Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

5 June 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

5 June 2019

Kaikohe-Hokianga Community Board Meeting

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

Wednesday 5 June 2019 at 10.30 am

Order Of Business

1 Apologies and conflicts of Interest 9

2 Public Forum.. 9

3 Deputations. 9

4 Speakers. 9

5 Confirmation of Previous Minutes. 10

5.1 Confirmation of Previous Minutes. 10

6 Strategic Planning and Policy Group. 16

6.1 Basketball Court Project - Memorial Park, Kaikohe. 16

7 Corporate Services Group. 34

7.1 Chairperson and Members Report 34

7.2 Additional Winter Rural Travel Funding Application from Matihetihe School 43

7.3 Funding Project Reports. 48

7.4 Kaikohe-Hokianga Statement of Community Fund Account as at 30 April 2019. 60

7.5 Application for Funding - Pioneer Village Kaikohe - CCTV.. 64

7.6 Application for Funding - Kerikeri Theatre Company. 72

7.7 Application for Funding - Pioneer Village Kaikohe - Park Up Safely. 91

7.8 Application for Funding - Pioneer Village Kaikohe - Growing Opportunities. 102

7.9 Application for Funding - Kaikohe Rugby Football & Sports Club Inc. 110

7.10 Application for Funding - Rawene Community Hall Management Committee. 120

7.11 Application for Funding - Hokianga Community Educational Trust 132

7.12 Application for Funding - Rawene Area Residents Association. 142

7.13 Application for Funding - Hokianga Harbour Care Inc. 156

8 Information Reports. 166

8.1 Broadwood Community Plan Report 166

8.2 Kaikohe - Hokianga Hall Committee Annual General Meeting Minutes, Financial Statements and / or Usage Data. 180

9 Meeting Close. 217

1 Apologies and conflicts of Interest

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

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

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

2 Public Forum

3 Deputations

11:40 am Representative from Pou Herenga Tai Twin Cost Cycle Trail Trust

4 Speakers

11:00 am Representative from Pioneer Village Kaikohe – Growing Opportunities application

11:05 am Representative from Pioneer Village Kaikohe – Park Up Safely application

11:10 am Representative from Kaikohe Rugby Football & Sports Club Inc

11:15 am Representative from Hokianga Community Education Trust

11:20 am Representative from Hokianga Harbour Care

11:25 am Representative from Rawene Area Residents Association

11:30 am Representative from Kerikeri Theatre Company

11:35 am Representative from Sport Northland

Kaikohe-Hokianga Community Board Meeting Agenda

5 June 2019

MINUTES OF Far North District Council
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 1 May 2019 AT 10.29 am

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

STAFF PRESENT: Melissa Wood (Meetings Administrator), Marlema Baker (Meetings Administrator), Gordon Dellar (Assets Manager)

1 Apologies and conflicts of Interest

There were no apologies or declarations of interest.

2 Public Forum

Gwen Freese spoke on behalf of the Hokianga Hospital Auxiliary funding application, Item 6.6 refers, and tabled an amended copy of page 4 of their application, with updated financial information

Trevor Kohowski, Richard Schutt, Delvene Morrissey, local community residents spoke in regard to the Kohukohu Community Hall.

David Mules, Chairperson North Hokianga Development Trust spoke about the Hokianga Ferry operator review, with particular regard to a community proposed business model.

3 Deputations

There were no deputations.

4 Speakers

Jenny McDougall, Fiona Fleming, and Pam Collins representatives from Manaki Tinana Trust spoke to their funding application Agenda Item 6.7 refers. Further documentation was presented to the Board in support of their application.

Cheryl Smith, Sport Northland Rural Funding Coordinator spoke to the report Agenda Item 6.3 refers.

Gordon Dellar (Assets Manager – Far North District Council) spoke to the Board regarding the progress of the Kohukohu Community Hall repairs.

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 5.1 document number A2427532, pages 10-15 refers

Resolution 2019/38

Moved: Chairperson Mike Edmonds

Seconded: Cr John Vujcich

Subject to the following corrections to item 7.1:

Moved: Chairperson Mike Edmonds
Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board writes a letter of support for the application from the Opononi Omapere Water Liaison Group to NRC for grant funding for the definition phase of the comprehensive environmental study for the Hokianga Habour.

The Kaikohe-Hokianga Community Board confirm the minutes held 3 April 2019 be a true and correct record.

