Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

2 October 2019

The Local Government Act 2002 states the role of a Community Board is to:-

(a) Represent, and act as an advocate for, the interests of its community;

(b) Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board;

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

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

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

Council Delegations to Community Boards - January 2013

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

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated storm water systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12. Recommend new bylaws or amendments to existing bylaws.

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

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

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

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

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

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

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

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

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

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

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

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

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

Terms of Reference

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

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

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

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

4. Have special regard for the views of Maori.

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

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

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

a) Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a) the disposal and purchase of land

b) proposals to acquire or dispose of reserves

c) representation reviews

d) development of new maritime facilities

e) community development plans and structure plans

f) removal and protection of trees

g) local economic development initiatives

h) changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Mike Edmonds	Chair	Kaikohe Mechanical and Historic Trust	Council Funding	Decide at the time
Mike Edmonds	Committee member	Kaikohe Rugby Football and Sports Club	Council Funding	Withdraw and abstain
Shaun Reilly	No form received
Kelly van Gaalen	No form received
Louis Toorenburg	No form received
Alan Hessell	Nil	Nil	Nil	Nil
Emma Davis	Secretary	Pompallier Hokianga Trust	Council Funding	Decide at the time to withdraw and/or abstain
	Trustee	Raiatea Resource Centre	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Rawene Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Kohukohu Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Member of teaching staff	Broadwood Area School	Council Funding	Decide at the time to withdraw and/or abstain
John Vujcich	Board Member	Ngati Hine Health Trust	Matters pertaining to property or decisions that may impact of their health services	Declare interest and abstain
	Board Member	Pioneer Village	Matters relating to funding and assets	Declare interest and abstain
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest
	Member	Kaikohe Business Association	Possible funding provider	Declare a Conflict of Interest

Kaikohe-Hokianga Community Board Meeting Agenda

2 October 2019

MINUTES OF Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 4 September 2019 AT 10.30 am

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

IN ATTENDANCE:

STAFF PRESENT: Ken Ross (Community Development Advisor), Sheryl Gavin (Manager, Strategic Planning and Policy), Marlema Baker (Meetings Administrator)

1 Apologies and conflicts of Interest

Nil

2 Public Forum

· Kim Robinson, Eddie Hokianga spoke on behalf of the Learn NZSL with Eddie Trust funding application: Item 7.5 refers.

· Wally Hicks, Delvene Morrissey and Keith Lyndell spoke on behalf of the Kohukohu Community Plan: Item 6.1 refers.

11:30 am Meeting adjourned for morning tea. 11:45 am Meeting resumed.

3 Deputations

Nil

4 Speakers

Nil

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 5.1 document number A2627987, pages 10 - 15 refers

Recommendation

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 7 August 2019 as a true and correct record.

Carried

6 Strategic Planning and Policy Group

6.1 Kohukohu Community Plan Report

Agenda item 6.1 document number A2588722, pages 16 - 69 refers

Resolution 2019/81

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board receive the Kohukohu Community Plan Report.

.Carried

6.2 Kaikohe Business Association funding for security lighting

Agenda item 6.2 document number A2615553, pages 70 - 74 refers

Resolution 2019/83

Moved: Chairperson Mike Edmonds

Seconded: Cr John Vujcich

That the Kaikohe-Hokianga Community Board:

a) Provide a grant of $5,000 from the ‘Western Amenity Improvement Levy’ to the Kaikohe Business Association for the upgrade and operation of security lighting in the pedestrian zone of Kaikohe.

b) Request that Council consult affected ratepayers on a targeted rate sufficient to cover the ongoing cost of amenity and security lighting in the pedestrian zone of Kaikohe:

i) Effective 1 July 2020 if an LTP amendment proceeds in 2019/20; or

ii) Effective 1 July 2021 (year one of the 2021-31 LTP) if an LTP amendment does not proceed in 2019/20.

