AGENDA

 

 

Te Hiku Community Board Meeting

 

Tuesday, 20 August 2019

 

Time:

10:00 AM

Location:

Te Ahu

Cnr South Road & Matthews Ave

Kaitaia

 

 

Membership:

Chairperson Adele Gardner

Member Lawrie Atkinson

Member Bronwyn Bauer-Hunt

Member Melanie Dalziel

Member Awhina Murupaenga

Member Nuu Ward

Cr Felicity Foy

 

 


Te Hiku Community Board Meeting Agenda

20 August 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.


 

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc.)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

Adele Gardner

N/A - FNDC Honorarium

 

 

 

The Far North 20/20, ICT Trust

Trustee

 

 

Te Ahu Charitable Trust

Trustee

 

 

ST Johns Kaitaia Branch

Trustee/ Committee Member

 

 

I know many FNDC staff members as I was an FNDC staff member from 1994-2008.

 

 

 

Partner of Adele Gardner

N/A as Retired

 

 

 

Bronwyn Hunt

CBEC

 

Director

Stand aside from any discussion held

Independent Hearings Commissioner

 

 

Continue to be available as a commissioner with the exception of any within the Te Hiku area.

Te Rarawa Anga Mua

Senior member of TRAM and technical advisor to PSGE for Te Runanga o Te Rarawa

 

Remove oneself from discussion and any decision making

Principle Advisor Policy, Strategy and Service Delivery

Te Hiku Beach Governance Board

 

Continue to provide technical advice to the board, no decision making authority with respect to the board

Reconnecting Northland (Chair)

 

 

 

Te Ahu Charitable Trust (member)

 

Council is a tenant of the Te Ahu Facility

 

R Tucker Thompson Sail Training Trust

 

Trust leases a building and mooring currently operated by Far North Holdings

Abide by the trust document, remove oneself from discussion and any decision making.

Far North Regional Museum Trust (chair)

 

Museum located and operated by FNDC, Advisory and responsibility of trust is with the collections.

Abide by the MOU (May 2017)

Was employed between 1995-2010 as a senior manager within Council. There are staff who are still with FNDC that once reported to me. Don’t think there’s a conflict but would like it noted.

 

 

 

Awhina Murupaenga

No form received

 

 

 

Melanie Dalziel

No form received

 

 

 

Nuu Ward

No form received

 

 

 

Lawrie Atkinson

No form received

 

 

 

Felicity Foy

Director - Northland Planning & Development

I am the director of a planning and development consultancy that is based in the Far North and have two employees.

 

Property owner of Commerce Street, Kaitaia

 

I will abstain from any debate and voting on proposed plan change items for the Far North District Plan.


I will declare a conflict of interest with any planning matters that relate to resource consent processing, and the management of the resource consents planning team.

I will not enter into any contracts with Council for over $25,000 per year. I have previously contracted to Council to process resource consents as consultant planner.

Flick Trustee Ltd

I am the director of this company that is the company trustee of Flick Family Trust that owns properties on Weber Place, Seaview Road, and Allen Bell Drive.

 

 

Elbury Holdings Limited

This company is directed by my parents Fiona and Kevin King.

This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight, and Allen Bell Drive.

 

Foy Farms partnership

Owner and partner in Foy Farms - a farm in three titles on Church Road, Kaingaroa

 

 

Foy Farms Rentals

Owner and rental manager of Foy Farms Rentals for 6 dwellings on Church Road, Kaingaroa and 2 dwelling on Allen Bell Drive, Kaitaia, and 1 property on North Road, Kaitaia

 

 

King Family Trust

This trust owns several
titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane.

These trusts own properties in the Far North.

 

Previous employment at FNDC 2007-16

I consider the staff members at FNDC to be my friends

 

 

Partner Felicity Foy

Employed by Justaplumber Taipa

 

 

 

Friends with some FNDC employees

 

 

 

 

 

 


Te Hiku Community Board Meeting Agenda

20 August 2019

 

Far North District Council

Te Hiku Community Board Meeting

will be held in the Te Ahu, Cnr South Road & Matthews Ave, Kaitaia on:

Tuesday 20 August 2019 at 10:00 AM

Order Of Business

1         Apologies and Conflicts of Interest 11

2         Public Forum.. 11

3         Speakers. 11

4         Deputations. 11

5         Confirmation of Previous Minutes. 12

5.1            Confirmation of Previous Minutes. 12

6         Infrastructure and Asset Management Group. 19

6.1            Te Hiku Footpaths Programme 2019/20 and 2020/21. 19

7         Strategic Planning and Policy Group. 26

7.1            Review balloting for the continuation of the Kaitaia Business Improvement District programme. 26

8         Corporate Services Group. 37

8.1            Lease Houhora Heads Motor Camp. 37

8.2            Chairperson and Member Reports. 42

8.3            Funding Project Reports. 49

8.4            Te Hiku Statement of Community Fund Account as at 30 June 2019. 61

8.5            Application for Funding - Learn NZSL with Eddie Trust 64

8.6            Application for Funding - Mangonui Lions Club. 74

8.7            Application for Funding - Whatuwhiwhi & Tokerau Ratepayers Association. 84

8.8            Item left to lie on the Table - Application for Funding - Far North Joyfest Group. 94

9         Information Reports. 106

9.1            Community and Customer Services Report 1 January - 30 June 2019. 106

10       Meeting Close. 117

 

 


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          Speakers

10:30 am    Learn New Zealand Sign Language with Eddie Trust

10:40 am    Far North Joyfest Group       

4          Deputations

10:45 am    Representatives from Omatai Waka Ama Club


Te Hiku Community Board Meeting Agenda

20 August 2019

 

5          Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

File Number:           A2557791

Author:                    Melissa Wood, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

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

Recommendation

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

 

1) Background

Local Government Act 2002 Schedule 7 Section 28 states that a local authority must keep minutes of its proceedings.  The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.

2) Discussion and Options

The minutes of the meeting are attached.

The Te Hiku Community Board Standing Orders Section 27.3 states that no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Reason for the recommendation

The reason for the recommendation is to confirm the minutes as a true and correct record of the previous meeting.

3) Financial Implications and Budgetary Provision

There are no financial implications or the need for budgetary provision.

Attachments

1.      Unconfirmed Minutes - Te Hiku Community Board 16 July 2019 - A2557897  


 

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

This is a matter 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.

This report complies with the Local Government Act 2002 Schedule 7 Section 28.

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.

It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.

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 no implications on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.

This report is asking for the minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports.

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 arising from this report.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

20 August 2019

 

   MINUTES OF Far North District Council
Te Hiku Community Board Meeting
HELD AT
Te Ahu, Cnr South Road & Matthews Ave, Kaitaia
ON
Tuesday, 16 July 2019 AT 10:00 AM

 

PRESENT:               Chairperson Adele Gardner, Member Lawrie Atkinson, Member Bronwyn Bauer-Hunt, Member Melanie Dalziel, Member Awhina Murupaenga, Member Nuu Ward

STAFF PRESENT: Melissa Wood - Meetings Administrator, Aya Morris - Community Development Advisor

1          Apologies and conflicts of Interest

Apology

Resolution  2019/40

Moved:       Chairperson Adele Gardner

Seconded:  Member Bronwyn Bauer-Hunt

That the apology received from Cr Felicity Foy be accepted and leave of absence granted.

