AGENDA

 

 

Te Hiku Community Board Meeting

 

Tuesday, 10 December 2019

Time:

10:00 am

Location:

Te Ahu

Cnr Matthews Ave and South Road

Kaitaia

 

 

Membership:

Chairperson Adele Gardner

Member Lawrie Atkinson

Member Darren Axe

Member Sheryl Bainbridge

Member John Stewart

Member Jaqi Brown

Cr Felicity Foy

 

 


Te Hiku Community Board Meeting Agenda

10 December 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 Meeting Agenda

10 December 2019

 

Far North District Council

Te Hiku Community Board Meeting

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

Tuesday 10 December 2019 at 10:00 am

Order Of Business

1         Apologies and conflicts of Interest 5

2         Public Forum.. 5

3         Deputations. 5

4         Speakers. 5

5         Notice of Motion. 5

5.1            Notice of Motion - Revoke Resolution 2019/77 Review Balloting for the continuation of the Kaitaia Business Improvment District Programme. 5

6         Confirmation of Previous Minutes. 5

6.1            Confirmation of Previous Minutes. 5

7         Corporate Services Group. 5

7.1            Appointments to Management Committees. 5

7.2            Nomination of Far North Community Board Executive Committee Representative. 5

7.3            Te Hiku Community Board Calendar of Meetings 2020. 5

7.4            Te Hiku Statement of Community Fund Account as at 31 October 2019. 5

8         Infrastructure and Asset Management Group. 5

8.1            Bus Stop Changes - Blencowe Street Kaitaia. 5

9         Strategic Planning and Policy Group. 5

9.1            Funding Project Reports. 5

9.2            Funding Applications Report 5

10       Meeting Close. 5

 

 


1          Apologies and conflicts of Interest

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

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

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

2          Public Forum

3      Deputations

No requests for deputations were received at the time of the Agenda going to print.

4          Speakers

10.30am

Kaitaia Sport and Leisure Trust

10.35am

Kaitaia and Districts Age Concern

10.40am

Kaitaia People's Centre Nga Hoa Awhina Inc

10.45am

Grey Power Far North

10.50am

Kaitaia Business Association

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

5          Notice of Motion

5.1         Notice of Motion - Revoke Resolution 2019/77 Review Balloting for the continuation of the Kaitaia Business Improvment District Programme

File Number:           A2760796

 

I, Chairperson Adele Gardner, give notice that at the next Ordinary Meeting of the Te Hiku Community Board to be held on 10 December 2019, I intend to move the following motion:

 

Motion

That The Te Hiku Community Board as per Standing Orders 23.1-3 revoke parts b and c of Te Hiku Community Board Resolution 2019/77

‘b)     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 the 2020/21 financial year.

c)      agrees the ballot be completed by 12 November 2019’

 

 

Rationale

At the meeting of the Te Hiku Community Board held 1 October 2019 the Board resolved

Resolution 2019/77

That the Te Hiku Community Board:

a)      agrees to uplift the item left to lie on the table “Review Balloting for the Continuation of the Kaitaia Business Improvement District Programme”.

b)      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.

c)      agrees the ballot be completed by 12 November 2019.

Further information has since been provided to the Board that there is a significant cost involved to undertake such a ballot, making it a prohibitive exercise which the Board deems would be unreasonable.

Furthermore the MOU cited in the report and upon which the Board’s vested authority to mandate such a decision is superceded by a prior partnership agreement, of which the Board was not aware at the time of the decision.

I commend this Notice of Motion to the Te Hiku Community Board.

Attachments

1.      Notice of Motion - A Gardner 18 November 2019 - A2768444  

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

PDF Creator 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

6          Confirmation of Previous Minutes

6.1         Confirmation of Previous Minutes

File Number:           A2758703

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 5 November 2019 be confirmed as a true and correct record.

 

1) Background

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

2) Discussion and Options

The minutes of the meeting are attached.