Carried

6 Corporate Services Group

6.1 Chairperson and Members Report

Agenda item 6.1 document number A2427582, pages 16 - 20 refers

Resolution 2019/39

Moved: Chairperson Mike Edmonds

Seconded: Cr John Vujcich

The board amends the strategic statement updated at the February 2019 meeting by adding the following words:

Electoral Representation

The 2010 Representation Review resulted in Okaihau being split across two subdivisions – despite a number of objections. It is the board’s position that this decision was counterintuitive and appeared to be a simple exercise of balancing numbers despite the provisions of the Local Electoral Act (2001) S19JA(2). The board supports the realignment of subdivisions (in the 2022 Representation Review) so that Okaihau again sits within one subdivision.

Funding Priorities

The board will give higher priority to funding requests:

- for events that are identified within community plans

- for projects that are identified within community plans

- for seed funding (including initial design, business case, feasibility study) for projects that the board considers have a good chance of success and that will generate a significant multiple of the funding amount

- and that up to $2500 be allocated for a Christmas parade (or similar function) in each of Rawene and Kaikohe.

Council Procurement

The board supports any change to the procurement practices of the FNDC such that the following local factors be taken into account:

- social benefit

- economic benefit

- environmental benefit

- maintenance of community capacity (in whatever form)”

CARRIED

Moved: Chairperson Mike Edmonds

Seconded: Cr John Vujcich

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

Carried

6.2 Rural Travel Funding Project Reports

Agenda item 6.2 document number A2431527, pages 21 - 25 refers

Resolution 2019/40

Moved: Member Shaun Reilly

Seconded: Cr John Vujcich

That the Kaikohe-Hokianga Community Board note the Rural Travel Project Report from Kaikohe Rugby Football and Sports Club - Junior Rugby.

Carried

6.3 Rural Travel Funding - Applications Winter round 2018/19

Agenda item 6.3 document number A2431516, pages 26 - 42 refers

Resolution 2019/41

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board allocates funding in accordance with the recommendations received from Sport Northland as follows:

Kaikohe Amateur Football Club $2,100

Kaikohe Rugby Football and Sports Club $3,000

Mid North United Sports $2,178

North Hokianga Junior Sports $1,250

Rawene School $1,800

Tautoro Titans Rugby League Club $2,250

Carried

6.4 Funding Project Reports

Agenda item 6.4 document number A2427543, pages 43 - 46 refers

Resolution 2019/42

Moved: Member Louis Toorenburg

Seconded: Member Emma Davis

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

Carried

6.5 Kaikohe-Hokianga Statement of Community Fund Account as at 31 March 2019

Agenda item 6.5 document number A2438043, pages 47 - 50 refers

Resolution 2019/43

Moved: Cr John Vujcich

Seconded: Member Alan Hessell

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

Carried

6.6 Application for Funding - Hokianga Hospital Auxiliary Inc

Agenda item 6.6 document number A2427590, pages 51 - 60 refers

Resolution 2019/44

Moved: Member Kelly van Gaalen

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $2,800 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Hospital Auxiliary Incorporated for costs towards the 2019 Wearable Arts Event, to support the following Community Outcomes:

i. Proud vibrant communities

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

Carried

Attachments tabled at meeting

1 Tabled Papers - Hokianga Hospital Auxillary

6.7 Application for Funding - ManĀki Tinana Trust

Agenda item 6.7 document number A2432169, pages 61 - 71 refers

Resolution 2019/45

Moved: Member Kelly van Gaalen

Seconded: Cr John Vujcich

That the Kaikohe-Hokianga 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 Manāki Tinana Trust for costs toward purchasing gym equipment, to support the following Community Outcomes:

i) Proud vibrant communities

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

Carried

Attachments tabled at meeting

1 Tabled Papers - Manaki Tinana Trust

7 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 5 June 2019.

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

CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

5 June 2019

6 Strategic Planning and Policy Group

6.1 Basketball Court Project - Memorial Park, Kaikohe

File Number: A2479610

Author: Robert Willoughby, Community Development Advisor

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

Purpose of the Report

To seek approval from Council to build the asset when sufficient funding has been secured.

Executive Summary

A proposal by residents requesting a basketball court on Memorial Park in Kaikohe was received in 2018. The Kaikohe Community Youth Charitable Trust (KCYCT) was formed to raise funds to build the Basketball Court. Quotes from two parties have been obtained. The estimated cost of the project is $100,000. To date the Trust has raised $72,000, a shortfall of $28,000.

A preferred location for the asset has been agreed and Council confirms there are no consenting requirements. The Trust has asked Council to manage the project, and the Trust would like Council to maintain the asset in perpetuity.