Carried

2          Public Forum

There were no attendees for the public forum.

3          DEPUTATIONs

There were no deputations.

4          Notice of Motion

4.1         Notice of Motion - Appointment of Board representative to Kaitaia Business Association

Agenda item 5.1 document number A2551089, pages 12 - 12 refers

Resolution  2019/41

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Lawrie Atkinson

That the Te Hiku Community Board appoint the Te Hiku Community Board Chairperson as Board representative to the Kaitaia Business Association.

Carried

 

 

5          Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

Agenda item 6.1 document number A2497569, pages 15 - 16 refers

Resolution  2019/42

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Chairperson Adele Gardner

That the Te Hiku Community Board agrees that the minutes of the meeting of the Te Hiku Community Board held 28 May 2019 be confirmed as a true and correct record.

Carried

 

6          Corporate Services Group

6.1         Funding Project Reports

Agenda item 7.2 document number A2497596, pages 29 - 30 refers

Resolution  2019/43

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Melanie Dalziel

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

a)      Far North Avocado Festival Trust

b)      Awhina Hoiho

Carried

 

6.2         Te Hiku Statement of Community Fund Account as at 31 May 2019

Agenda item 7.3 document number A2526421, pages 36 - 37 refers

Resolution  2019/44

Moved:       Chairperson Adele Gardner

Seconded:  Member Melanie Dalziel

That the Te Hiku Community Board receives the report “Te Hiku Statement of Community Fund Account as at 31 May 2019“.

Carried

 

6.3         Application for Funding - Far North Environment Centre

Agenda item 7.4 document number A2539432, pages 39 - 41 refers

Resolution  2019/45

Moved:       Chairperson Adele Gardner

Seconded:  Member Awhina Murupaenga

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $990 (plus GST if applicable) to be paid from the Board’s Community Fund account to Far North Environment Centre for costs toward their Crafty Mondays workshops.

i)       Proud vibrant communities

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

Carried

7          SPEAKERs

Inge Bremer and Rolf Mueller-Glodde from Carbon Neutral NZ spoke to their funding application - Agenda item 7. 9 refers.

Polly Greeks representative from the Far North Joyfest Group spoke to their funding application - Agenda Item 7.5 refers.

8          Corporate Services Group

8.1         Application for Funding - Far North Joyfest Group

Agenda item 7.5 document number A2526613, pages 49 - 51 refers

Resolution  2019/46

Moved:       Chairperson Adele Gardner

Seconded:  Member Melanie Dalziel

That the Te Hiku Community Board leave the matter of the Application for Funding - Far North Joyfest Group to lie on the table to allow time for the Board to receive further information.

Carried

 

8.2         Application for Funding - NZ Barok Incorporated

Agenda item 7.7 document number A2497611, pages 71 - 73 refers

Resolution  2019/47

Moved:       Member Melanie Dalziel

Seconded:  Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $1,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to NZ Barok Incorporated for costs toward their Baby Baroque children’s concert in Kaitaia.

i)       Proud vibrant communities

Carried

 

 

8.3         Application for Funding - Youthline Auckland Charitable Trust

Agenda item 7.8 document number A2526333, pages 81 - 83 refers

Resolution  2019/48

Moved:       Chairperson Adele Gardner

Seconded:  Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board approve the sum of $1,535 (plus GST if applicable) to be paid from the Board’s Community Fund account to Youthline Auckland Charitable Trust for operational costs (excluding wages or salaries) to support the following Community Outcome:

         i. Communities that are healthy, safe, connected and sustainable

Carried

 

8.4         Application for Funding - Carbon Neutral New Zealand Trust

Agenda item 7.9 document number A2551437, pages 92 - 94 refers

Resolution  2019/49

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Lawrie Atkinson

That the Te Hiku Community Board decline to fund the application for funding from Carbon Neutral New Zealand Trust as there are more appropriate sources of funding available for this project.

Carried

 

Member Bauer-Hunt left the meeting at 10:56 am and returned to the meeting at 10:58 am.

8.5         Chairperson and Member Reports

Agenda item 7.1 document number A2407331, pages 23 - 24 refers

Resolution  2019/50

Moved:       Chairperson Adele Gardner

Seconded:  Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board note the reports from the Chairperson, and Members Atkinson, Ward and Dalziel.

Carried

 

9          SPEAKERs (continued)

Graham Stanaway from Lions Club of Mangonui spoke to their funding application - Agenda item 7.6 refers.


 

10        corporate services (continued)

10.1       Application for Funding - Lions Club of Mangonui Charitable Trust

Agenda item 7.6 document number A2526649, pages 61 - 63 refers

Committee Resolution  2019/51

Moved:       Member Melanie Dalziel

Seconded:  Chairperson Adele Gardner

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $2,200 (plus GST if applicable) to be paid from the Board’s Community Fund account to Lions Club of Mangonui Charitable Trust for coach hire costs and koha expenses as part of the costs of hosting the 2019 Lions District 202K Convention.

i)       Proud vibrant communities

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

Carried

 

11        Meeting Close

The Meeting closed at 11:22 am.

 

The minutes of this meeting were confirmed at the Te Hiku Community Board Meeting held on 20 August 2019.

 

 

 

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

CHAIRPERSON

 


Te Hiku Community Board Meeting Agenda

20 August 2019

 

6          Infrastructure and Asset Management Group

6.1         Te Hiku Footpaths Programme 2019/20 and 2020/21

File Number:           A2583975

Author:                    Jaco Cronje, Project Manager - Footpaths and Cycleways

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

 

Purpose of the Report

To seek approval for the 2019/20 and 2020/21 year footpath programme for the Te Hiku Ward.

Executive Summary

·        There is $153,300 and $156,360, respectively allocated for the 2019/20 and 2020/21 financial years, in the Long Term Plan for new footpaths in the Te Hiku Ward. 

·        NZTA have elected to fund new footpath projects from the 2019/20 and 2020/21 financial years at the current Funding Assistance Rate of 66% (i.e. Council have to contribute a 34% local share).

·        NZTA will fund the highest ranked footpaths in order of priority, though other footpaths may be put forward on a business case basis.

·        A 2019/20 and 2020/21 footpath programme has been prepared that maximise NZTA funding subsidy. This programme partly aligns with that previously agreed by the Community Board.

 

Recommendation

That the Te Hiku Community Board agrees to the revised 2019/20 and 2020/21 footpath programme as follows:

-   Kaitaia: North Park Drive to Whangatane Drive, Construction 2019/20

-   SH1 Matthews Avenue, Construction 2019/20

-   Kaitaia: Dominion Road, Construction 2020/21

-   Kaitaia: Donald Ln to WINZ on N Park Drive, Construction 2020/21

-   Taipa: Point Road, Construction 2020/21

-   Taipa: Mamaru Road, Construction 2020/21

-   Taipa: Foreshore Road, Construction 2020/21

-   Pukenui: SH1 Harbour View Road, Construction 2020/21

 

 

1) Background

NZTA Footpath Funding

Prior to 2018/19 financial year, new footpath construction did not attract funding subsidy from NZTA. However, this has changed and NZTA have advised that they will now fund the construction of new footpaths under the Low Cost – Low Risk programme. This allows for a streamlined funding approval for projects valued at less than $1M, which would include the footpaths routinely constructed by Council. It also means that new footpaths funding through this mechanism would attract NZTA funding subsidy at 66% of total project cost.

