AGENDA
Kaikohe-Hokianga Community Board Meeting
Wednesday, 3 July 2019
Time: |
10.30 am |
Location: |
Council Chamber Memorial Avenue Kaikohe |
Membership:
Chairperson Mike Edmonds
Member Emma Davis
Member Shaun Reilly
Member Louis Toorenburg
Member Kelly van Gaalen
Member Alan Hessell
Cr John Vujcich
Kaikohe-Hokianga Community Board Meeting Agenda |
3 July 2019 |
The Local Government Act 2002 states the role of a Community Board is to:-
(a) Represent, and act as an advocate for, the interests of its community;
(b) Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board;
(c) Maintain an overview of services provided by the territorial authority within the community;
(d) Prepare an annual submission to the territorial authority for expenditure within the community;
(e) Communicate with community organisations and special interest groups within the community;
(f) Undertake any other responsibilities that are delegated to it by the territorial authority
Council Delegations to Community Boards - January 2013
The "civic amenities" referred to in these delegations include the following Council activities:
· Amenity lighting
· Cemeteries
· Drainage (does not include reticulated storm water systems)
· Footpaths/cycle ways and walkways.
· Public toilets
· Reserves
· Halls
· Swimming pools
· Town litter
· Town beautification and maintenance
· Street furniture including public information signage.
· Street/public Art.
· Trees on Council land
· Off road public car parks.
· Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.
Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.
Set local priorities for minor capital works in accordance with existing strategies,
1. Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long Term Plan processes.
2. Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.
3. Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.
4. Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.
5. To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.
6. To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long Term Plan, and make recommendations to the Council.
7. Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centers.
8. To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.
9. To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977, and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.
10. To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.
11. Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.
12. Recommend new bylaws or amendments to existing bylaws.
13. Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.
14. Exercise the following powers in respect of the Council bylaws within their community:
a. Control of Use of Public Spaces – Dispensations on signs
b. Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.
c. Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2
d. Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.
e. Speed Limits – Recommend places and speed limits which should be imposed.
15. To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.
16. Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.
17. To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.
18. To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.
19. In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.
20. Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.
Terms of Reference
In fulfilling its role and giving effect to its delegations, Community Boards are expected to:
1. Comment on adverse performance to the Chief Executive in respect of service delivery.
2. Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.
3. Assist their communities to set priorities for Pride of Place programmes.
4. Have special regard for the views of Maori.
5. Have special regard for the views of special interest groups, e.g. disabled, youth, aged, etc.
6. Actively participate in community consultation and advocacy and keep Council informed on local issues.
7. Seek and report to Council community feedback on current issues by:
a. Holding a Community forum prior to Board meetings
b. Varying the venues of Board meetings to enable access by members of the community
8. Monitor and make recommendations to Council to improve effectiveness of policy.
9. Appoint a member to receive Annual Plan\Long Term Council Community Plan submissions pertinent to the Board area, attend hearings within the Board area, and attend Council deliberations prior to the Plan adoption.
Protocols
In supporting Community Boards to fulfil their role, the Council will:
1. Provide appropriate management support for the Boards.
2. Organise and host regular workshops with the Community Boards l to assess the 'State of the Wards & District' to establish spending priorities.
3. Prior to decision-making, seek and include 'Community Board views' in Council reports in relation to:
a. the disposal and purchase of land
b. proposals to acquire or dispose of reserves
c. representation reviews
d. development of new maritime facilities
e. community development plans and structure plans
f. removal and protection of trees
g. local economic development initiatives
h. changes to the Resource Management Plan
4. Organise and host quarterly meetings between Boards, the CEO and senior management staff.
5. Prepare an induction/familiarisation process targeting new members in particular early in the term.
6. Support Board members to arrange meetings with local agencies and service clubs to place more emphasis on partnerships and raising profile of the Boards as community leaders.
7. Permit Board chairperson (or nominated member) speaking rights at Council meetings.
8. Help Boards to implement local community projects.
9. Arrange for Infrastructure and Asset Management Staff to meet with the Community Boards in September each year to agree the capital works for the forthcoming year for input into the Annual or Long Term Plan.