Legal opinion confirms that the asset will automatically vest in Council by virtue of being on the reserve.

This report recommends that Council build the asset when sufficient funding has been secured.

Recommendation

That the Kaikohe-Hokianga Community Board recommends to Council

a) That approval be given to construct a basketball court on Memorial Park reserve once the Kaikohe Community Youth Charitable Trust has secured sufficient funding.

b) That Council staff manage the project using funds received from the Kaikohe Community Youth Charitable Trust.

c) That sufficient operational funding be allocated in the 2020/21 Annual Plan and subsequent Long Term Plans to maintain, insure and depreciate the asset.

1) Background

A public petition of 1500 signatures to the Far North District Council requesting a basketball court on Memorial Park in Kaikohe was received in 2018. The cost of the project has been quoted at $100,000. The Kaikohe Community Youth Charitable Trust was formed to raise funds to build the asset. To date the Trust has raised $72,000 from the following donors:

Oxford Trust	30,000
Pub Charity	10,000
Kaikohe-Hokianga Community Board	20,000
Northland District Health Board	5,000
Te Kotahitanga e Mahi Kaha Trust	5,000
Ngapuhi Runanga	1,500
New World Kaikohe	500
Total Raised	72,000

There is a short-fall of funding.

Council and KCYCT have agreed a preferred location for the court and Council staff confirm that there are no consenting requirements. Memorial Park does not have a reserve management plan in place. There is therefore no restriction on the placement of an asset such as this.

A concept plan has been developed by the community, led by AKAU, to articulate the design, size and structure of the court and the surrounding area.

KCYCT wants Council to manage the project and own and maintain the court once it is completed.

2) Discussion and Options

Project management, ownership and responsibility for maintenance

Council automatically becomes the owner of the asset once it has been constructed on a Council reserve. Operating costs have been estimated at $5,000 per year including maintenance, insurance and depreciation.

Assuming that the asset will be constructed in 2019/20, operating costs will not arise until 2020/21. These costs will therefore be included in the 2020/21 Annual Plan and subsequent LTP.

Should the project go ahead, Council will need to manage the construction of the asset to ensure it is fit for purpose, constructed to the required standard and safe for users.

Funding shortfall

KCYCT are $28,000 short of the quoted cost. The Trust itself has sought the quotes the funding target is based on. Since Council will project manage and own the resulting asset, it is necessary for Council’s procurement process to be followed and therefore more work done on securing quotes to lay the foundation. Two quotes have also been received for the astro-turf and court fitout element. Foundation costs seem to vary depending upon the locality of the contractor. It is possible that the cost for foundation could be reduced.

Options are:

Option 1 (preferred): Work with KCYCT to review the quoted cost using Council contractors. The Trust has received two quotes. Given the cost variances between them a third quote is being sought. Staff recommend the asset should not be built until the funding streams have been secured.

Option 2: KCYCT continues its fundraising efforts and works with Council to phase the project so that funds already raised can be put to use. Although this mitigates the risk of having to repay donor funds, Council faces the possibility that the Trust is unsuccessful in raising the rest of the money, leaving Council with the cost of completing the build.

Approval to construct the asset on Memorial Park Reserve

The Community Board does not have the delegated authority to approve construction of the asset on a reserve. Therefore, Council approval needs to be sought.

Reason for the recommendation

The project is recognised by Council as an excellent place-making initiative that will attract substantial use by the youth of Kaikohe and visitors. The community has done a good job of raising a significant amount of funding and is close to target but requires more time to get to their goal.

Since the asset will be owned and maintained by Council it is important that Council’s procurement and construction processes be adhered to. For this reason the recommendation is to proceed only when Council-approved quotes have been received and sufficient funding has been confirmed.

3) Financial Implications and Budgetary Provision

Attachments

1. AKAU Kaikohe Basketball Court Report - A2482196 ⇩

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
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The projects sits well as a place making activity for Kaikohe and fits within the social development goals of the Kaikohe Community Plan to engage youth in developing programs and activities for their community.
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.
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.
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.
State the financial implications and where budgetary provisions have been made to support this decision.
Chief Financial Officer review.	The Chief Financial Officer (Acting) has reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

5 June 2019

7 Corporate Services Group

7.1 Chairperson and Members Report

File Number: A2438794

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To note the reports from the Chairperson and Members.