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.      Te Hiku Community Board Unconfirmed Minutes - 5 November 2019 - A2741697  


 

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

10 December 2019

 

   MINUTES OF Far North District Council
Te Hiku Community Board Meeting
HELD AT THE
Te Ahu, Cnr Matthews Ave and South Road, Kaitaia
ON
Tuesday, 5 November 2019 AT 10:09 am

 

PRESENT:               Chairperson Adele Gardner, Member Lawrie Atkinson, Member Darren Axe, Member Sheryl Bainbridge, Member John Stewart, Member Jaqi Brown, Cr Felicity Foy

IN ATTENDANCE: Mayor John Carter, Cr Dave Collard, Cr Rachel Smith, Cr Mate Radich

The meeting opened with a powhiri

1          Public Forum

Agenda item 2, page 7 refers.

There was no public forum.

2          Deputations

Agenda item 3, page 7 refers.

There were no deputations.

3          Corporate Services Group

3.1         Making and Attesting of Declarations

Agenda item 5.1 document number A2699639, pages 8 - 8 refers

His Worship The Mayor John Carter witnessed the attestment and declaration of Community Board Members

Lawrie Atkinson
Darren Axe
Sheryl Bainbridge
Jaqi Brown
Adele Gardner
John Stewart
Cr Felicity Foy

 

The meeting was adjourned from 10:36 am to 10:56 am.

His Worship The Mayor addressed the Board Members

Chief Executive Officer Shaun Clarke addressed the Board Members

His Worship The Mayor presided over the election of Chairperson

3.2         Election of Chairperson

Agenda item 5.2 document number A2699693, pages 9 - 11 refers

Resolution  2019/83

Moved:       Member Sheryl Bainbridge

Seconded:  Member Lawrie Atkinson

That the Te Hiku Community Board:

a)      use System B as the preferred voting system to elect a Chairperson.

b)      elect Adele Gardner as Chairperson for the triennium October 2019 to October 2022, in accordance with Standing Orders.

Carried

 

Chairperson Adele Gardner assumed the Chair

 

3.3         Election of Deputy Chairperson

Agenda item 5.3 document number A2699728, pages 12 - 14 refers

Motion

Moved:       Member Sheryl Bainbridge

Seconded:  Member Darren Axe

That the Te Hiku Community Board:

a)      use System B as the preferred voting system to elect a Deputy Chairperson.

b)      elect Lawrie Atkinson as Deputy Chairperson for the triennium October 2019 to October 2022, in accordance with Standing Orders.

Amendment

Moved:       Member John Stewart

Seconded:  Member Darren Axe

That the Te Hiku Community Board:

a)      use System B as the preferred voting system to elect a Deputy Chairperson.

b)      elect Jaqi Brown as Deputy Chairperson for the triennium October 2019 to October 2022, in accordance with Standing Orders.

                                                                                                                                                   LOST

The original motion became the substantive motion

Resolution  2019/84

Moved:       Member Sheryl Bainbridge

Seconded:  Member Darren Axe

That the Te Hiku Community Board:

a)      use System B as the preferred voting system to elect a Deputy Chairperson.

b)      elect Lawrie Atkinson as Deputy Chairperson for the triennium October 2019 to October 2022, in accordance with Standing Orders.

Carried

Chairperson Adele Gardner abstained from voting

 

4          Apologies and conflicts of Interest

Agenda item 1, page 7 refers

There were no apologies. Member Jaqi Brown declared an interest in item 6.4 Rural Travel Funding Applications (member of Te Rarawa JMB Rugby Club Committee)

5          Corporate Services Group (continued)

5.1         Noting of Te Hiku Community Board Standing Orders

Agenda item 5.4 document number A2699899, pages 15 - 16 refers

Resolution  2019/85

Moved:       Member Jaqi Brown

Seconded:  Member John Stewart

That the Te Hiku Community Board adopt the Te Hiku Community Board Standing Orders.

 

Carried

 

5.2         Explanation of Laws Affecting Elected Members

Agenda item 5.5 document number A2699901, pages 89 - 90 refers

Resolution  2019/86

Moved:       Member Adele Gardner

Seconded:  Member Jaqi Brown

That the Te Hiku Community Board note the report “Explanation of Laws Affecting Elected Members”, and the advice provided at this meeting.

Carried

 

6          Speakers

Whina te Whiu and B J Natanahira, representatives from IO Creatives Te Hiku Maori Arts Group spoke to the Board regarding the funding application, agenda item 6.1 refers.

Thomas Hinz, representative from Circability Trust spoke to the Board regarding the funding application, agenda item 6.1 refers.