NZTA’s requirement is that the application for subsidy for new footpaths is not excessive compared to the remainder of the roading programme, and that prioritisation is aligned to the Government Policy Statement on Land Transport.  This has four strategic priorities:

·   Safety – a safe system, free of death and serious injury;

·   Access – a system that provides increased access to economic and social opportunities, enables transport choice and access, and is resilient;

·   Environment – a system that reduces greenhouse gas emissions, as well as adverse effects on the local environment and public health;

·   Value for money – a system that delivers the right infrastructure and services to the right level at the best cost.

 

Potential new footpaths in the Te Hiku Ward have been identified through a blend of resident, Council Staff and community board requests. The schedule of new footpaths produced has been prioritised against the above criteria.

This methodology has been accepted by NZTA who have also agreed that they will provide funding subsidy for the highest ranking projects on a Ward rather than a District basis.

The highest ranking projects in each Ward will therefore attract subsidy from NZTA.

Community Board Project List

The Community Board have previously notified staff of their highest priority new footpath project over a 3 year period:

-   Kaitaia: Pukepoto Road

-   Kaitaia: Arnold Rae Park

-   Kaitaia: North Park Drive to Whangatane Drive

-   Pukenui: Fitzgerald Road

-   Ngataki: School to Urupa

-   Awanui: Along SH10 past Housing for Elderly Units

-   Ahipara: Foreshore Road Tasman Heights to toilets

-   Tokerau Beach: Simon Urlich Road

-   Pukenui: Waterfront Road cutting

-   Taipa: Foreshore Road to Mamaru Road

-   Taipa: Oruru Road SH10 to Kohanga Reo

-   Mangonui: Mill Bay Road Rangikapiti Road to Richmond Road

-   Mangonui: Mill Bay Road to Rangikapiti Road

-   Pukenui: Harbour View Road

Two of these projects were included, and constructed, within the 2018/19 footpaths programme assessed using the NZTA prioritisation methodology described above. Three of these projects are included in the recommended 2019/20 and 2020/21 footpath programme.

Relationship to the Walking and Cycling Strategy

The Walking and Cycling Strategy is currently under development and is not available to inform this paper. However, the approach detailed in this report may be superseded by the outcomes of the Walking and Cycling Strategy.

2) Discussion and Options

The proposed 2019/20 and 2020/21 footpath programme partly aligns with the previously stated wishes of the Community Board.

The Community Board has two options:

 

 

Option One:

To complete the currently programmed works for 2019/20 and 2020/21 and receive limited subsidy;

-   Kaitaia: North Park Drive to Whangatane Drive

-   Pukenui: Fitzgerald Road

-   Ngataki: School to Urupa

-   Awanui: Along SH10 past Housing for Elderly Units

-   Ahipara: Foreshore Road Tasman Heights to toilets

-   Tokerau Beach: Simon Urlich Road

-   Pukenui: Waterfront Road cutting

-   Taipa: Foreshore Road to Mamaru Road

-   Taipa: Oruru Road SH10 to Kohanga Reo

-   Mangonui: Mill Bay Road Rangikapiti Road to Richmond Road

-   Mangonui: Mill Bay Road to Rangikapiti Road

-   Pukenui: Harbour View Road

Option Two:

To complete the recommended 2019/20 and 2020/21 footpath programme as noted in the Recommendation, and receive maximum subsidy.

Recommendations

It is recommended that the Community Board approve the 2019/20 and 2020/21 footpath programme as follows:

-   Kaitaia: North Park Drive to Whangatane Drive, Construction 2019/20

-   SH1 Matthews Avenue, Construction 2019/20

-   Kaitaia: Dominion Road, Construction 2020/21

-   Kaitaia: Donald Ln to WINZ on N Park Drive, Construction 2020/21

-   Taipa: Point Road, Construction 2020/21

-   Taipa: Mamaru Road, Construction 2020/21

-   Taipa: Foreshore Road, Construction 2020/21

-   Pukenui: SH1 Harbour View Road, Construction 2020/21

 

Reason for the recommendation

The adoption of this recommendation will maximise the size of the 2019/20 and 2020/21 new footpath programme as each individual footpath project will attract 66% funding subsidy from NZTA.

3) Financial Implications and Budgetary Provision

There is $153,300 and $156,360, respectively allocated for the 2019/20 and 2020/21 financial years, in the Long Term Plan for new footpaths in the Te Hiku Ward.

NZTA have provisionally approved a $450,000 funded new footpath programme across the District, $150,000 of which has been allocated to Te Hiku Community Board.

Attachments

1.      Te Hiku Community Board - New Footpaths Programme 2019-20 and 2020-21 - A2584080

2.      Te Hiku Community Board - Footpaths Matrix - A2583969  


 

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

This report has a low degree of significance as the outcome will comply with current policy regardless of whether or not subsidy is obtained.

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

The following Policy is relevant:

- Footpaths Policy #5004

The recommendations align with this 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.

As a project involving Council headquarters, this project has district wide significance.

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 is no impact on Māori aside from the benefits of adopting the recommendation to maximise benefits.

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.

Customers: Interest in how money is spent, and how much subsidy is gained.  Interest in local work to them;

Council       Staff: Direction on what to build this year.

State the financial implications and where budgetary provisions have been made to support this decision.

This has been covered under:  3) Financial implications and budgetary provision.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


Te Hiku Community Board Meeting Agenda

20 August 2019

 

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Te Hiku Community Board Meeting Agenda

20 August 2019

 

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7          Strategic Planning and Policy Group

7.1         Review balloting for the continuation of the Kaitaia Business Improvement District programme

File Number:           A2583635

Author:                    Roger Ackers, Manager - Strategy Development

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

 

Purpose of the Report

That the Te Hiku Community Board (THCB) agree to request a ballot of the Kaitaia Business Association (KBA) voting members to determine whether the Kaitaia Business Improvement District (BID) Programme should continue or cease at the commencement of 2020/21 financial year.

Executive Summary

·        A BID programme is in place in Kaitaia

·        The BID is governed by a Memorandum of Understanding (MOU) between the THCB and the KBA.

·        The MOU allows for parties to the agreement to decide on whether the BID Programme should continue or cease

·        This report recommends that the THCB enact clauses 33-36 of the MOU under the section Review Balloting, by writing to the KBA requesting that they conduct a ballot of KBA voting members to determine whether the BID Programme for Kaitaia should continue or cease at the commencement of the 2020/21 financial year.

 

Recommendation

That the Te Hiku Community Board:

a)      requests a ballot of the Kaitaia Business Association voting members to determine whether the Kaitaia Business Improvement District Programme should continue or cease at the commencement of 2020/21 financial year.

b)      requests that the ballot be completed by 1 October 2019.