10. Provide information.
KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS
Name |
Responsibility (i.e. Chairperson etc) |
Declaration of Interests |
Nature of Potential Interest |
Member's Proposed Management Plan |
Mike Edmonds |
Chair |
Kaikohe Mechanical and Historic Trust |
Council Funding |
Decide at the time |
Committee member |
Kaikohe Rugby Football and Sports Club |
Council Funding |
Withdraw and abstain |
|
Shaun Reilly |
No form received |
|
|
|
Kelly van Gaalen |
No form received |
|
|
|
Louis Toorenburg |
No form received |
|
|
|
Alan Hessell |
Nil |
Nil |
Nil |
Nil |
Emma Davis |
Secretary |
Pompallier Hokianga Trust |
Council Funding |
Decide at the time to withdraw and/or abstain |
Trustee |
Raiatea Resource Centre |
Council Funding |
Decide at the time to withdraw and/or abstain |
|
Committee Member |
Rawene Hall |
Council Funding |
Decide at the time to withdraw and/or abstain |
|
Committee Member |
Kohukohu Hall |
Council Funding |
Decide at the time to withdraw and/or abstain |
|
Member of teaching staff |
Broadwood Area School |
Council Funding |
Decide at the time to withdraw and/or abstain |
|
John Vujcich |
Board Member |
Ngati Hine Health Trust |
Matters pertaining to property or decisions that may impact of their health services |
Declare interest and abstain |
Board Member |
Pioneer Village |
Matters relating to funding and assets |
Declare interest and abstain |
|
Director |
Waitukupata Forest Ltd |
Potential for council activity to directly affect its assets |
Declare interest and abstain |
|
Director |
Rural Service Solutions Ltd |
Matters where council regulatory function impact of company services |
Declare interest and abstain |
|
Director |
Kaikohe (Rau Marama) Community Trust |
Potential funder |
Declare interest and abstain |
|
Partner |
MJ & EMJ Vujcich |
Matters where council regulatory function impacts on partnership owned assets |
Declare interest and abstain |
|
Member |
Kaikohe Rotary Club |
Potential funder, or impact on Rotary projects |
Declare interest and abstain |
|
Member |
New Zealand Institute of Directors |
Potential provider of training to Council |
Declare a Conflict of Interest |
|
Member |
Institute of IT Professionals |
Unlikely, but possible provider of services to Council |
Declare a Conflict of Interest |
|
Member |
Kaikohe Business Association |
Possible funding provider |
Declare a Conflict of Interest |
Kaikohe-Hokianga Community Board Meeting Agenda |
3 July 2019 |
Kaikohe-Hokianga Community Board Meeting
will be held in the Council Chamber, Memorial Avenue, Kaikohe on:
Wednesday 3 July 2019 at 10.30 am
Order Of Business
1 Apologies and conflicts of Interest
5 Confirmation of Previous Minutes
5.1 Confirmation of Previous Minutes
6.2 Kaikohe-Hokianga Statement of Community Fund Account as at 31 May 2019
6.3 Application for Funding - Youthline Auckland Charitable Trust
6.4 Application for Funding - Carbon Neutral New Zealand Trust
8.1 Ground lease Horeke playcentre
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Governance Support (preferably before the meeting).
It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
No requests for deputations were received at the time of the Agenda going to print.
3 July 2019 |
5 Confirmation of Previous Minutes
5.1 Confirmation of Previous Minutes
File Number: A2533185
Author: Marlema Baker, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Governance Support
Purpose of the Report
The minutes are attached to allow the Kaikohe-Hokianga Community Board to confirm that the minutes are a true and correct record of the previous meeting.
That the Kaikohe-Hokianga Community Board agrees the minutes of their meeting held 5 June 2019 be confirmed as a true and correct record. |
1) Background
Local Government Act 2002 Schedule 7 clause 28 states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.
2) Discussion and Options
The minutes of the meeting are attached.
The Kaikohe-Hokianga Community Board Standing Orders Section 3.17.3 states that “no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.
Reason for the recommendation
The reason for the recommendation is to confirm the minutes as a true and correct record of the previous meeting.
3) Financial Implications and Budgetary Provision
There are no financial implications or the need for budgetary provision.