 

The meeting was adjourned from 1:08 pm to 1:50 pm

 

7       Strategic Planning and Policy Group

 

7.1         Local Community Grant Funding Applications

Agenda item 6.1 document number A2718802, pages 182 - 186 refers

Resolution  2019/87

Moved:       Member Jaqi Brown

Seconded:  Member Sheryl Bainbridge

That Te Hiku Community Board, in considering the provisions of the Community Grant Policy, authorise funding (plus GST if applicable) be paid from the Board’s Community Fund to the following applicants:

a)  The Wild Wild West Foundation Charitable Trust for their 2020 annual  horse trek   $1,100

b) IO Creatives - Te Hiku Māori Arts Group for the 2019 IO Creations Festival                 $4,874

c)  Circability Trust for their 2020 Inclusive Circus Arts Tour for expenses specifically
  for the Te Hiku Ward area                                                                                            $3,000

Total                                                                                                                 $8,974

Carried

 

Cr Felicity Foy left the meeting at 3:00 pm.

7.2         Rural Travel Funding - Applications Summer round 2019/20

Agenda item 6.4 document number A2690887, pages 236 - 239 refers

Committee Resolution  2019/88

Moved:       Member Sheryl Bainbridge

Seconded:  Member Adele Gardner

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

a)      408 Community Trust                   $1800

b)      Te Hapua School                           $740

c)      Te Kura Taumata o Panguru        $1800

Total                                                $4,340

Carried

 

7.3         Rural Travel Funding Project Reports

Agenda item 6.3 document number A2690773, pages 213 - 215 refers

Resolution  2019/89

Moved:       Member Adele Gardner

Seconded:  Member Jaqi Brown

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

a)      Eastern United Rugby Football Club

b)      Kaitaia Basketball Association

c)      Kaitaia City Rugby Union Football Club

d)      Kaitaia Pirates Sports Club

e)      Ngataki School

f)       Taipa Area School

g)      Te Hapua School

h)      Te Rarawa JMB Rugby Club

i)       Te Kura Taumata o Panguru

Carried

 

8          Corporate Services Group (continued)

8.1         Te Hiku Community Board First Meeting

Agenda item 5.6 document number A2702785, pages 176 - 176 refers

Resolution  2019/90

Moved:       Member Darren Axe

Seconded:  Member Lawrie Atkinson

That the Te Hiku Community Board receive the report “Te Hiku Community Board First Meeting”.

Carried

 

8.2         Te Hiku Statement of Financial Performance Activities by Ward for the period ending 30 September 2019

Agenda item 5.7 document number A2715722, pages 177 - 177 refers

Resolution  2019/91

Moved:       Member Adele Gardner

Seconded:  Member Sheryl Bainbridge

That the item be left to lie on the table until Council staff attend the next Board meeting to provide an explanation to the Board about how to interpret the Statement.

Carried

 

8.3         Te Hiku Statement of Community Fund Account as at 30 September 2019

Agenda item 5.8 document number A2708817, pages 179 - 180 refers

Resolution  2019/92

Moved:       Member Adele Gardner

Seconded:  Member Jaqi Brown

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

Carried

 

9          Strategic Planning and Policy Group (continued)

 

9.1         Te Hiku Community Board Appointment to Disability Action Group

Agenda item 6.2 document number A2701410, pages 208 - 210 refers

Resolution  2019/93

Moved:       Member Adele Gardner

Seconded:  Member Jaqi Brown

That the Te Hiku Community Board appoint Darren Axe as its representative on the Disability Action Group.

Carried

 

 

5          Meeting Close

The Meeting closed at 3:24 pm.

 

The minutes of this meeting will be confirmed at the Te Hiku Community Board Meeting scheduled to be held on 10 December 2019.

 

 

 

 

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

CHAIRPERSON

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

7          Corporate Services Group

7.1         Appointments to Management Committees

File Number:           A2703059

Author:                    Melissa Wood, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

The purpose of the report is to facilitate the appointment of Board representatives to management committees in the Te Hiku Ward.  