 

1) Background

·    A business improvement district (BID) is a public - private partnership in which businesses in a defined area pay an additional tax or fee in order to fund improvements within the district's boundaries

·    In the New Zealand context the public-private partnership is established between the local district council and a business orientated incorporated society who then levy a targeted rate

·    Council decided in 2010 to support the BID concept and promoted their establishment in the main towns of the district.  The KBA formally wrote to Council on 30 June 2011 requesting that a BID be established for Kaitaia and for Council funding to establish a BID.  This request was approved at a meeting of the KBA on 16 June 2011

·    Council was satisfied that the KBA was ready to undergo a BID process and through its delegations supported the KBA to establish a BID.

·    The KBA defined the BID area, developed its strategic plan and decided on a targeted BID rate of $50,000 based on land value and on a proportional basis for charged rates.  An independent postal ballot was held, and a simple majority was achieved that resulted in the establishment of the Kaitaia BID as part the Long Term Plan (LTP) 2012-22.

·    As a result of Council adopting a Kaitaia BID targeted rate, Council developed a Memorandum of Understanding (MOU) between the KBA and the THCB as the representative of Council.

·    This agreement was updated on 11 June 2017 (the date of the last signature).  The updated version of the MOU is attached to this report.

·    The Kaitaia BID was identified in the 1 July 2018 Adopted Long Term Plan 2018-28 as one of small number of ‘targeted improvement rates’ (Pg. 26) that are in place in the District;

Kaitaia Business Improvement Development (BID): Allows for the Kaitaia Business Association to undertake improvement works in the Kaitaia business area. The rate is set on land value and is charged to commercial rating units in Kaitaia

·    The funding impact statement within the Long Term Plan 2018-28 contains the following (Pg. 176):

Kaitaia Business Improvement District Rate: This targeted rate is set to support the Kaitaia Business Improvement District (KBID). Council has a memorandum of understanding with the Business Association for them to undertake agreed improvement works to be funded by the targeted rate. This rate is set on the basis of land value assessed overall Rating Units which are assessed against the General Rate – Commercial Differential within the defined rating area within the Kaitaia Township

 

2) Discussion and Options

The MOU between the THCB and KBA allows for a number of interventions to be made.  These interventions allow for parties to the BID Programme and the MOU to assess the effectiveness of the BID Programme.  Two sections of the BID programme allow for participating parties to take the corrective action of ceasing the BID programme.

Option One:  Do nothing

Under this option there is no change to the BID Programme for Kaitaia.  Under this option Council will continue to rate for the BID Programme in the financial year 2020-21.

 

Option Two:  Review Balloting

Sections 33 – 36 of the MOU provide the option of either the KBA or the THCB to request a ballot of the KBA voting members to determine whether the BID Programme should continue or cease at the commencement of 2020/21 financial year.

If a request is made to ballot the members then the KBA is required to conduct the ballot of voting members as per clause 34 of the MOU.  As per the MOU in order to initiate this request the chairperson of the THCB must send the minutes of the meeting where this decision was made to the KBA.

 

Option Three:  Right of Termination

Section 37 of the MOU gives FNDC the absolute authority to terminate the Kaitaia BID Programme on 30 calendar days written notice given to the KBA.  In such an event the BID targeted rate will continue to be levied for the remainder of the current financial year.

Reason for the recommendation

It is recommended that Option Two – Review Balloting be adopted.  This allows for the voting members in the KBA to decide on whether the BID Programme for Kaitaia should continue or cease effective as of 1 July 2020.

3) Financial Implications and Budgetary Provision

The outcome of the ballot of the KBA voting members will determine if the targeted rate for the Kataia BID will continue or not in the 2020-21 financial year.

Attachments

1.      Kaitaia BID MoU 2017 - Signed - A2585519  


 

Compliance schedule:

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

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

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

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

c)       If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

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

 

Compliance requirement

Staff assessment

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

The recommendation in this report does not meet any of the criteria of the 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 Memorandum of Understanding between the THCB and KBA is the relevant legal document to this report. This is attached.

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

The recommendation in this report has relevance to the Te Hiku Community Board as a signatory and party to the MOU between the THCB and KBA

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

This report has no direct implications for Māori

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 recommendation in this report will impact on the Kaitaia Business Association (KBA) and it’s voting and non-voting members.  If the recommendation is adopted they will be required to participate in a ballot as per sections 33-36 of the MOU between the KBA and THCB

State the financial implications and where budgetary provisions have been made to support this decision.

There are no financial implications as result of the adoption of the recommendation in this report.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


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Te Hiku Community Board Meeting Agenda

20 August 2019

 

8          Corporate Services Group

8.1         Lease Houhora Heads Motor Camp

File Number:           A2567408

Author:                    Rob Koops, Property Services

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

 

Purpose of the Report

To initiate the public consultation process for a new lease of the camping ground at Houhora Heads as shown on the attached aerial photograph “Houhora Heads Motor Camp Proposed Lease Area”, and to appoint the Te Hiku Community Board to hear submissions and make a recommendation to Council.

Executive Summary

·        The Houhora Heads Motor Camp spans across two property titles and is classified Recreation Reserve subject to the Reserves Act 1977.

·        The Reserve Act 1977 requires public consultation before Council can enter into a new lease on Reserve land.

·        Since 1993 the lessee has made significant investment and is prepared to continue to invest in the upgrade and renewal of the camp ground facilities and infrastructure.

·        The current lease is due to expire on 30 September 2026.

·        In order to retain existing and secure future funding and get a return on investment the lessee has requested a new lease of 21 years with a further 21 year right of renewal.

 

Recommendation

That the Te Hiku Community Board:

a)      recommends to Council that a public consultation process is commenced for a new lease on the Houhora Heads Recreation Reserve being Lot 1 & 2 DP 402482. The proposed lease is to the existing lessee; Houhora Head Motor Camp Limited and the main terms proposed are:

         Term: 21 years.

         Rent: Commercial rate determined by valuation.

         Right of Renewal: One further term of 21 years.

b)      is appointed to hear any submissions received in response to the consultation process and to make recommendations to the Council in respect of the granting of the lease.

 

1) Background

Houhora Heads Motor Camp spans over two titles being Lot 1 & 2 DP 402482 both being Recreation Reserve subject to the Reserves Act 1977 and directly on the waterfront at Houhora Heads.

 

The current lessee, Houhora Heads Motor Camp Ltd first managed then leased the Reserve land and has operated the motor camp since 1993.

 

A valuation carried out in 1996 shows lessor (Council) improvements (ie. small dwelling, original ablution and sewer, two water tanks, and four satellite toilets) valued at $80,000 were in place.

 

The same valuation shows lessee improvements (improvements to ablution and switch room, water supply and additional water tank, site development and power sites) valued at $70,000. Over time further improvements added to and paid for by the lessee include a recreation shelter, a swimming pool and a new manager’s residence.

 

In accordance with the terms and conditions of the lease repair and maintenance has been paid for by the lessee. Council has not contributed to the up-keep.

 

The current lessee is planning further upgrades and renewals of the improvements on the Recreation Reserve land. In order to maintain current and secure further bank funding and to recoup the investment the lessee requests new leases on the Reserve land.