1. Unconfirmed Minutes - KHCB 5 June 2019 - A2515861 ⇩
Kaikohe-Hokianga Community Board Meeting Agenda |
3 July 2019 |
MINUTES OF Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council
Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 5 June
2019 AT 10.30
am
PRESENT: Chairperson Mike Edmonds, Cr John Vujcich, Member Emma Davis, Member Shaun Reilly, Member Louis Toorenburg, Member Alan Hessell
IN ATTENDANCE:
STAFF PRESENT: Aya Morris (Community Development Advisor), Robert Willoughby (Community Development Advisor), Melissa Parlane (Team Leader -infrastructure Planning), Marlema Baker (Meetings Administrator), Kim Hammond (Meetings Administrator)
1 Public Forum
Richard Leung, National President of the Chinese Association spoke regarding the Item S1 Wandering with Ancesters (Ventnor) Memorial, Rawene Cemetary.
Lorene Royale spoke regarding Item 7.10 – Application for Funding – Rawene Community Hall Management Committee.
2 Speakers
Cheryl Smith, representative from Kaikohe Rugby Football and Sports Club Inc spoke regarding report agenda Item 7.9 – Application for Funding – Kaikohe Rugby Football and Sports Club Inc.
Janine McVeagh, representative from Hokianga Community Education Trust, spoke to the report agenda Item 7.11 – Application for Funding – Hokianga Community Education Trust.
Kylie Wesley, representative from Hokianga Harbour Care Inc, spoke to the report agenda item 7.13 – Application for Funding – Hokianga Harbour Care Inc.
Paul Bowker, representative from Rawene Area Residents Association spoke to report agenda Item 7.12 – Application for Funding – Rawene Area Residents Association.
Cheryl Smith, representative from Sport Northland spoke to the report Item 7.2 – Additional Winter Rural Travel Fund Application - Matihetihe School.
3 Apologies and conflicts of Interest
Apology |
Committee Resolution 2019/46 Moved: Chairperson Mike Edmonds Seconded: Cr John Vujcich That the apology received from Member Kelly van Gaalen be accepted and leave of absence granted for this meeting and apologies for lateness from Member Shaun Reilly be noted. Carried |
4 Confirmation of Previous Minutes
4.1 Confirmation of Previous Minutes Agenda item 5.1 document number A2438751, pages 10 - 10 refers |
Resolution 2019/47 Moved: Chairperson Mike Edmonds Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board agrees the minutes of their meeting held 1 May 2019 be confirmed as a true and correct record subject to the following amendments: i) Meeting held at Kohukohu Fire Station, 24 Beach Road, Kohukohu. Carried |
5 Strategic Planning and Policy Group
5.1 Basketball Court Project - Memorial Park, Kaikohe Agenda item 6.1 document number A2479610, pages 16 - 19 refers |
Resolution 2019/48 Moved: Cr John Vujcich Seconded: Member Alan Hessell That the Kaikohe-Hokianga Community Board: a) Allocates the remainder of the Kaikohe-Hokianga Community Board 2018/2019 Community Fund to the Kaikohe basketball court project at Memorial Park, to assist with costs towards the beautification of the basketball court area. 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. Carried |
The meeting was adjourned from 11.41 am to 12.01 pm.
6 Deputations
Adrienne Tari, representative from Pou Herenga Tai Twin Coast Cycle Trail Trust provided an update on projects to the Board members as follows:
· The new toilet installed between Kaikohe and Okaihau was funded by Far North District Council
· Pou Herenga Tai Twin Coast Cycle Trail Trust is focusing on community development initiatives that provide opportunities for organisations to contribute to the cycle trail.
· Pou Herenga Tai Twin Coast Cycle Trail Trust is also investigating alternative funding opportunities for the cycle trail.
· A large section of the trail has been completed. Pou Herenga Tai Twin Coast Cycle Trail Trust would like to plant 180 fruit trees along the trail. Planting will be completed in partnership with the Corrections Department. Pou Herenga Tai Twin Coast Cycle Trail Trust would like to plant them on private properties between kaikohe and Okaihau. This will require alternate funding (not from the Community Board)
· Development of a Pump Track in front of the old dairy factory. Costs for this will be between $30,000 to $35,000.