Recommendation

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

1) Background

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

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

2) Discussion and Options

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

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

The reports from the Chairperson and Members are attached.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. KHCB Chairs Report - Mike Edmonds - A2484042 ⇩

2. KHCB Members Report - Louis Toorenburg - A2489162 ⇩

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

5 June 2019

7.2 Additional Winter Rural Travel Funding Application from Matihetihe School

File Number: A2474542

Author: Melissa Wood, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To seek approval from the Community Board for payment of a rural travel grant to Matihetihe School for the 2018/19 Winter sporting season.

Executive Summary

· The Rural Travel Fund application received from Matihetihe School was not considered by the Kaikohe-Hokianga Community Board as part of their grant approvals, due to it being assigned to the incorrect Ward area.

· The Sport Northland advisor has considered their application within the context of the other applications received and made a recommendation based on this.

· A recommendation is being made to redirect a refund of unspent grant funds to Matihetihe School in accordance with Sport Northland’s recommendation.

Recommendation

That the Kaikohe-Hokianga Community Board

a) Allocates a Rural Travel grant to Matihetihe School of $515 following the advice from Sport Northland.

b) authorises a sum of $75 from the Board’s Community Fund account to Matihetihe School to support children participating in regular sporting activity during the 2019 winter season to support the following community outcome:

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

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.

Matihetihe School (Mitimiti) submitted a rural travel funding application, which was inadvertently assigned to the incorrect Community Board area for processing. Subsequently it was not tabled to the Kaikohe-Hokianga Community Board (KHCB) at their last meeting on 1 May. The total amount of funding allocation for KHCB for the Winter 2019 round has now been committed.

2) Discussion and Options

Council has recently received a refund of $515 of unspent funds from a grant approved in an earlier Rural Travel Funding allocation round, providing a small amount left uncommitted in the budget. While there is provision with Rural Travel Funding to carry forward a small uncommitted balance like this, staff recommend it be granted to this applicant as the application was completed and submitted correctly and is eligible for funding.

The funding application submitted was for $1,000. The Sport Northland advisor has assessed it in the same way the applications granted at the last meeting were assessed and recommended a sum of $600.

There has been an instance previously where the Community Board have had insufficient rural travel funding to allocate to all eligible applications, and the Board had resolved to allocate some of its community grant fund to fund the remaining amount. Staff recommends that the Board do the same again for this application to allocate the full amount of $600 to the applicant as recommended by the Sport Northland advisor.

The applicant has not applied for any Rural Travel Funding assistance in either this triennium or the 2013-2016 triennium.

The application and supporting documentation has been checked by staff and meets all the requirements of the eligibility criteria.

Option 1

Authorise the allocation of the $515 returned unspent rural travel funds to Matihetihe School to support students’ participation in local sporting activities

Option 2

Decline to authorise the allocation of the $515, which would be returned to the grant allocations for distribution in the next sporting season.

Option 3

Authorise a sum of $515 from the rural travel budget and a sum of $75 from the Community Grant Fund to provide the application with a grant of $600 as recommended by the Sport Northland Representative.

Option 3 is the recommended option as it aligns with the objectives of the Rural Travel Grant Fund and Community Grant Policy.

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

Funding is provided by Sport Northland (Kiwisport) and Sport New Zealand (Rural Travel).

Attachments

1. Rural Travel Funding Application - Matihetihe School - A2465551 ⇩

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.

Kaikohe-Hokianga Community Board Meeting Agenda

5 June 2019

7.3 Funding Project Reports

File Number: A2438819

Author: Marlema Baker, 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.

· Project reports have been received from Kaikohe Business Association and Hokianga Harbour Care Inc.

Recommendation

That the Kaikohe-Hokianga Community Board note the project reports from Kaikohe Business Association and Hokianga Harbour Care 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. 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. 2019-06-05 KHCB Project Report Form - Kaikohe Business Association - Community Patrol - A2478330 ⇩

2. 2019-06-05 KHCB Project Report Form - Hokianga Harbour Care Native Plant Propagation - A2494875 ⇩

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

5 June 2019

7.4 Kaikohe-Hokianga Statement of Community Fund Account as at 30 April 2019

File Number: A2485961

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 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 30 April 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 30 April 2019	$34,716.75
· Less funds not yet uplifted at meeting 01 May 2019 for Hokianga Hospital Auxiliary Inc and Manāki Tinana Trust	$6,800.00
· Less funds not yet uplifted at meeting 03 April 2019 for Hokianga Environmental Protection Group, Hokianga Sailing Trust, Taheke Marae Trustees/Board and Volunteering Northland	$13,298.24
· Less funds not yet uplifted at meeting 13 February 2019 for Rawene Golf Club Inc. and Kaikohe Community & Youth Centre Trust	$20,700.00
Community Fund Account balance as at 30 April 2019	$41,887.01

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 30 April 2019 is $41,887.01.