2) Discussion and Options

Option 1 – recommended.

It is proposed that a new lease is a straight ground lease whereby the lessee owns all the improvements on the land. This removes ambiguity over the responsibility to renew the improvements when they come to their end of life and brings the lease in line with Policy # 5020 – Council-Owned Campgrounds. It also gives the operator of the camp ground the ability to plan and execute upgrades and renewals when they deem necessary rather than rely on Council plans and budget provisions.

Camping ground leases are typically registered and serve as security to obtain bank funding for improvements on the land. Operators need time to recoup their investment in these improvements. A lease term of 21 years with a further right of renewal of 21 years is therefore recommended. The lease will be on industry standard commercial terms, comply with the requirements of S54 the Reserves Act 1977 and be subject to the Camping Ground Regulations 1985 and Council’s Motor Camp Policy # 5020.

In accordance with the Reserves Act 1977 public consultation on a new lease on Reserve land is required. It is recommended that Council appoints the Te Hiku Community Board to hear submissions on the proposed lease and make a recommendation to Council.

Option 2.

Retain the status quo and let the current lease which still has 6 years to run, run its course. Under this scenario, as the lease gets closer to the expiry date, there will be less and less incentive on the lessee to maintain, let alone upgrade or renew the lessor improvements and the onus will be on Council to renew the assets at some point. In addition, under the terms and conditions of the current lease Council committed that on termination of the lease it would “purchase the Lessee’s interest in any buildings or other improvements of a structural nature which the lessee has erected on the Leased Area since the 1st of October 1996 and for which it is impractical for the lessee to remove …. at market value”.

Reason for the recommendation

To encourage ongoing investment in the infrastructure improvements at Houhora Heads Motor Camp and for these to be fully funded and maintained by the camp ground operator without cost to the ratepayer in accordance with Council Policy 5020 – Council Owned Campgrounds, a long term lease is recommended and to achieve this public consultation is a requirement under the Reserves Act 1997.

3) Financial Implications and Budgetary Provision

At the commencement of the lease the improvements that existed on the land where valued at $70,000. The current “book value” of the improvements is $120,796. It is proposed that they will be disposed of and the value written off to retained earnings. This is an accounting entry only and has no financial impact on rates.

Rental income to FNDC (valuation 2016) is $22,000+GST per annum and is reviewed to market rent every 3 years.

 

Attachments

1.      Houhora Heads Motor Camp Proposed Lease Area - A2569710  


 

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.

Reserves Act 1977

Camping Ground Regulations 1985

Policy #5020 – Council-owned Campgrounds

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.

Delegation to the relevant Community Board enables them to hear submissions and provide recommendations to the Council.

 

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.

Iwi consultation forms part of the public consultation process.

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.

Public consultation will determine this and submission will form part of deliberations prior to a recommendation being made.

State the financial implications and where budgetary provisions have been made to support this decision.

 

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


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8.2         Chairperson and Member Reports

File Number:           A2560520

Author:                    Melissa Wood, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

The reason for the recommendation is to note the reports from the Chairperson and Members.  The reports provide feedback to the community on matters of interest or concern to the Community Board and how the Community Board has communicated with community organisations and special interest groups within the community.

Recommendation

That the Te Hiku Community Board note the reports from the Chairperson, and Members Ward, and Atkinson.

 

1) Background

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

2) Discussion and Options

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

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

The reports from the Chairperson and Members are attached.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.      Chairperson Gardner Report August 2019 - A2583068

2.      Member Ward Report - August 2019 - A2571834

3.      Member Report Atkinson - August 2019 - A2583169  


 

Compliance schedule:

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

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

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

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

c)       If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

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

Compliance requirement

Staff assessment

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

Not applicable

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Not applicable

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

This is a Community Board report

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

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.

 

 


COMMUNITY BOARD CHAIRPERSON’S REPORT

Report to Community Board                                    Te Hiku

Chairperson’s Name                                                  Adele Gardner

Subdivision                                                                Kaitaia – Te Hiku        

Date                                                                             June – July 2019

 

REPORT

1)         Meetings

            27 June    -    Council Meeting in Kaitaia

            2 July       -    Meeting with CEO

            4 July      -    Revenue Review Workshop in Kaikohe

            4 July      -    Kerikeri Sports Assessment Workshop

            9 July      -   Community Meeting at Korora Park Ahipara

            10  July   -    Strategic Plan workshop at Te Ahu

            11 July    -   Resource Consent workshop

            12 July    -   Te Ahu Trust Monthly meeting

            12 July    -   Awanui River Liaison Meeting

            16 July    -   Te Hiku Community Board Meeting

            16 July    -   Te Hiku Sports Hub Meeting

            17 July    -   Workshop with FNHL Kerikeri

            18 July    -   Infrastructure Committee Meeting

            18 July    -   Revenue Review Workshop

            22 July    -  Jaycee/Centennial Park – Stage 2 workshop

            24 July    -   Meeting with CEO

            25 July    -   Audit Risk & Finance Meeting

            25 July    -   FNHL presentation

            25 July    -   Kaitaia Business Association Meeting     

 

2)      Issues  -  Lake Ohia Hall – RFS3964984.  Kaitaia Business Association

           

3)         Resource Consents:  Nil

           

4)         Request for Service: RFS 3962529  -  Ahipara Foreshore footpaths put forward for consideration for the TIF fund.

           

           

           

           

 

        

 

 

        

        

 


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Te Hiku Community Board Meeting Agenda

20 August 2019

 

Report to Community Board                   Te Hiku

Member name                                            Lawrie Atkinson

Subdivision                                       Whatuwhiwhi

Date                                                  July

 

 

Meetings and other Activities

 

2/7/2019       Karikari community hall/recreation hub meeting

4/7/2019       Awanui Progressive Ratepayers meeting

10/7/2019    Te Hiku Community Board workshop

15/7/2019    Tokerau Beach/Whatuwhiwhi Ratepayers meeting

16/7/2019    Te Hiku Community Board Meeting

26/7/2019    NZTA Drop in at Pack n Save  Kaitaia

 

 

Issues

 

·    Tsunami siren Tokerau beach/Rangiputa

 

 

RFS:    3959082          Reserves Karikari Peninsula

            3956269          Boat Trailer Parking at Rangiputa

 

 


Te Hiku Community Board Meeting Agenda

20 August 2019

 

8.3         Funding Project Reports

File Number:           A2560532

Author:                    Melissa Wood, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To receive the project reports from funding applicants in accordance with the Community Grants Policy.

Executive Summary

Recipients of grants from the Community Fund must complete and submit a project report within two months of completion of their project. Project reports have been received from CBEC, and Far North Palliative and Cancer Care.

 

Recommendation

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

a)      Community Business and Environment Centre.

b)      Far North Palliative and Cancer Care.

 

1) Background

The Community Grant Policy - Section 1, Clause 15 states that: “At the completion of a project that received community funding, recipients are required to complete a Project Report.  These reports must be received no later than two months after the completion of the project, or, if the activity is ongoing, within two months of the funding being spent. Recipients who do not complete this form are ineligible for Council funding for a period of five years”.