· A separate Pump Track for younger children will be developed by the skate park in Kaikohe. The Pou Herenga Tai Twin Coast Cycle Trail Trust is happy to apply for funding and request support from the Community Board.
7 Corporate Services Group
7.1 Chairperson and Members Report Agenda item 7.1 document number A2438794, pages 34 - 35 refers |
Resolution 2019/49 Moved: Cr John Vujcich Seconded: Member Shaun Reilly That the Kaikohe-Hokianga Community Board notes the reports from the Chairperson and Member Toorenburg. Carried Motion Moved: Cr John Vujcich Seconded: Member Shaun Reilly That the recommendations from the Chairpersons report and Member Toorenburgs report be include in the minutes as follows:
Recommendations contained in the Chair’s Report: “The board amends the strategic statement updated at the May 2019 meeting by adding the following words:
Kaikohe Hall For consistent treatment of halls across the district the board will seek to have the Kaikohe Memorial Hall be classified as a hall of district significance.
Delegations The board seeks to be delegated full responsibility for community halls (except for Kaikohe Memorial Hall). As governance skills, policies, and systems, are developed, further delegations will be sought. The board will work with the other community boards to achieve a consistent approach amongst them.
Revenue Review The board recognises the desire, by FNDC staff, to fund footpaths from the general rate (vs ward service rates). The board submits to the FNDC Revenue Review that footpaths should be equitably distributed and that a general principle that the length of footpaths in each ward should be in proportion to the populations of each ward and that expenditure on footpaths in each ward should be guided (as it is now) by community boards.
Board Communications The board will operate its Facebook page as a means of communication. The board will maintain the domain name “kaikohe-hokianga.community” to be used for email addresses by board members who desire to. It is the board’s aim to have this domain name transferred to FNDC for long term administration.
Kaikohe Business Rate The board will work with the Kaikohe Business Association and the FNDC to establish a targeted rate for the provision of CCTV and under verandah lighting.
Local Government Act In accordance with the Local Government Act (2002), the board will seek sufficient information from the FNDC to enable the board to: a) maintain an overview of services provided by the territorial authority within the community and b) prepare an annual submission to the territorial authority for expenditure within the community
Recreation 1. Safe cycling: The board allocated the funds remaining from the 2017/18 community grant fund to a junior cycle park in Kaikohe 2. Lindvart Park: The board supports Kaikohe and Districts Sportsville and the upgrade of facilities at Lindvart Park 3. Dogs: The board will seek to have a dog exercise park established in Kaikohe General: The board supports well designed spaces in parks and reserves.
Waterways The board will seek ways to to reduce, or eliminate, pollution of waterways by wastewater, storm water, and other community waste.
Water The board will advocate for a sustainable water strategy, providing clean, affordable, water for each community
Economic Development 1. The board will seek to have consistent looking town (and surrounds) visitor information maps in the following settlements: Mangamuka, Horeke, Kohukohu, Kaikohe, Okaihau, Rawene, Opononi, and Omapere. 2. The board will advocate for public Wi-Fi in the ward’s settlements. 3. The board supports the elimination of cell phone blackspots in the ward.