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 30 April 2019 is attached.

Attachments

1. 2019-06-05 KHCB Statement of Kaikohe-Hokianga Community Board Community Fund Account as at 30 April 2019 - A2485875 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

5 June 2019

7.5 Application for Funding - Pioneer Village Kaikohe - CCTV

File Number: A2455747

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information on Pioneer Village Kaikohe application for a grant to assist members in determining whether to approve or decline the application.

Executive Summary

· The Applicant seeks funding towards costs associated with the purchase and installation of CCTV

· The Board has previously funded the applicant in this triennium. Project reports have been received for these grants.

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $1,928 (plus GST if applicable) to be paid from the Board’s Community Fund account to Pioneer Village Kaikohe for costs towards the purchase and installation of CCTV, to support the following Community Outcomes:

i) Proud vibrant communities

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

1) Background

The purpose of the Pioneer Village Kaikohe is to provide a unique and educational museum experience, promote, preserve and make accessible our heritage, and encourage a sense of belonging and pride in our community.

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.

The applicant has requested $1,336 for the computer upgrade. The quote provided shows that the computer upgrade is for $336 – making the total project cost only $3,856.

Option 1 Authorise the full amount requested

The applicant seeks a grant of $2,800 - 49% of the total project cost

Option 2 Authorise partial funding of the amount requested

The Community Grant Policy states that an application can only apply for up to 50% of the total project cost which is $1,928.

Option 3 Decline Funding

Option 2 is recommended by staff so the application aligns with the community policy and community outcomes of the LTP and aligns with previous funding allocated.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. Pioneer Village Kaikohe Application Form - A2455719 ⇩

2. Schedule of Supporting Documents - Pioneer Village Kaikohe - A2455828 ⇩

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

5 June 2019

7.6 Application for Funding - Kerikeri Theatre Company

File Number: A2484524

Author: Marlema Baker, 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 Opononi

· The Board has not funded the applicant previously

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $1,314 (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’ to support the following community outcomes:

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 the Opononi Hotel. 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 13% of the costs for this production. They have also applied to Te Hiku 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 $1314 which is 13% 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 3 Decline the request

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

Reason for the recommendation

3) Financial Implications and Budgetary Provision

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

Attachments

1. 2019-06-05 KHCB Funding Application - Kerikeri Theatre Company - Ladies Night Production - A2478486 ⇩

2. KHCB 2019-06-05 Schedule of Supporting Documents - Kerikeri Theatre Company - Ladies Night Production - A2479730 ⇩

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

5 June 2019

7.7 Application for Funding - Pioneer Village Kaikohe - Park Up Safely

File Number: A2485172

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information on Pioneer Village Kaikohe application for a grant to assist members in determining whether to approve or decline the application.

Executive Summary

· The Applicant seeks funding towards costs associated with the creation of a safe park-up zone

· The Board has previously funded the applicant in this triennium. Project reports have been received for these grants.

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 Pioneer Village Kaikohe for costs towards the creation of a safe park-up zone which will benefit the village and community, to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise the full amount requested

The applicant seeks a grant of $5,000 - 46% 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

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. 2019-06-05 KHCB Funding Application - Pioneer Village - Park Up Safely - A2479694 ⇩

2. 2019-06-05 KHCB Schedule of Supporting Documents - Pioneer Village Kaikohe Park Up Safely - A2479721 ⇩

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

5 June 2019

7.8 Application for Funding - Pioneer Village Kaikohe - Growing Opportunities

File Number: A2485259

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information on Pioneer Village Kaikohe application for a grant to assist members in determining whether to approve or decline the application.

Executive Summary

· The Applicant seeks funding towards costs associated with the purchase of a coffee machine and coffee grinder.

· The Board has previously funded the applicant in this triennium. Project reports have been received for these grants.

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $6,630 (plus GST if applicable) to be paid from the Board’s Community Fund account to Pioneer Village Kaikohe to assist with the purchase of a coffee machine and coffee grinder, to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise the full amount requested

The applicant seeks a grant of $6630 - 29% 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

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. 2019-06-05 KHCB Funding Application - Pioneer Village - Growing Opportunities - A2470496 ⇩

2. KHCB 2019-06-05 Schedule of Supporting Documents - Pioneer Village Kaikohe - Growing Opportunities - A2479727 ⇩

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

5 June 2019

7.9 Application for Funding - Kaikohe Rugby Football & Sports Club Inc

File Number: A2486079

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information on Kaikohe Rugby Football & Sports Club Inc application for a grant to assist members in determining whether to approve or decline the application.