Carried

7 Corporate Services Group

7.1 Funding Project Reports

Agenda item 7.1 document number A2629104, pages 75 - 82 refers

12:01 pm Chairperson declared a conflict and vacated the chair. Member Davis assumed the Chair. 12:03 pm Member van Gaalen declared a conflict and did not participate in the discussion.

Resolution 2019/84

Moved: Member Alan Hessell

Seconded: Member Shaun Reilly

That the Kaikohe-Hokianga Community Board notes the Project Reports from:

a) Pioneer Village Kaikohe - Growing Opportunities

b) Pioneer Village Kaikohe - Park-Up Safely

Carried

Member Vujcich abstained

12:08 pm Chairperson Edmonds resumed as Chair

7.2 Kaikohe-Hokianga Statement of Community Fund Account as at 31 July 2019

Agenda item 7.2 document number A2601652, pages 83 - 84 refers

Resolution 2019/85

Moved: Cr John Vujcich

Seconded: Member Louis Toorenburg

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

Carried

7.3 Application for Funding - Hokianga Country Music Club

Agenda item 7.3 document number A2629121, pages 85 - 96 refers

Resolution 2019/86

Moved: Member Louis Toorenburg

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board approves the sum of $2,785 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Country Music Club Inc for costs towards special ferry and ferry crossing expenses for bands and performers attending the 2019 Hokianga Country Music festival, to support the following Community Outcomes:

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

b) Prosperous communities supported by a growing economy.

Carried

7.4 Application for Funding - Waimamaku Community Garden Group

Agenda item 7.4 document number A2632044, pages 97 - 99 refers

RECOMMENDATION

The Kaikohe-Hokianga Community Board recommends that the funding application made by the Waimamaku Community Garden be deferred to the October meeting for consideration.

7.5 Application for Funding - Learn Sign Language with Eddie Trust

Agenda item 7.5 document number A2632124, pages 111 - 113 refers

Resolution 2019/87

Moved: Cr John Vujcich

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board approves the sum of $2,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Learn New Zealand Sign Language with Eddie Trust for costs towards:

a) Venue hire

b) Advertising and promotion

c) Facilitator fees

d) Administration

e) Consumable materials and

f) Travel

to support the following Community Outcomes:

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

b) Proud, vibrant communities

Carried

Member Reilly abstained.

7.6 Application for Funding - Te Pokapu Tiaki Taiao o Te Tai Tokerau

Agenda item 7.6 document number A2632157, pages 122 - 124 refers

Recommendation

Moved: Chairperson Mike Edmonds

Seconded: Cr John Vujcich

That the Kaikohe-Hokianga Community Board approves the sum of $2,880 (plus GST if applicable) to be paid from the Board’s Community Fund account to Te Pokapu Tiaki Taiao o Te Tai Tokerau for costs towards engaging a Timebank Coordinator to support the following Community Outcomes:

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

b) Proud, vibrant communities.

LOST

TABLED Papers

Resolution 2019/88

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board receives the following tabled paper:

a) Proposal for a Memorial of the SS Ventnor tabled by Sheryl Gavin

.Carried

8 Meeting Close

The Meeting closed at 12:35 pm.

The minutes of this meeting were confirmed at the Kaikohe-Hokianga Community Board Meeting held on 2 October 2019.

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

CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

2 October 2019

6.3 Chairperson and Members Report

File Number: A2664524

Author: Marlema Baker, 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

a) That the Kaikohe-Hokianga Community Board notes the report from the Chairperson.

b) That the Kaikohe-Hokianga Community Board recommend to the CE that he investigate the costs and benefits of a governance training program and make a recommendation to the council that a budget be created in the LTP for candidate governance training in the year leading up to each local government elections.

c) That the Kaikohe-Hokianga Community Board request, of the FNDC, that the Elected Member’s Training Policy be changed to give the community boards final approval of their member’s training.

d) That the Kaikohe-Hokianga Community Board recognise the support that the FNDC, and its CE and staff have given the board over the last three years.