 

Recommendation

That the Te Hiku Community Board make appointments to Management Committees as follows:

Araiawa Hall (Raio Hall)

Awanui Community Centre / Sports Complex

Kaingaroa Community Hall

Karikari Hall

Lake Ohia Community Hall

Mangonui Hall

Oruru Community Hall (Swamp Palace)

Fairburn Cemetery

Houhora Cemetery

Mangonui Cemetery

Oruaiti Cemetery

Peria Cemetery

Takahue Cemetery

Waihara Cemetery

Waipapakauri Cemetery

Te Ahu Museum

Te Hiku Sports Hub

Awanui River Liaison Committee

 

1) Background

The Te Hiku Community Board is entitled to appoint a representative to the management committees of each of the following community assets / organisations:

Community Halls

Araiawa Hall (Raio Hall)                                                                 Awanui Community Centre / Sports Complex

Kaingaroa Community Hall                                Karikari Hall

Lake Ohia Community Hall                                Mangonui Hall

Oruru Community Hall (Swamp Palace)           

Committee managed local cemeteries:

Fairburn Cemetery                                                      Houhora Cemetery

Mangonui Cemetery                                           Oruaiti Cemetery

Peria Cemetery                                                  Takahue Cemetery

Waihara Cemetery                                             Waipapakauri Cemetery

Other:

Te Ahu Museum                                                 Te Hiku Sports Hub

Awanui River Liaison Committee

 

2) Discussion and Options

Board appointees would be expected to keep the Board updated of issues of relevance and to communicate the Board’s and Council’s views to the management committee when necessary.

The Community Halls Policy states that each Community Board has responsibility for community buildings that provide a space for social interaction, (i.e. Council owned halls), and delegated authority to oversee the halls’ operation. The hall committees are required to have a minimum of 5 members. In addition, a Community Board Member will be appointed to the committee to provide a liaison and advisory role, but shall not hold an office on the Committee.

There are 15 committee managed local cemeteries across the District. These committees are responsible for all aspects of operation and maintenance. The Community Board’s role is to oversee the operation of cemeteries within the Policy guidelines by:

·    monitoring the need for future facilities and their likely location

·    liaising with representatives of local cemetery committees to ensure compliance with Council policy

·    monitoring the effectiveness of maintenance, in conjunction with staff

·    recommending to Council on decisions related to capital expenditure

The Te Ahu Museum Trust deed states that a Community Board representative is to sit on their Trust. The Te Hiku Sports Hub comes under the Parks and Reserves Community Board delegations. Northland Regional Council administers the Awanui River Liaision Committee and have requested an FNDC representative be part of the committee.

Reason for the recommendation

To provide a list of management committees to which Board representatives can be appointed.

3) Financial Implications and Budgetary Provision

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

 

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

This matter is of low significance.

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

Community Halls Policy; Cemeteries Policy

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

This is 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.

There are no implications specific to 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 (for example – youth, the aged and those with disabilities.

This does not impact on any identified persons.

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

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

7.2         Nomination of Far North Community Board Executive Committee Representative

File Number:           A2700011

Author:                    Melissa Wood, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

The purpose of the report is to inform Board members of the election to the next Community Board Executive Committee as per the advice received from Local Government New Zealand.

 

Recommendation

That the Te Hiku Community Board:

a)      nominates Member ____________ as the Zone 1 Community Board Executive Committee Representative.

b)      nominates Member ____________ as the Zone 1 Community Board Executive Committee alternate.

 

1) Background

Local Government New Zealand (LGNZ) has a Committee called the Community Board Executive Committee. Since mid-2002 the Executive Committee has been working with LGNZ and have in place a Memorandum of Understanding which gives the Executive Committee the status of an advisory committee to the National Council of LGNZ.

The Community Board Executive Committee (CBEC) represents all the community boards in New Zealand. The Committee's role is to advocate in favour of community boards, advise the National Council of LGNZ, and promote best practice amongst community boards.

The CBEC meets four times a year in Wellington. As well as these meetings, each Zone representative runs regular zone forums to update community board members and focus on topical issues.

LGNZ constitution divides New Zealand into seven zones. Each zone appoints a representative to CBEC. The Far North is part of Zone One, along with Whangarei and Kaipara District Councils, and Northland Regional Council. As the other Councils in Zone One don’t have Community Boards the representative will be elected from the Far North.

LGNZ have advised that the preference is for the three Boards to agree to each nominate the same representative. If the Boards do not reach an agreement on who the representative and alternate should be, each Board can nominate a candidate and Council staff will carry out an email ballot. During the ballot, all Board members can confidentially vote for their preferred candidate for the two positions. CBEC’s first meeting will occur as soon as possible, after the results have been announced.