Furthermore, for funding and other purposes, the board declares that the strategic statements have the same status as a strategic plan”
Recommendations contained in Member Toorenburgs Report: “That the Kaikohe Hokianga Community Board askes that Council investigates what has been achieved by Coromandel Thames when community board has been given more responsibility” “That the Kaikohe Hokianga Community Board, invite or co-opt to our board one or more members from the Far North District Council Youth Council, to participate in our meetings” |
7.2 Additional Winter Rural Travel Funding Application from Matihetihe School Agenda item 7.2 document number A2474542, pages 43 - 45 refers |
Resolution 2019/50 Moved: Cr John Vujcich Seconded: Member Emma Davis 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 $85 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 Carried |
The meeting adjourned from 12:56 pm – meeting readjourned at 1:09 pm
7.3 Funding Project Reports Agenda item 7.3 document number A2438819, pages 48 - 49 refers |
Resolution 2019/51 Moved: Member Shaun Reilly Seconded: Cr John Vujcich That the Kaikohe-Hokianga Community Board note the project reports from Kaikohe Business Association and Hokianga Harbour Care Inc. Carried |
7.4 Kaikohe-Hokianga Statement of Community Fund Account as at 30 April 2019 Agenda item 7.4 document number A2485961, pages 60 - 61 refers |
Resolution 2019/52 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 30 April 2019. Carried |
7.5 Application for Funding - Kerikeri Theatre Company Agenda item 7.6 document number A2484524, pages 72 - 74 refers |
RECOMMENDATION Moved: Member Emma Davis Seconded: Cr John Vujcich 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 Motion Moved: Member Emma Davis Seconded: Cr John Vujcich That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $ (plus GST if applicable) to be paid from the Board’s Community Fund account to 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 Resolution 2019/53 Moved: Member Emma Davis Seconded: Cr John Vujcich That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $657 (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
Carried |
7.6 Application for Funding - Kaikohe Rugby Football & Sports Club Inc Agenda item 7.9 document number A2486079, pages 110 - 112 refers Chairperson Edmonds declared a conflict of interest in relation to this item and abstained from the debate and voting. |
Resolution 2019/54 Moved: Cr John Vujcich Seconded: Member Emma Davis 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 Carried |
7.7 Application for Funding - Rawene Community Hall Management Committee Agenda item 7.10 document number A2486121, pages 120 - 122 refers |
Resolution 2019/55 Moved: Cr John Vujcich Seconded: Member Emma Davis 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 Carried |
7.8 Application for Funding - Hokianga Community Educational Trust Agenda item 7.11 document number A2487589, pages 132 - 134 refers |
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 Motion Moved: Member Shaun Reilly Seconded: Cr John Vujcich That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $ (plus GST if applicable) to be paid from the Board’s Community Fund account to 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 Resolution 2019/56 Moved: Cr John Vujcich Seconded: Member Shaun Reilly That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $4,800 (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 .Carried |
7.9 Application for Funding - Rawene Area Residents Association - Manning Street Restoration Project Agenda item 7.12 document number A2489853, pages 142 - 144 refers |
RECOMMENDATION Moved: Member Shaun Reilly Seconded: Cr John Vujcich 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 Motion Moved: Member Shaun Reilly Seconded: Cr John Vujcich That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $ (plus GST if applicable) to be paid from the Board’s Community Fund account to 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 Resolution 2019/57 Moved: Member Shaun Reilly Seconded: Cr John Vujcich 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 .Carried |
7.10 Application for Funding - Hokianga Harbour Care Inc Agenda item 7.13 document number A2494800, pages 156 - 158 refers |
RECOMMENDATION Moved: Member Shaun Reilly Seconded: Member Emma Davis 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 Motion Moved: Member Shaun Reilly Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $ (plus GST if applicable) to be paid from the Board’s Community Fund account to 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 Resolution 2019/58 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 .Carried |
At 13:58 pm, Chairperson Mike Edmonds left the meeting and Member Emma Davis took the Chair. At 13:59 pm, Member John Vujcich left the meeting.
7.11 Application for Funding - Pioneer Village Kaikohe - CCTV Agenda item 7.5 document number A2455747, pages 64 - 66 refers Chairperson Edmonds and Cr Vujcich declared a conflict of interest in relation to this item.
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RECOMMENDATION Moved: Member Shaun Reilly Seconded: Member Alan Hessell 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 Motion Moved: Member Shaun Reilly Seconded: Member Alan Hessell That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $ (plus GST if applicable) to be paid from the Board’s Community Fund account to 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 Resolution 2019/59 Moved: Member Shaun Reilly Seconded: Member Alan Hessell 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 Carried At 2:34 pm, Member Alan Hessell left the meeting. At 2:35 pm, Member Alan Hessell returned to the meeting. |
7.12 Application for Funding - Pioneer Village Kaikohe - Park Up Safely Agenda item 7.7 document number A2485172, pages 91 - 93 refers Chairperson Edmonds and Cr Vujcich declared a conflict of interst in relation to this item.