1) Background

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

2) Discussion and Options

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

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

The reports from the Chairperson and Members are attached.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. 2019-10-02 KHCB Chairpersons Report - A2664500 ⇩

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

Kaikohe-Hokianga Community Board Meeting Agenda

2 October 2019

6.4 Funding Project Reports

File Number: A2681766

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

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

Executive Summary

· Recipients of grants from the Community Fund must complete and submit a project report within two months of completion of their project.

· Two Project Reports have been received from Kerikeri Theatre Company and Pioneer Village Kaikohe.

Recommendation

That the Kaikohe-Hokianga Community Board notes the Project Reports from:

a) Kerikeri Theatre Company - Ladies Night Production

b) Pioneer Village Kaikohe - CCTV

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 these project reports are attached for the Board’s information.

Should Board members have concerns or issues with these reports, they should be raised for discussion at this part of the meeting.

Reason for the recommendation

In providing this Project Report the recipient has satisfactorily complied with the Community Grant Policy requirements, Section 1, Clause 15.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Attachments

1. 2019-10-02 KHCB - Project Report - Kerikeri Theatre Company - A2681750 ⇩

2. 2019-10-02 KHCB - Project Report - Pioneer Village Kaikohe - A2681752 ⇩

Compliance schedule:

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

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

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

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

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

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

Kaikohe-Hokianga Community Board Meeting Agenda

2 October 2019

6.5 Application for Funding - Waimamaku Community Garden Group

File Number: A2678918

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report:

To present the Community Board with information on the Local Community Grant application from Waimamaku Garden Club Group to assist members in determining whether to approve, or decline the application.

Executive Summary

Waimamaku Community Garden seeks funding to assist with costs towards purchasing resources, equipment, machinery and infrastructure items for the Waimamaku Community Garden.

Recommendation

That the Kaikohe-Hokianga Community Board approves the sum of $6,451 (plus GST if applicable) to be paid from the Board’s Community Fund account to Waimamaku Community Garden Group for costs towards purchasing the following:

a) Broad fork

b) First aid kit

c) Greenhouse

d) Compost bins and safety gear

e) Water tank and

f) Machinery

to support the following Community Outcomes:

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

b) Prosperous communities supported by a growing economy.

1) Background

The Waimamaku Community Garden Group is a recent addition to the small community of Waimamaku established in 2018 as part of a wider community conversation on community development.

The Group consists of experienced and seasoned gardeners, expert ecologists, horticulturalists and rangatahi. It holds regular gardening workshops and provides educational opportunities to learn horticultural skills to encourage whanau in the area to grow healthy kai.

It also encourages the community to develop small-scale gardening enterprises for the purpose of providing for their own income and financial security.

2) Discussion and Options

Preliminary assessment of the application:

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

This is a new applicant.

Option 1 Authorise the full amount requested

This application is for $6,451 which is 48.17 % of the total project cost.

Option 2 Authorise partial funding of the amount requested

Option 3 Decline funding

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. 2019-10-02 KHCB Application - Waimamaku Community Garden - A2678921 ⇩

2. Schedule of Supporting Documentation - Waimamaku Community Garden - A2678994 ⇩

Compliance schedule:

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

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

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

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

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

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

Kaikohe-Hokianga Community Board Meeting Agenda

2 October 2019

6.6 Application for Funding - Friends of the School (Opononi Area School)

File Number: A2679440

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information on the Local Community Grant application from Friends of the School (Opononi Area School), to assist members in determining whether to approve or decline the application.

Executive Summary

· The Applicant seeks a grant for costs towards the purchase of a replacement shade-sail at Opononi Area School

· This is stage 1 of an overall Opononi Area School shade-sail project.

Recommendation

That the Kaikohe-Hokianga Community Board authorises the sum of $5,727 (plus GST if applicable) to be paid from the Board’s Community Fund account to Opononi Area School (OAS), for costs towards the purchase of a replacement shade-sail at Opononi Area School, to support the following Community Outcome:

i. Proud vibrant communities

1) Background

Friends of the School are a non-profit organisation that works alongside Opononi Area School to create fundraising opportunities and volunteer hours to these events.