Executive Summary

· The Applicant seeks funding towards costs associated with repairing the clubroom roof and the roof of the external toilet.

· The Board has previously funded the applicant in this triennium. Project reports have been received for these grants.

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $4,558 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe Rugby Football & Sports Club Inc for costs towards purchasing hardware to repair the clubroom roof and external toilet roof, to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

Kaikohe Rugby Football & Sports Club Inc. is an organisation that strives to provide a variety of sporting opportunities to people to play a variety of sports.

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise the full amount requested

The applicant seeks a grant of $4558 - 48% 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

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. 2019-06-05 KHCB Funding Application - Kaikohe Rugby Football & Sports Club Inc - A2478559 ⇩

2. KHCB 2019-06-05 Schedule of Supporting Documents - Kaikohe Rugby Football & Sports Inc - A2479734 ⇩

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

5 June 2019

7.10 Application for Funding - Rawene Community Hall Management Committee

File Number: A2486121

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information on Rawene Community Hall Management Committees application for a grant to assist members in determining whether to approve or decline the application.

Executive Summary

· The Applicant seeks funding towards the cost of an Assurance Review and contributions towards Booking Administration and Cleaning

· The Board has not funded the applicant within the current triennium

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $2,500 (plus GST if applicable) to be paid from the Board’s Community Fund account to Rawene Community Hall Management Committee for costs towards the Assurance Review and contributions towards Booking Administration and Cleaning, to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

The purpose of the Rawene Community Hall Management Committee is to provide a fit for purpose, affordable community facility that members, community groups and individuals may use.

Council’s Community Facilities and Community Hall Policy states that where fee income does not meet expenses, an approach can be made through the Community Board for a one-off grant or for the Community Board to fund a specific shortfall each financial year. The Committee’s Community Board Member will advise if fees may need to be increased or if a hall may no longer meet the community’s needs.

Member Davis was appointed as the Kaikohe-Hokianga Community Board member on the Rawene Community Hall Management Committee.

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise the full amount requested

The applicant seeks a grant of $2,500 - 15% 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

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. 2019-05-06 KHCB Funding Application - Rawene Community Hall - Improving Community Facility - A2483472 ⇩

2. 2019-06-05 KHCB Schedule of Supporting Documents - Rawene Community Hall - Improving Community Facility - A2483491 ⇩

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 and the Community Facilities and Community Hall 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

5 June 2019

7.11 Application for Funding - Hokianga Community Educational Trust

File Number: A2487589

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information on the Hokianga Community Educational Trust application for a Community Grant to assist members in determining whether to approve or decline the application.

· The Applicant seeks funding towards professional fees, administration, travel/mileage, accommodation and publishing costs associated with the 2020 Festival for Change - Book and Film Festival.

· The Board has previously funded the applicant in this triennium. Project reports have been received for these grants.

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $6,600 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Community Educational Trust for costs toward the 2020 Festival for Change Book and Film festival to support the following community outcomes:

i) Proud vibrant communities

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

1) Background

The purpose of Hokianga Community Educational Trust is to support and promote education in Hokianga and to provide opportunities for educational, cultural, and art activities for the people of Hokianga.

2) Discussion and Options

Preliminary assessment of the application:

This application is for 29% of the total project costs event.

Option 1 Authorise the full amount requested

The applicant seeks a grant of $6,600 - 29% of the total project cost

Option 2 Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

Option 3 Decline Funding

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

Reason for the recommendation

3) Financial Implications and Budgetary Provision

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

Attachments

1. 2019-06-05 KHCB Funding Application - Hokianga Community Educational Trust - A2480390 ⇩

2. KHCB 2019-06-05 Schedule of Supporting Documents - Hokianga Community Educational Trust - A2480432 ⇩

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

5 June 2019

7.12 Application for Funding - Rawene Area Residents Association - Manning Street Restoration Project

File Number: A2489853

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information on the Rawene Area Residents Association application for a grant to assist members in determining whether to approve or decline the application.

Executive Summary

· The Applicant seeks funding towards costs associated with the Manning Street Restoration Project

· The Board has previously funded the applicant in this triennium. A project report has been received for this grant.