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Resolution 2019/60 Moved: Member Shaun Reilly Seconded: Member Alan Hessell 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 Carried |
7.13 Application for Funding - Pioneer Village Kaikohe - Growing Opportunities Agenda item 7.8 document number A2485259, pages 102 - 104 refers Chairperson Edmonds and Cr Vujcich declared a conflict of interst in relation to this item.
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Resolution 2019/61 Moved: Member Shaun Reilly Seconded: Member Alan Hessell 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 .Carried Against: Cr Louis Toorenburg |
8 Information Reports
At 2:31 pm, Chairperson Mike Edmonds returned to the meeting and resumed the Chair.
At 2:31 pm, Member John Vujcich returned to the meeting.
8.1 Broadwood Community Plan Report Agenda item 8.1 document number A2450925, pages 166 - 169 refers |
Resolution 2019/62 Moved: Chairperson Mike Edmonds Seconded: Cr John Vujcich That the Kaikohe-Hokianga Community Board receive the Broadwood Community Plan from the Broadwood working party. Carried |
8.2 Kaikohe - Hokianga Hall Committee Annual General Meeting Minutes, Financial Statements and / or Usage Data Agenda item 8.2 document number A2458267, pages 180 - 181 refers |
Resolution 2019/63 Moved: Member Louis Toorenburg Seconded: Member Alan Hessell That the Kaikohe-Hokianga Community Board receive the report Kaikohe - Hokianga Hall Committee Annual General Meeting Minutes, Financial Statements and / or Usage Data. Carried |
9 infrastrucuture and asset management group
Major Item not on the Agenda |
Resolution 2019/64 Moved: Chairperson Mike Edmonds Seconded: Cr John Vujcich That the Kaikohe Hokianga Community Board resolves to consider the item not on the agenda “Wandering with Ancestors (Ventnor) Memorial, Rawene Cemetry” in accordance with section 46A(7) of Local Government Official Information Mmanagement Act Carried |
9.1 Wandering with Ancestors (Ventnor) Memorial, Rawene Cemetry |
RECOMMENDATION Moved: Cr John Vujcich Seconded: Member Louis Toorenburg That the Kaikohe-Hokianga Community Board: Agrees that Far North District Council undertake consultation with the Rawene Community on the proposed Ventnor SS memorial in the Rawene Cemetery also known as the Walking with Ancestors Memorial’. Amendment Moved: Cr John Vujcich Seconded: Member Louis Toorenburg That the Kaikohe-Hokianga Community Board recommends that Far North District Council undertake consultation with the Community on the proposed Ventnor SS memorial in the Rawene Cemetery also known as the Walking with Ancestors Memorial’. Resolution 2019/65 That the Kaikohe-Hokianga Community Board recommends that Far North District Council undertake consultation with the Community on the proposed Ventnor SS memorial in the Rawene Cemetery also known as the Walking with Ancestors Memorial’. Carried |
10 Meeting Close
The Meeting closed at 3.10 pm.
The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board Meeting held on 3 July 2019.
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CHAIRPERSON
3 July 2019 |
File Number: A2533271
Author: Marlema Baker, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Governance Support
Purpose of the Report
To receive the project reports from funding applicants in accordance with the Community Grants Policy.
Executive Summary
· Recipients of grants from the Community Fund must complete and submit a project report within two months of completion of their project.
· Project reports have been received from Nga Moko a Rahiri Inc and Taheke Marae.
That the Kaikohe-Hokianga Community Board note the project reports from Nga Moko a Rahiri Inc and Taheke Marae. |
1) Background
The Community Grant Policy - Section 1, Clause 15 states that: “At the completion of a project that received community funding, recipients are required to complete a Project Report. These reports must be received no later than two months after the completion of the project, or, if the activity is ongoing, within two months of the funding being spent. Recipients who do not complete this form are ineligible for Council funding for a period of five years”
2) Discussion and Options
Copies of the project reports are attached for the Board’s information. Should Board members have concerns or issues with these reports, they should be discussed at this part of the meeting
Reason for the recommendation
To receive the project report from funding applicants in accordance with the Community Grants Policy.