Prior to the 2019 Local Government Election, the membership of the CBEC consisted of:

1.   Mick Lester, CBEC Chair & Zone 3 Representative - Hastings Rural Community Board Member

2.   Bronwyn Hunt, CBEC Zone 1 Representative - Te Hiku Community Board

3.   Allan Sole, CBEC Zone 2 Representative - Waihi Beach Community Board

4.   Christine Papps, CBEC Zone 4 Representative - Otaki Community Board

5.   Alexandra Davids, CBEC Zone 5 Representative - Linwood-Central-Heathcote Community Board

6.   Ryan W Jones - CBEC Zone 6 Representative - West Harbour Community Board

7.   Tania Tapsell - Rotorua Lakes Community Board

8.   Don Cameron | National Council Representative

2) Discussion and Options

Throughout the country LGNZ have in previous years received the nominations from each board and facilitated an election process. Because the Far North District Council is unique in that it is the only Council in Zone One with Community Boards LGNZ have advised that they are happy for the Far North District Council to coordinate this process and advise them who the representative is.

There will be a Community Board Local Government New Zealand training session held 3 December 2019, which all community board members have been invited to. There will be some time allocated at this session to discuss the role on the Community Board Executive Committee and to provide members with an opportunity to signal interest in being the representative.

These reports form part of the agenda for the December Community Board meetings to resolve who the delegate and alternate should be. If consensus is not reached between the 3 boards through formal resolution, an email ballot will be conducted by Democracy Services. Each Board needs to consider who the best Far North Community Board member is to fulfil this role, not necessarily who the best member of their Board is, as it is an appointment on behalf of the 3 Community Boards as a collective.

Reason for the recommendation

To elect a representative for the Community Board Executive Committee and Zone One.

3) Financial Implications and Budgetary Provision

There are no financial implications or need for budgetary provision as a result of nominating a member to the Committee. When the member is appointed costs will be incurred to travel to and from meetings. All costs and arrangements are made by LGNZ.

 

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

This matter is of low significance.

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

There are no Far North District Council policies or legislation relevant to this role. The role is to represent all the community boards in New Zealand. The Committee's role is to advocate in favour of community boards, advise the National Council of LGNZ, and promote best practice amongst community Boards.

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.

There are no implications specific to 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 (for example – youth, the aged and those with disabilities.

This does not impact on any identified persons.

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

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

7.3         Te Hiku Community Board Calendar of Meetings 2020

File Number:           A2766492

Author:                    Melissa Wood, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To propose the scheduled dates for the Te Hiku Community Board meetings for the 2020 calendar

Executive Summary

·        Continuation of 6 weekly meeting cycle

·        Community Board meetings frequency to follow 2019 pattern

 

Recommendation

That the Te Hiku Community Board:

a)      adopt the following meeting dates for 2020 at venues to be determined by the Board:

·        10 March

·        21 April

·        2 June

·        14 July

·        25 August

·        6 October

·        17 November

b)      delegate the authority to amend the schedule of Community Board meetings, to the Chief Executive Officer.

 

1) Background

The Local Government Act (LGA) requires a local authority (Board) to hold meetings that are necessary for the good government of its region or district. The Local Government Official Information and Meetings Act (LGOIMA) promotes the open and public transaction of business at meetings. Neither the LGOIMA or the LGA requires a Board to schedule meetings a year in advance it is considered good practise throughout New Zealand.

The Council and Committee meeting schedule for 2020 is not scheduled to be adopted until 19 December 2019, it is understood that their intent is to schedule meetings on a six-weekly cycle.  Council has also historically held its meetings on a Thursday. Council have indicated that moving future Council meetings will be held on either a Tuesday or Wednesday. National and Regional events and meetings tend to occur on Monday, Thursday or Fridays, so avoiding these days enables Far North participation at such events.

At the end of every year, Council sets the formal meeting calendar for the coming year. The draft meeting calendar for Council / Committee meetings is scheduled to be adopted at the Council’s meeting on 19 December. Community boards are responsible for setting their own schedules.