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $2,500 (plus GST if applicable) to be paid from the Board’s Community Fund account to Rawene Area Residents Association for costs towards professional fees and hirage of a heavy duty mulcher for the Manning Street Restoration Project, to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

The purpose of the Rawene Area Residents Association is the wellbeing of ratepayers and residents in the township area of Rawene

This application is for funds towards facilitator/professional fees and equipment hire as part of the Manning Street Restoration Project.

2) Discussion and Options

Preliminary assessment of the application:

The applicant is seeking $5000.00 which is 100% of the total project costs.

Option 1 Authorise partial funding of the amount requested

Partial funding of a maximum of $2500.00 should be considered to align with the Community Grants Policy “funding requested may not exceed 50% for the total cost.”

Option 2 Authorise the full amount requested

Authorising the full amount requested is an option however as it goes against the policy it is not recommended and if the Board were to agree to authorise a grant that was outside of policy they would need to provide a reason for doing so.

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. 2019-06-05 KHCB Funding Application - Rawene Area Residents Association - Manning St Restoration - A2489121 ⇩

2. KHCB 2019-06-05 Schedule of Supporting Documents - Rawene Area Residents Association - Manning St Restoration - A2489136 ⇩

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

5 June 2019

7.13 Application for Funding - Hokianga Harbour Care Inc

File Number: A2494800

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with the information on Hokianga Harbour Care’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 the propagation of native tree seeds for donation to landowners wanting to improve water quality on their property

· The Board has previously funded the applicant in this triennium. A project report has been received for this grant.

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 Hokianga Harbour Care Inc for costs toward the propagation of native tree seeds for donation to improve water quality, to support the following community outcomes:

i) Proud vibrant communities

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

1) Background

Hokianga Harbour Care Inc is an incorporated society established to restore the mauri of Hokianga Harbour and other catchments influencing the health of Te Moana Nui a Kiwa.

2) Discussion and Options

Preliminary assessment of the application:

This application is for 50% of the total project costs.

Option 1 Authorise the full amount requested

The applicant seeks a grant of $5,000 which is 50% of the total project cost.

Option 2 Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

Option 3 Decline Funding

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

Reason for the recommendation

3) Financial Implications and Budgetary Provision

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

Attachments

1. 2019-06-05 KHCB Funding Application - Hokianga Harbour Care Inc Water Quality Improvement - A2482510 ⇩

2. KHCB 2019-06-05 Schedule of Supporting Documents - Hokianga Harbour Care Inc - Water Quality Improvement - A2482522 ⇩

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.	There are medium 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

5 June 2019

8 Information Reports

8.1 Broadwood Community Plan Report

File Number: A2450925

Author: Aya Morris, Community Development Advisor

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

Purpose of the Report

To receive the Broadwood Community Plan from the Broadwood working party.

Executive Summary

The Broadwood working party has completed this significant body of work on behalf of the Broadwood community. The working party is already engaging on priorities with individuals and community groups are applying themselves to various opportunities and tasks. The focus areas are;

· Natural Environment

· Built Environment & Infrastructure

· People and Community

· Economy

Recommendation

That the Kaikohe-Hokianga Community Board receives the Broadwood Community Plan from the Broadwood working party.

1) Background

The Broadwood Community Plan has been completed by the Broadwood working party and socialised within their community for approval.

2) Discussion and Options

Council has encouraged communities to engage in a community planning process to highlight and prioritise their needs and wants. This plan gives direction to the community to develop sustainably and frame up projects that can be supported on a wider scale.

The Broadwood working party is now engaging with the various focus groups to map out priorities and timings and leading implementation to build community spirit. There are no perceived conflicts with Council policies and strategies, and working with communities is consistent with Council’s approach to community development. Administration supported the development of the plan.

Reason for the recommendation

The Broadwood Community has completed the Broadwood Community Development Plan to address changing community needs and wants, and now seeks endorsement for the plan from the Kaikohe-Hokianga Community Board.

3) Financial Implications and Budgetary Provision

There is no financial implication. Any future budgetary provision for projects would be through Annual Plans or Long Term Plans.