Friends of the School Shade-Sail project aims to provide much needed shade at Opononi Area School. The overall project is valued at $25,955.

Stage 1 of the project aims to replace the shade-sails on the tiger-turf area where existing poles are already in place.

2) Discussion and Options

Preliminary assessment of the application:

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

Option 1 Authorise the full amount requested

The applicant seeks a grant of $5,727 which is 22.06 % of the total project cost

Option 2 Authorise partial funding of the amount requested

Option 3 Decline Funding

Option 1 is recommended by staff so the application aligns with the community policy and community outcomes of the LTP and aligns with previous funding allocated.

Reason for the recommendation

3) Financial Implications and Budgetary Provision

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

Attachments

1. 2019-10-02 KHCB Funding Application - Friends of the School - A2679541 ⇩

Compliance schedule:

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

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

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

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

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

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

Kaikohe-Hokianga Community Board Meeting Agenda

2 October 2019

6.7 Application for Funding - Wekaweka Valley Community Trust

File Number: A2679806

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report:

To present the Community Board with information on the Local Community Grant application from Wekaweka Valley Community Trust to assist members in determining whether to approve, or decline the application.

Executive Summary

Wekaweka Valley Community Trust seeks funding to assist with operational costs to run the Waimamaku Resource Centre in 2020.

Recommendation

That the Kaikohe-Hokianga Community Board approves the sum of $5,287 (plus GST if applicable) to be paid from the Board’s Community Fund account to Wekaweka Valley Community Trust to assist with the 2020 operational costs for the Waimamaku Resource Centre;

a) Telephone and internet

b) Repairs and maintenance

c) Rent

d) Printing, postage and stationery, and

e) Power and gas

to support the following Community Outcomes:

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

b) Prosperous communities supported by a growing economy

1) Background

The Wekaweka Valley Community Trust was established on 30 June 1991, its objectives are to:

· Reduce welfare dependence in the community.

· Promote, provide and support education and training programs.

· Promote provide and support recreational and cultural activities.

· Promote, provide and support other activities related to conservation of the environment.

· Work in conjunction with other groups having common objectives.

In 1996 the Trust began discussing and developing initiatives that would improve the lives of the people in Waimamaku. The idea of a Resource Centre in Waimamaku was born.

The Waimamaku Resource Centre is located in the heart of town and was established with the intent to provide services, support and create employment opportunities for the people of Waimamaku.

There has been renewed interest from a number of community members to revitalise the Resource Centre and redefine the kaupapa, however funding and resourcing is low which may lead to the closing of the Centre.

To that end Wekaweka Valley Community Trust seeks funding to assist with supporting the operational costs of the Waimamaku Resource Centre for the year 2020.

2) Discussion and Options

Preliminary assessment of the application:

This is a first-time applicant.

Option 1 Authorise the full amount requested

This application is for $5,287 which is 49.47 % of the total project cost of the project.

Option 2 Authorise partial funding of the amount requested

Option 3 Decline funding

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

Reason for the recommendation

3) Financial Implications and Budgetary Provision

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

Attachments

1. 2019-10-02 KHCB - Application - Wekaweka Valley Community Trust - A2679755 ⇩

2. 2019-10-02 KHCB - Schedule - Wekaweka Valley Community Trust - A2679787 ⇩

Compliance schedule:

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

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

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

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

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

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

Kaikohe-Hokianga Community Board Meeting Agenda

2 October 2019

6.8 Application for Funding - Dynamo Cycling and Sports Club Inc

File Number: A2680148

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report:

To present the Community Board with information on the Local Community Grant application from Dynamo Cycling and Sports Club Inc to assist members in determining whether to approve, or decline the application.

Executive Summary

Dynamo Cycling and Sports Club Inc seeks funding to assist with costs towards purchasing finishers medals and trophies for the 2020 Tour of Northland Cycle Challenge.