2) Discussion and Options

In the previous triennium the Board’s meetings were scheduled on a 6-weekly cycle. The recommendation is to continue with this cycle. To effectively facilitate good government as required by the LGA, it is recommended that the Community Board meeting schedule align with the schedule of Council and Committee meetings. While that schedule is not intended for adoption by the time of the Board’s meeting, the recommendations contained in this report take the draft Council meeting schedule into consideration to avoid potential conflicts.

Holding a meeting requires a high level of administrative support, and a six weekly cycle will support effective reporting processes, and therefore decision making.

In keeping with the Board’s role to advocate on behalf of its community, and considering the large geographical area of its community, the Board should consider holding meetings throughout the community. Members need to however also be mindful of logistical challenges that can arise from holding meetings at locations that are not Council owned and operated, and consideration should also be given to venue amenities and the likely prevailing weather conditions for the time of year.

Consideration should also be given to enable opportunity for community engagement with the Boards meetings. While the meetings are advertised in newspapers through public notices, and by staff on social media, public attendees to meetings often comment that community members were not aware meetings were being held in their vicinity. FNDC Communications Team can assist with this at the request of the Member, if required. Members play a role in advocating for their constituents to ensure that they are not only aware of the Boards meetings and activities but encouraged to engage.

Ultimately the Board are responsible for setting their own meeting schedule. If the Board are not in a position to be able to advise in advance the preferred locations of their meetings, confirmation will be required at least six weeks prior to meet advertising deadlines and allow staff sufficient time to make arrangements.

Reason for the recommendation

To schedule the formal meetings of the Te Hiku Community Board, for 2020 to ensure all Board Members are available for relevant meetings, and to ensure timely reporting to Committees and Council for those items referred to them by the Board.

3) Financial Implications and Budgetary Provision

There is a cost the Far North District Council in supporting Community Boards. These costs are covered within the operational budgets, set more than a year in advance, and based on prior year expenditure. Community Boards are ultimately funded through ratepayer income.

Attachments

1.      THCB proposed 2020 meeting calendar - A2779310  


 

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 matter is of low significance.

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

The relevant legislation as referenced in the report is the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987

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.

There are no particular 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.

This does not impact on any identified persons.

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

Financial costs of holding Community Board meetings is budgeted for, based on a 6-weekly cycle.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

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Te Hiku Community Board Meeting Agenda

10 December 2019

 

7.4         Te Hiku Statement of Community Fund Account as at 31 October 2019

File Number:           A2761184

Author:                    Sam Chapman, Accounting Support Officer

Authoriser:              Angie Thomas, Chief Financial Officer (Acting)

 

Purpose of the Report

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

Recommendation

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

$146,701.00

·    Plus Grant refunded from Be Free Inc

$86.96

·    Less funds allocated towards Centennial Park planting project

$17,000.00

·    Less funds granted and uplifted to 31 October 2019

$18,468.00

·    Less funds not uplifted from 1 October 2019, 2020 Anzac Day Te Ahu Service Expenses, Placemaking project for Awanui

$33,833.00

·    Less funds not uplifted from 16 July 2019 for NZ Baroq Incorporated

$1,000.00

Community Fund Account balance as at 31 October 2019

$76,486.96

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 31 October 2019 is $76,486.96.

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 31 October 2019 is attached.

 

Attachments

1.      Statement of Te Hiku Community Board Fund Account as at 31 October 19 - A2762842  

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

8          Infrastructure and Asset Management Group

8.1         Bus Stop Changes - Blencowe Street Kaitaia

File Number:           A2747431

Author:                    Keith Kent, Transport Planner

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

 

Purpose of the Report

To inform the Te Hiku Community Board of decisions taken on operational changes to the bus stop on Blencowe Street Kaitaia.

Executive Summary

Council has received a request to convert the bus stop on Blencowe Street in Kaitaia into car parks.

This has been escalated through a motion to Council in which staff were asked to investigate and confirm a decision by 01 November 2019.

Staff and the Senior Leadership Team (SLT) have considered this matter and wish to share details of their decisions with Te Hiku Community Board.

 

Recommendation

That the Te Hiku Community Board receive the report Bus Stop Changes - Blencowe Street Kaitaia.

 

 

Background

A Request for Service (RFS) has been received from a business that has recently moved into a property on the corner of Commerce Street and Blencowe Street in Kaitaia. They question why the bus stop exists and wish to have it changed to car parks.