Attachments

1. Broadwood Community Plan - A2503470 ⇩

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 proposal 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.	Council’s community development framework defines the work we do in developing Far North communities which includes; · Increases opportunities for communities to determine the things they care about · Gives communities a chance to have their say and engage in meaningful dialogue on the things that affect them · To empower communities to design, prioritise and engage on local initiatives · To build community spirit Community planning uses a 3 stage process as follows; · A community engagement meeting to initiate content. · Establish a working party to process, consolidate, review and build the plan. · Production of the final plan and socialise it with each sector group
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 plan has ward relevance and is now being presented to the Community Board for their endorsement and consideration for alignment with the Kaikohe-Hokianga Community Board Strategic Plan.
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.	Members of the Māori communities surrounding Broadwood have been involved in the planning process and have shared their feedback during the wider community consultation. Their participation is a critical component of the Broadwood Community Plan success.
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.	A great deal of effort has gone into the plan to capture the thoughts and aspirations of community members, and the wider Broadwood community.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications.
Chief Financial Officer review.	The report has not been reviewed by the Chief Financial Officer.

Kaikohe-Hokianga Community Board Meeting Agenda

5 June 2019

8.2 Kaikohe - Hokianga Hall Committee Annual General Meeting Minutes, Financial Statements and / or Usage Data

File Number: A2458267

Author: Ngawaiata Harris, Support Officer

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

Purpose of the Report

The purpose of the report is to present to the Kaikohe – Hokianga Community Board the Minutes of the Annual General Meeting, Financial Statements and / or usage data as provided by the respective Hall Committees being: Rawene Hall – Rawene, South Hokianga Hall – Opononi, Okaihau Hall – Okaihau.

Recommendation

That the Kaikohe-Hokianga Community Board receive the report Kaikohe - Hokianga Hall Committee Annual General Meeting 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 Kaikohe Hokianga Community Board. This includes all operational charges, unless expressly remitted by the Community Board.

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: Horeke Hall, Kaikohe Senior Citizens Hall, Kohukohu Hall and Taheke Hall.

Financial Implications and Budgetary Provision

There are no financial implications and budgetary provisions.

Attachments

1. Rawene Community Hall Annual Report - A2468397 ⇩

2. South Hokianga Hall Annual Report - A2468399 ⇩

3. Okaihau Hall AGM Minutes 2017 - A1900167 ⇩

1	Project Outline
2	QUOTE: Tony Kay
3	QUOTE 6456: Design & Print
4	QUOTE 6455: Design & Print
5	QUOTE: Bread & Butter Design
6	QUOTE: AVIT Solutions
7	QUOTE: DDF Dance Studios
8	QUOTE: Far North RSA Kaitaia
9	LIST: Travel & Mileage
10	FINANCIAL Performance Report
11	ASB: Bank Statements
12	Updated Health and Safety Policy

1	Quote – Kerkovich Transport Ltd
2	Quotes – Bunnings
4	Quote: Far North Decorating Supplies Ltd
3	ASB: Bank Statement

1	QUOTE: Southern Hospitality – Espresso Machine
2	QUOTE: Southern Hospitality – Coffee Grinder
3	QUOTE: Northtec – Barista Training Course Costs
4	QUOTE: Tobin Plumbing Ltd – Installation Costs
5	ASB: Bank Statement

1	QUOTE Q002347: Roof Bay of Islands = $4251.58
2	QUOTE Q002348: Roof Bay of Islands = $4864.63
3	Annual Report
4	ASB: Account Statement

1	Hall Admin Contract
2	Hall Cleaning Contract for Service
3	Volunteer Hours & Volunteer Expenses 2018-2019
4	Ongoing Voluntary Hours July 2019 – June 2020
5	Rawene Hall Agreement
6	Rawene Hall Projected Income
7	Performance Report
8	ASB – Deposit Slip

1	QUOTE: TSL Transformers New Zealand
2	QUOTE: ARA Security
3	ASB – Bank Statement

1	Performance Report
2	Kiwibank: Account Statements
3	Job Description: Coordinator
4	Health & Safety Plan
5	QUOTE: The Postmaster’s Lodgings
6	QUOTE: Imagined Worlds
7	QUOTE: Rawene Hall
8	QUOTE: The Vibrations Band
9	QUOTE: No.1 Parnell – Rawene Gallery

1	LETTER: Kirsty Joiner
2	EMAIL/QUOTE: Xav Wesley
3	EMAIL/QUOTE: Michelle and Rob Newman

1	EMAIL: Justin Blaikie to FNDC Governance
2	LETTER: Justin Blaikie
3	DRAFT: Contractor Position
4	QUOTE: Steven Shreeve
5	INVOICE: Daltons Ltd
6	INVOICE: Pioneer Village Kaikohe
7	KIWIBANK: Bank Statement
8	HAZARD REGISTER: Hokianga Harbour Care