3) Financial Implications and Budgetary Provision
There are no financial implications or budgetary requirements.
1. KHCB - Project Report Form - Nga Moko a Rahiri Inc - A2527092 ⇩
2. KHCB Project Report Schedule of Additional Info - Nga Moko a Rahiri - A2538043 ⇩
3. KHCB - Project Report Form - Taheke Marae - A2531839 ⇩
4. KHCB Project Report Schedule of Additional info Taheke Marae - A2538044 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
Low |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
The Community Grant Policy applies to this matter and relevant sections are included in the content of the report. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
This is a community board report |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
None |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences. |
The Community Board has delegated authority to allocate funding |
State the financial implications and where budgetary provisions have been made to support this decision. |
There are no financial implications or the need for Budgetary provision. |
Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report |
3 July 2019 |
6.2 Kaikohe-Hokianga Statement of Community Fund Account as at 31 May 2019
File Number: A2524931
Author: Sam Chapman, Accounting Support Officer
Authoriser: Angie Thomas, Chief Financial Officer (Acting)
Purpose of the Report
The Community Fund account provides information on financial matters relating to the Kaikohe-Hokianga Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.
That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Fund Account as at 31 May 2019.
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Background
The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.
Community Fund Account balance as at 01 July 2018 |
$115,902.00 |
· Plus refund of unused portion of grant from Rawene Area Ratepayers Association |
$1,500.00 |
· Less funds granted and uplifted to 31 May 2019 |
$50,814.99 |
· 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 13 February 2019 for Rawene Golf Club Inc. and Kaikohe Community & Youth Centre Trust |
$20,700.00 |
Community Fund Account balance as at 31 May 2019 |
$39,087.01 |
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 31 May 2019 is $39,087.01.
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 31 May 2019 is attached.
1. 2019-07-03 KHCB Statement of Kaikohe-Hokianga Community Board Community Fund Account as at 31 May 2019 - A2524886 ⇩
3 July 2019 |
6.3 Application for Funding - Youthline Auckland Charitable Trust
File Number: A2519906
Author: Marlema Baker, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Governance Support
Purpose of the Report
To present the Community Board with information received from Youthline Auckland Charitable Trust (YACT) for operational costs and to assist members in determining whether to approve or decline the application.
That the Kaikohe-Hokianga Community Board approve the sum of $1,286 (plus GST if applicable) to be paid from the Board’s Community Fund account to Youthline Auckland for operational costs (excluding wages or salaries) to support the following Community Outcome: i. Communities that are healthy, safe, connected and sustainable |
1) Background
YACT works with young people, their families and those supporting young people. Youthline was established to ensure young people know where to get help and can access support when they need it.
YACT received $1,255.53 for operational costs in 2017 and has completed the Project Report form.
2) Discussion and Options
Preliminary assessment of the application:
The application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the LTP and all provisions listed on the application form.
Option 1 Authorise the full amount requested
This application is for $2,293 (0.29% of the cost of the project).
Option 2 Authorise partial funding of the amount requested
The Community Grant Policy states that wages or salaries are not eligible for funding. Of the $2,929 requested, $1,006 is requested for wages or salaries.
Option 3 Decline funding
Option 2 is recommended by staff as it complies with the Community Grant Policy.
Reason for the recommendation
This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the 2018-28 LTP, and all provisions listed on the application form.
3) Financial Implications and Budgetary Provision
Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
1. Funding Application - Youthline Auckland Charitable Trust - A2519972 ⇩
2. Schedule of Supporting Documentation - Youthline Auckland Charitable Trust - A2519977 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
Low |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Community Grant Policy |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
This report does not have district wide relevance |
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. |
3 July 2019 |
Schedule of Supporting Documentation
YOUTHLINE AUCKLAND CHARITABLE TRUST
The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.