2) Discussion and Options

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

Reason for the recommendation

To receive the project reports from funding applicants in accordance with the Community Grants Policy.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Attachments

1.      Funding Project Report - Community Business & Environment Centre - A2583239

2.      Funding Project Report - Far North Palliative and Cancer Care - A2581645  


 

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.

 


Te Hiku Community Board Meeting Agenda

20 August 2019

 

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Te Hiku Community Board Meeting Agenda

20 August 2019

 

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Te Hiku Community Board Meeting Agenda

20 August 2019

 

8.4         Te Hiku Statement of Community Fund Account as at 30 June 2019

File Number:           A2577086

Author:                    Sam Chapman, Accounting Support Officer

Authoriser:              Angie Thomas, Manager - Accounting

 

Purpose of the Report

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

Recommendation

That the Te Hiku Community Board receives the report “Te Hiku Statement of Community Fund Account as at 30 June 2019“.

 

 

Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.

 

Community Fund Account balance as at 01 July 2018

$146,701.00

·    Plus Grant refunded from He Whanaumarama Trust

$3,000.00

·    Less allocate funds towards Jaycee Park Project (Children's Playground).  $33,300 from Community Board Placemaking Fund, $19,500 from Local Community Grant Fund (Strategic Plan allocation)

$52,800.00

·    Less allocate funds towards Centennial Park from Local Community Board

$21,719.00

·    Less funds granted and uplifted to 30 June 2019

$73,668.00

·    Less funds not uplifted from 28 May 2019 for Kerikeri Theatre Company – costs towards their performances of ‘Ladies Night’

$1,514.00

Community Fund Account balance as at 30 June 2019

$0.00

Discussion and Next Steps

Board members will consider the applications on the agenda and make a decision on what level of funding to allocate.  The balance in the Community Fund account as at 30 June 2019 is $0.00.

Recent amendments to the Community Grant Fund Policy allow the Community Board to allocate, by resolution, funding directly to key projects identified in their strategic plan to the maximum amount of $20,000 in any financial year. 

Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of funds from the Te Hiku Community Fund account to the Te Hiku Community Board.  The statement of the Community Fund account as at 30 June 2019 is attached.

 

Attachments

1.      THCB Statement of Te Hiku Community Board Fund Account as at 30 June 19 - A2572712  

 


Te Hiku Community Board Meeting Agenda

20 August 2019

 

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Te Hiku Community Board Meeting Agenda

20 August 2019

 

8.5         Application for Funding - Learn NZSL with Eddie Trust

File Number:           A2560559

Author:                    Melissa Wood, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with the information on Learn New Zealand Sign Language (NZSL) with Eddie Trust’s application for a Community grant to assist members in determining whether to approve or decline the application.

Executive Summary

·    The Applicant seeks funding to assist with their costs of providing low cost NZSL classes

·    The Board has not funded the applicant previously

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $4,067 (plus GST if applicable) to be paid from the Board’s Community Fund account to Deaf Action NZ as the fund holder on behalf of Learn New Zealand Sign Language with Eddie Trust, towards their costs of providing New Zealand Sign Language classes in Kaitaia.

i)       Proud vibrant communities

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

 

1) Background

Learn NZSL with Eddie Trust aims to provide low cost New Zealand Sign Language classes for the Far North district. Northland district has over 2,000 deaf people living in the region that use sign language. There are current and potential students travelling from Kaitaia to Whangarei to attend these classes. The Trust has a facebook page and a website with more information https://eddie.nz/ .

2) Discussion and Options

Preliminary assessment of the application:

The applicant has not been previously funded by the Board.

They have also submitted applications to the Kaikohe-Hokianga and Bay of Islands-Whangaroa Community Board for consideration for sign language classes run in their community board area.

The Trust is currently in the process of setting up a business banking account, Deaf Action NZ have agreed to be the fundholder for any payments until this process is completed.

Option 1    Authorise the full amount requested

Funding of 50% of the total project cost could be considered.

Option 2    Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.      Funding Application - Learn NZSL with Eddie Trust - A2574233

2.      Schedule of Supporting Documentation - Learn NZSL with Eddie Trust - A2574283  


 

Compliance schedule:

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

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

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

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

c)       If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

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

 

Compliance requirement

Staff assessment

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

Low

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Community Grant Policy

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

This report is to the Te Hiku Community Board

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

No implications for Maori in relation to land and / or water

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.

Considered in the application.

State the financial implications and where budgetary provisions have been made to support this decision.

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

20 August 2019

 

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Te Hiku Community Board Meeting Agenda

20 August 2019

 

Schedule of Supporting Documentation

LEARN NZSL WITH EDDIE TRUST

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Programme Outline

2

NZSL Level 1 Community Education Curriculum Guide

3

Learn NZSL with Eddie Trust

4

Job Description

5

Advertising Quote

6

Kaitaia NZSL Class Quotes

7

Tutor Contract

8

Health & Safety Plan

9

Bank account details (Deaf Action NZ)

10

Letter from Deaf Action NZ

11

Certificate of Incorporation

12

Facilitator job description

 

 

 


8.6         Application for Funding - Mangonui Lions Club

File Number:           A2578229

Author:                    Melissa Wood, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with the information on the Mangonui Lions Club 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 2019 Fun Run and Walk event.

·    The Board has funded the applicant previously.

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $276 (plus GST if applicable) to be paid from the Board’s Community Fund account to Mangonui Lions Club for their 2019 Fun Run and Walk event for the following community outcomes:

i)       Proud vibrant communities

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

 

 

1) Background

The Mangonui Lions Club works on projects to improve their community and the environment. Their motto is “We Serve”. They are part of Lions Clubs International.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has been funded previously by the Board in 2018. A project report has been received for this grant.

This application is for 42% of various costs involved with running the event.

This is an annual event. A Traffic Management Plan has been submitted to FNDC by Glenn Bradbury, Small Digger Works, Coopers Beach. This is a donation of service to the Club, so there is no cost involved.

Option 1    Authorise the full amount requested

Funding of 42% of the total project cost could be considered.

Option 2    Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.      Funding Application - Mangonui Lions Club - A2577765

2.      Schedule of Supporting Documentation - Mangonui Lions Club - A2577525  


 

Compliance schedule:

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

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

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

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

c)       If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

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

 

Compliance requirement

Staff assessment

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

Low

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Community Grant Policy

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

This report is to the Te Hiku Community Board

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

No implications for Maori in relation to land and / or water

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.

Considered in the application.

State the financial implications and where budgetary provisions have been made to support this decision.

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

20 August 2019

 

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Te Hiku Community Board Meeting Agenda

20 August 2019

 

Schedule of Supporting Documentation

MANGONUI LIONS CLUB

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Quote - Bay Signs

2

Quote - 4Square Coopers Beach

3

Travel Claim Schedule

4

Quote TNT Screen Printing Engraving

5

Summary Cashbook to 30/6/19

6

Health & Safety Plan

 

 

 


8.7         Application for Funding - Whatuwhiwhi & Tokerau Ratepayers Association

File Number:           A2585883

Author:                    Melissa Wood, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with the information on Whatuwhiwhi & Tokerau Ratepayers Association’s application for a Community grant and to assist members in determining whether to approve or decline the application.

