Mangonui. Their intention is also to gauge an interest from these communities with a view to extending their classes/workshops/productions into these areas in the future.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has not been previously funded by the Board.

This application is for 15% of the costs for this production. They have also applied to Kaikohe-Hokianga Community Board, and Creative Communities. Their application to Bay of Islands-Whangaroa Community Board was ineligible as it was submitted too late.

Option 1 Authorise the full amount requested

Funding of 15% of the total project cost could be considered.

Option 2 Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. Funding Application - Kerikeri Theatre Company - A2475790 ⇩

2. Schedule of Supporting Documentation - Kerikeri Theatre Company - A2475799 ⇩

Compliance schedule:

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

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

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

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

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

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

1	Project Outline
2	Quote - Kaitaia RSA
3	Quote - Bread & Butter
4	Quote - Design & Print Kerikeri x 2
5	Quote - AVIT Solutions
6	Quote - DDF Dance Studios
7	Quote - Tony Kay
8	Travel & mileage schedule
9	Financial Performance Report year ended 31 Dec 2018
10	Bank statements
11	Health & Safety Policy