1 |
Cover Letter |
2 |
Explanation of Financial Position |
3 |
Bank Statement as of May 2019 |
4 |
Example Quote - Vodafone |
5 |
Example Quote - Modicagroup |
6 |
Additional Information for the Kaikohe-Hokianga Community Board including statistics |
7 |
Letter of Support - Bluelight |
8 |
Letter of Support – Papakura High School |
9 |
Letter of Support – Psychologist |
10 |
Youthline Financial Statements – 31 March 208 |
3 July 2019 |
6.4 Application for Funding - Carbon Neutral New Zealand Trust
File Number: A2533621
Author: Marlema Baker, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Governance Support
Purpose of the Report
To present the Community Board with information received from Carbon Neutral New Zealand Trust (CNNZT) for facilitation/professional fees for the great Kiwi Carbon Challenge and to assist members in determining whether to approve or decline the application.
That the Kaikohe-Hokianga Community Board approve the sum of $7,694 (plus GST if applicable) to be paid from the Board’s Community Fund account to Carbon Neutral New Zealand Trust for facilitators/professional fees to support the following Community Outcomes: i. Communities that are healthy, safe, connected and sustainable ii. A wisely managed and treasured environment that recognises the special role of tangata whenua as kaitiaki
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1) Background
CNNZT is a citizen led initiative with the goal to help tangata whenua make a behaviour change to mitigate the climate crisis and improve wellbeing. The Great Kiwi Carbon Challenge is a carbon calculator based on conditions in New Zealand which also considers sequestering CO2 by trees and land.
CNNZT is applying to all three Community Board in the Far North District Council for 29% of their total project costs which is $23,080. CNNZT has not applied for funding previously from the Community Boards.
2) Discussion and Options
Preliminary assessment of the application:
The application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the LTP and all provisions listed on the application form.
The application to all three Community Boards is for 33% of $23,080 which equates to $7,694 per Community Board.
Option 1 Authorise the full amount requested
The applicant seeks a grant of $7,694 which is 33% of the $23,080 total amount requested across all three Community Boards.
Option 2 Authorise partial funding of the amount requested
Option 3 Decline funding
Option 1 is recommended by staff as it complies with the Community Grant Policy.
Reason for the recommendation
This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the 2018-28 LTP, and all provisions listed on the application form.
3) Financial Implications and Budgetary Provision
Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
1. Funding Application - Carbon Neutral NZ Trust - A2533629 ⇩
2. Schedule of Supporting Documentation - Carbon Neutral NZ Trust - A2533635 ⇩
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 |
Medium |
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 has district wide relevance |
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. |
Medium implications for Maori in relation to land and / or water. The likely impact on iwi/hapū/whānau and their culture and traditions with their ancestral land, water, sites, wāhi tapu, valued flora and fauna, and other taonga. The Applicant needs to provide evidence of engagement with Tangata Whenua as the application states: “The goal of the application is to help Tangata Whenua to make a massive behaviour change to mitigate the climate crisis / improve wellbeing” Ted Wihongi (Senior Maori Development Advisor) is available to advise the Applicant on engagement with Tangata Whenua/Maori. |
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. |
3 July 2019 |
Schedule of Supporting Documentation
CARBON NEUTRAL NZ TRUST
The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.
1 |
Cover Letter |
2 |
Quote – MPRE Marketing |
3 |
Quote/Project Proposal - ION Technologies Limited |
4 |
Quote - Cliff Mail |
5 |
Quote – Kevin Lewis |
6 |
Carbon Neutral NZ Trust Dossier |
7 |
Carbon Neutral NZ Trust Risk Management Policy |
8 |
Statement of Financial Performance for year ending 31 March 2019 |
9 |
Bank Statement dated June 2019 |
3 July 2019 |
7.1 Kaikohe - Hokianga hall committee annual general meeting minutes, financial statements and / or usage data
File Number: A2534422
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 hall committee annual general meeting minutes, financial statements and / or usage data as provided by the respective Hall Committees being: Okaihau Hall – Okaihau.
That the Kaikohe-Hokianga Community Board receives the report Kaikohe - Hokianga hall committee annual general meeting minutes, financial statements and / or usage data.
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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 outlining 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.
1. Okaihau Hall AGM Minutes 6 Aug 2018 - A2518233 ⇩
2. Okaihau Hall Financials 2018 - A2518234 ⇩
3 July 2019 |
RESOLUTION TO EXCLUDE THE PUBLIC
That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
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