Recommendation

That the Kaikohe-Hokianga Community Board approves the sum of $1,650 (plus GST if applicable) to be paid from the Board’s Community Fund account to Dynamo Cycling and Sports Club Inc for costs towards purchasing:

a) finishers medals and

b) trophies

to support the following Community Outcome:

a) Proud vibrant community

1) Background

The event was first held in 2001. It has continued because of popular demand and has become an icon event for Northland. The 2020 event will be the 20^th edition of the Tour of Northland Cycle Challenge.

This event makes big contributions to various local communities that it visits. One of the biggest days each year is in Opononi. The locals are generally very supportive.

Dynamo expects in excess of 300 competitors along with their supporters: approximately 500 people staying in the Paihia, Russell and Opononi areas for the night.

2) Discussion and Options

Preliminary assessment of the application:

In 2019 this applicant received joint funding from 3 Councils however the Kaikohe-Hokianga Community Board has not previously funded this applicant.

Option 1 Authorise the full amount requested

This application is for $1,650 which is 45.36 % of the total project cost of the project.

Option 2 Authorise partial funding of the amount requested

Option 3 Decline funding

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

Reason for the recommendation

3) Financial Implications and Budgetary Provision

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

Attachments

1. 2019-10-02 KHCB - Application - Dynamo Cycling & Sports Club Inc - A2679753 ⇩

2. 2019-10-02 KHCB - Schedule - Dynamo Cycling & Sports Club Inc - A2679785 ⇩

Compliance schedule:

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

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

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

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

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

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

Kaikohe-Hokianga Community Board Meeting Agenda

2 October 2019

6.9 Application for Funding - Kohukohu Community Trust - The Herald Building

File Number: A2680212

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report:

To present the Community Board with information on the Local Community Grant application from Kohukohu Community Trust to assist members in determining whether to approve, or decline the application.

Executive Summary

a) The Kohukohu Community Trust submits this funding application on behalf of the Hokianga Herald Building Group.

b) The Hokianga Herald Building Group seeks funding to towards the operational costs associated with opening a Resource Centre in the Herald Building.

c) The Resource Centre is expected to coordinate existing community activities plus provide opportunities for new and expanded activities and experiences.

Recommendation

That the Kaikohe-Hokianga Community Board approves the sum of $6,945 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kohukohu Community Trust to assist with operational costs towards creating a Resource Centre in the Kohukohu Herald Building, to support the following Community Outcomes:

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

b) Prosperous communities supported by a growing economy.

1) Background

The Herald Building is owned by the Kohukohu Community Trust which is the governing body for the Hokianga Herald Building Group.

The Hokianga Herald Building Group intends to create a Resource Centre that provides opportunities for the community to increase its capacity for resilience, for food security in tough times, for business development and the sharing of skills, services, goods and knowledge. It also aims to strengthen the social and practical connections between communities and generations.

This project will initiate and coordinate many of the elements proposed in the 2019 Kohukohu Community Plan which is now part of the Far North District Council plan.

2) Discussion and Options

Preliminary assessment of the application:

This applicant previously received funding in 2016. A project report was received for that project.

Option 1 Authorise the full amount requested

This application is for $6,945 which is 12.94 % of the total project cost of the project.

Option 2 Authorise partial funding of the amount requested

Option 3 Decline funding

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

Reason for the recommendation

3) Financial Implications and Budgetary Provision

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

Attachments

1. 2019-10-02 KHCB - Application - Kohukohu Community Trust Herald Building - A2679757 ⇩

2. 2019-10-02 - KHCB - Schedule - Kohukohu Community Trust - A2679786 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report does not have district wide relevance.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	No implications for Maori in relation to land and / or water.
Identify persons likely to be affected by or have an interest in the matter and how you have given consideration to their views or preferences for example, youth, the aged and those with disabilities).	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.

Community Fund Account balance as at 1 July 2019	$115,902.00
· Less funds granted and uplifted to 31 August 2019	$5,700.00
· Less funds not uplifted from 7 August 2019 for Kaikohe Business Association for the Te Wairua o Kaikohe Event	$2,000.00
Community Fund Account balance as at 31 August 2019	$108,202.00