Executive Summary

·    The Applicant seeks funding towards the annual Seniors’ Christmas luncheon.

·    The Board has funded the applicant previously.

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $900 (plus GST if applicable) to be paid from the Board’s Community Fund account to Whatuwhiwhi & Tokerau Ratepayers Association towards costs for their 2019 Seniors Christmas Luncheon, to support the following community outcomes:

i)       Proud vibrant communities.

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

 

 

1) Background

The aim of the Whatuwhiwhi & Tokerau Ratepayers Association is to look after the needs and concerns of their local ratepayers. The ‘60+’ Christmas party is a popular annual community event amongst the large retired population of the area, and is fully managed by community volunteers.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has made three previous applications to the Board in 2016, 2017, and 2018 for the Association’s annual senior’s Christmas lunch. Grants of $900 were approved by the Board, and project reports have been noted.

The applicant seeks a grant of $900 - 50% of the total cost. The total cost includes $900 of volunteer value.

The amount requested is an estimate based on previous years, and information from the 2018 menu has been submitted to support this.

Option 1    Authorise the full amount requested

Funding of 50% of the total project cost could be considered.

Option 2    Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.      Funding Application - Whatuwhiwhi & Tokerau Ratepayers Association - A2585750

2.      Schedule of Supporting Documentation - Whatuwhiwhi & Tokerau Ratepayers Association - A2585779  


 

Compliance schedule:

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

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

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

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

c)       If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

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

 

Compliance requirement

Staff assessment

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

Low

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Community Grant Policy

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

This report is to the Te Hiku Community Board

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

No implications for Maori in relation to land and / or water

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.

Considered in the application.

State the financial implications and where budgetary provisions have been made to support this decision.

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

20 August 2019

 

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Te Hiku Community Board Meeting Agenda

20 August 2019

 

Schedule of Supporting Documentation

Whatuwhiwhi & Tokearau Ratepayers Association

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Bank Account Statements May & June 2019

2

Health & Safety Plan

3

Food Estimate (2018)

 

 

 


8.8         Item left to lie on the Table - Application for Funding - Far North Joyfest Group

File Number:           A2570110

Author:                    Melissa Wood, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with the information on Far North Joyfest Group’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 Joyfest health and wellbeing event

·    The Board has not funded the applicant previously

·    The Te Hiku Community Board considered this item at their meeting on 16 July 2019. The Board resolved to leave this item to lie on the table to allow time to receive further information.

Recommendation

That the Te Hiku Community Board:

a)      agree to uplift the item left to lie on the table “Application for Funding - Far North Joyfest Group”.

b)      in considering the provisions of the Community Grant Policy authorise the sum of $6,543 (plus GST if applicable) to be paid from the Board’s Community Fund account to Far North Joyfest Group for costs toward their 2019 Joyfest event to support the following community outcomes.

i)       Proud vibrant communities

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

 

 

1) Background

Far North Joyfest will be a family friendly event which combines health and wellbeing with conscious living. It will take place at Butler Point, Hihi on Sunday 27 October 2019. The objective of the festival is to bring people together in community in a holistic way that promotes personal and environmental well-being, as well as celebrating diversity. It will also support local businesses and promote the area. The event is being organised by a group of volunteers who have formed a not for profit group. This is the first time the event has been held.

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 of the event. They have also applied to Creative Communities, who approved a grant of $900 at their June meeting. An application was submitted to the Events Investment Fund, which was considered by the panel on 31 July 2019 however they were not awarded a grant. The applicant has indicated they are also looking into other funding options.

 

Option 1    Authorise the full amount requested

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.      Funding Application - Far North Joyfest Group - A2534159

2.      Schedule of supporting documentation - Far North Joyfest Group - A2533808  


 

Compliance schedule:

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

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

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

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

c)       If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

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

 

Compliance requirement

Staff assessment

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

Low

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Community Grant Policy

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

This report is to the Te Hiku Community Board

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

No implications for Maori in relation to land and / or water

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.

Considered in the application.

State the financial implications and where budgetary provisions have been made to support this decision.

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

20 August 2019

 

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Te Hiku Community Board Meeting Agenda

20 August 2019

 

Schedule of Supporting Documentation

Far North Joyfest Group

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Event outline

2

Business Plan

3

FNJG Constitution

4

Correspondence about pricing

5

Budget Schedule

6

Bank account statement 6 June 2019

7

Volunteer hours schedule

8

Correspondence/ quotes from event service providers

9

Quotes for consumables

10

Quote - Top Print Kaitaia

11

Quote - Live Wire Media

12

Quote - North Hire Marquees

13

Quote - Kerikeri Party Hire

14

Quote - Top Hire Marquees

15

Quote - Bridge Recording

16

Quote - AoN - Public Liability Insurance

17

Quote - Whalers Museum

18

Quote - Music & Yoga

19

Quote - DBay Hire

20

Health & Safety Plan

21

Site Plan

 

 

 


Te Hiku Community Board Meeting Agenda

20 August 2019

 

9          Information Reports

9.1         Community and Customer Services Report 1 January - 30 June 2019

File Number:           A2570226

Author:                    Jacine Warmington, Manager - Community and Customer Services

Authoriser:              Dean Myburgh, General Manager - District Services

 

Purpose of the Report

The purpose of the report is to provide information to the Te Hiku Community Board for the community and customer service activities.

Executive Summary

This information-only report is provided as an update to the Community Board.

Recommendation

That the Te Hiku Community Board receive the report Community and Customer Services Report 1 January - 30 June 2019.

 

 

Background

Statistical information in relation to the Community and Customer Services Department (District Services Group) is provided to the Te Hiku Community Board to provide an overview of activity and performance for the months of January to the end of June 2019 for the Te Hiku area.

 

Contact Centre

·    Commencement of the new Manager – Customer Care (oversees Contact Centre and Service Centres) occurred in March.

 

·    Customer interactions district wide for year end June 2019 totalled 240,622.  For the 6 months January to June 2019, they totalled 118,327.  These interactions included Phone: 48,443, AskUs emails: 5,643, Requests for Service: 28,289, and Walk-ins at Kaikohe and Rawene: 9,122.  

 

·    The average wait time for calls to be answered was 2m 30s, the target is 20 seconds.

 

·    The rate of abandoned calls (15%) has decreased since the last report (20%) but still well above the 8% target. Staffing levels have made reaching targets very difficult – illness and other leave have impacted on the Contact Centre.

 

·    District-wide the top two issues that customers contacted Council about were Building: 8,827 (including booking Building inspections and Rates: 9,120 (including payments, account balances and direct debits).

 

 

Libraries

·    Commencement of the new Manager – Libraries and Museum (oversees the six District Libraries and Museum @Te Ahu) occurred in March.

 

Library highlights for the period January 1 – June 30 2019 include:

·    Regional initiative, children create wreaths for councillors to place at cenotaphs

·    Established Babies in the Library day

·    The Senior Librarian’s goat visited the library and was a great hit with adults and kids alike

·    Supporting local students in their Duke of Edinburgh awards

·    National Simultaneous Storytime with a large group of children

·    Day of music with local musicians much enjoyed by the community

·    Kaitaia College students performances for Music Month and NCEA credits

·    Kaitaia Library topped the leader board for Spark Jump modems issued in May

Spark Jump

Spark Jump is a programme being run at Kaitaia Library in partnership with the 20/20 Trust and the Spark Foundation. The partnership enables libraries to provide modems to families with a student at home free of charge. The families can then access low cost, pay-as-you-go access to the internet through $10 top-ups.

This programme has proven to be effective in the Kaitaia area. Kaitaia Library connected more families with modems and the internet than any other provider across New Zealand in May 2019.

eResources

The increase in eResources shows continued growth due to recent additions to collections and the success of the Te Tai Tokerau consortium with Whangarei and Kaipara Libraries which has resulted in an increased pool to borrow from.

Museum@Te Ahu Report January – June 2019

Exhibitions

Short Term Exhibitions utilising Museum Collections

·      Getting Hitched – exhibition of wedding dresses through the ages March – June 2019

·      All dolled up – exhibition of dolls from the Lois Marsters collection, Jan – May 2019

·      Doll installation at Te Ahu Library (on loan) Feb – ongoing

·      Kaitaia then and now photographic display – art space Te Ahu May 2019

Collaborative Community Exhibitions

·      Matariki Event June – August 2018. Tuia te kaakaa, whatu te kakahu exhibition Stories woven into cloaks – iwi collaboration with Te Rarawa

·      Matariki Event June – August 2018. Nga Tohu o Te Hou, signs of the New Year. An art exhibition of 4 emerging Maori artists in Te Hiku.

·      Armistice Exhibition – November 2018 – March 2019 Nga Rau Aroha: From the Far North to the Western Front and home again. Armistice Day (4 month exhibition) – Collaboration with Kaitaia College History students.

·      Ngati Kuri Matariki exhibition 2019 – deferred until 2020 alternative is Baby Baroque interactive concert for 1-5year olds

Facebook page – Museum at Te Ahu

Museum Facebook has increased in popularity from 86 people liking the page 18 months ago to 1,239 people with 1,239 following the updates. In the last 12 months the museum has posted 35 stories highlighting our photographic collections, plus 25 stories of upcoming events, visitors and current affairs. The most popular story was the Kaitaia Floods of 1958 reaching over 36,000 people, 123 shares, 152 likes and 44 comments.

 

Visits

Schools


 

Groups

Door Count

Volunteer Hours

Volunteer hours rose to 283.4 hours. This is due to the fact we have more people volunteering and we have consistent opening hours.

Hosting Archive Visitors / Archival Research Requests
There were 156 researchers who accessed the museum’s collections and research facilities in 2018/2019. Subjects covered researching family, local human history (society\community) and natural history. This is an 80% increase from 2017 where 81 research inquiries were recorded.

Educational Programmes

Internal – 1 Museum treasure hunt

External - nil

Events\media and promotion

·      The museum launched the Matariki exhibition and events with an early morning karakia and kai.

·      Blessing of the museum exhibition space and offices

·      3 articles on the museum published in the Northland Age

·      Relaunch of the Museum @ Te Ahu face book page

·      Rebranding of the museum

 

Care of the collection

·    The draft Museum at Te Ahu Collection Policy July 2018 was adopted by the Museum Trust and Far North District Council in August 2018.

·     Expert Knowledge Exchange– Specialist Conservator, Vicki-Anne Heikell and Sally August as a follow up for the photographic collections expert exchange with Mark Strange. A conservation plan to follow to coincide with the Museum Offsite Storage project. There is no extra funding attached to this.

 

Grants / Donations

·    A funding application to Foundation North for $10k to purchase shelving was spent.

·    Funding for the Museum Offsite Storage (Pioneer House) Project was successful $149k

·    Peace and Disarmament Funding $4k for the Armistice Day exhibition

·    Matariki Exhibition and events $500 from Te Reo o Te Rarawa – Te Runanga o Te Rarawa.

·    Applied for Foundation North funding for the cataloguing and digitising of all museum collection items $169k.

Total: $332,500.00

 

Regional and National

·      There have been many wonderfully positive comments captured in the Visitor Book as well as the visitor survey which is capturing good information about “who” visits the museum.

·      Curator attended and spoke at the National Archives of New Zealand conference in Rotorua.

·      Internal museum visitor survey implemented at the front counter (September 2018) – again, many positive comments to date.

·      Expert Knowledge Exchange– Specialist Conservator, Vicki-Anne Heikell and Sally August as a follow up for the photographic collections expert exchange with Mark Strange. A conservation plan to follow to coincide with the Museum Offsite Storage project. There is no extra funding attached to this. Rose Evans conservator visit and training Pioneer House – August 2018 and February 2019.

·      Curator was asked to join the National New Zealand Repatriation Research Network in June 2019.

 

 

Kaitaia (Far North) i-SITE

·    Visitor numbers over the last six months have been steady with both domestic and international visitors coming in.  However, there has been a small drop off over January and February.

·    Retail sales are going very well.

·    People walking the Te Araroa trail are visiting asking questions about the trail.

·    It is proving difficult to make bookings and closing sales as people are wanting the information but doing the bookings themselves or waiting until they get to the area before they book.

·    Participated in i-SITE NZ’s freedom camping campaign which is supporting responsible camping.

·    Four motels have been sold and are no longer operating as motels but as Housing NZ Emergency Housing.  Motel stocks have been seriously depleted over the last year or so.

Cemeteries - Sexton Services

Council manages the Kaitaia public cemetery on Pukepoto Road and the Totara North public cemetery on Totara North School Road under the legislation of the Burial and Cremation Act 1964 and Far North District Council By-Law 1401-1442.

There were 10 full burials and 5 ash burials in the Te Hiku area from January to the end of June, well above the monthly average of 1.1 per month.  There was also one disinterment carried out in the Kaitaia Cemetery. 

The number of enquiries are similar to previous years with an average of 25 per month and there have been 19 plots pre-purchased and certificates of title issued over this 6 month time period.

New burial berms have been installed at the Totara North Cemetery.  There has been a higher number of burials and plot reservations in this cemetery during the past six months.  

Funeral Directors and members of the public often comment on how well kept Council’s Cemeteries are.  This reflects back on Councils Town Maintenance contractors and the high standard they have set in the maintenance of the cemeteries under their care. 


 

Housing for the Elderly

Council owns and rents out 147 Housing for the Elderly units and bedsits overall. In the Te Hiku area there are Villages at:

Locations

One bedroom

Current Vacancies

Ahipara

6

0

Awanui

12

0

Oxford Street, KTA

26

2

Puckey Ave, KTA

22

0

During the period 1 January – 30 June 2019 five units were vacated and four new tenancies commenced. Currently there are two units under-going refurbishment.

Financial Implications and Budgetary Provision

No financial implications

Attachments

Nil


 

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 - information only

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Safe, healthy, resilient places and people.

Sustainable, affordable, equitable infrastructure that contributes to the economic progress and social wellbeing of the district.

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.

No implications specifically for Maori. Contribution via community board.

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.

Via community board.

State the financial implications and where budgetary provisions have been made to support this decision.

No financial implications.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 

  


Te Hiku Community Board Meeting Agenda

20 August 2019

 

10        Meeting Close