It is understood that the bus stop originally existed to serve Intercity Coaches but these now operate via Te Ahu resulting in limited continuing use of the bus stop by a school bus. On this basis, parking exemption permits had previously been granted for their staff to park cars in the bus stop but these permits have now expired.

Staff responded to the RFS noting that Council is undertaking a full review of the District Plan parking provisions for businesses aimed at reducing the reliance by businesses on roadside parking for staff and customers. Public transport and car parking provision will also be considered in the development of the District Transport Strategy (DTS) and the customer’s concerns will be raised and considered during workshops. The business owner was advised that an option that would be considered as part of the DTS workshops would include reducing the double size bus stop to single and adding two new P120 car park bays.

The lack of immediate action prompted the customer to contact their local Councillor. This resulted in a notice of motion to Council on 3 October, 2019 and the following resolution:

That the hours of bus usage for the bus park on Blencowe Street in Kaitaia be reviewed to allow for more public use, and that the CEO/Staff complete diligence on the proposal in order to achieve a decision by 01 November 2019.

 

As part of preparing this proposal as required under the Council resolution, the following  information was ascertained:

·    The Bus stop is double size @ approximately 28m. The normal size of a bus stop is 13m

·    The Bus stop is confirmed as scheduled in the current Parking and Traffic Control Bylaw

·    The Bus stop is acknowledged as infrequently used by only one operator.

·    Petricevich Buses operate a school run between Kaingaroa and Awanui 5 days a week, drop off only service on Blencowe Street between 2.45pm and 3.15pm using a 55 seat bus.

·    The bus operator is amenable to a reduction in size of the bus stop.

 

OPTIONS

Three options were evaluated:

1.   Renew the temporary parking exemption permits for the business pending the outcome of the District Plan review and District Transport Strategy

2.   Sign the bus stops for shared use subject to a daily prohibition period for bus use only

3.   Reduce the length of the bus stop and provide two P120 car parks

Discussion

On-street parking falls outside of the Community Board delegations and as such it would normally be dealt with as an operational matter by staff, but this particular case warranted additional consideration by Council’s Strategic Leadership Team.

In relation to Option 1, the renewal of parking permits to occupy on-road parking spaces by a specific business has the potential to set an undesirable and unsustainable precedence that the District Transport Strategy and subsequent Parking Plan will not support.   

In relation to Option 2, staff are aware of times when the school bus has been forced to double park due to vehicles parked in the bus stop.  Double parking is a serious safety hazard to other motorists and bus passengers.

Northland Regional Council Public Transport Team have been contacted to ascertain whether Option 2 is technically feasible. They have confirmed that certain combinations of signage would make shared use possible but that the resulting signs and markings may not be easy to interpret on site. In addition, the associated schedule changes to the Parking and Traffic Control Bylaw necessary to allow enforcement would be somewhat complicated and time consuming. Consideration was also given to the potential for recurrences of occupation of the spaces during allotted bus use periods which could give rise to further undesirable double parking of buses.

Of relevance to the enforcement of Options 2 and 3, all Parking and Traffic Control Bylaw schedule changes are currently being held pending review by staff prior to expiry of the Bylaw in June 2020. This means that until then, any changes to parking signs and markings on site would be unenforceable unless the existing scheduled bus stop was used as the basis for issuing tickets for vehicles staying beyond the indicated 120 minutes. Alternatively, offending vehicles could be ticketed for inconsiderate parking.

The provision of two car park spaces in Option 3 is made possible because there is a reduced demand for use of the double length bus stop. The proposed P120 limit for these spaces is considered appropriate in the context of similar restrictions along Blencowe Street and is deemed to adequately cater for adjacent business customer use.

DECISIONS

On 21 October 2019, council’s Strategic Leadership Team considered a report prepared by council’s Transport Planner and made the following decisions:

Adopt Option 3

·    Reduce the bus stop to a large single bus bay of approx. 16m length

·    Provide two new 6m long P120 car park bays and advise Monitoring department of the enforcement options

·    Provide an information report to Te Hiku Community Board 10 December Meeting

 

Financial Implications and Budgetary Provision

The estimated cost of $800 for remarking and erection of traffic signs will be met through existing Roading Maintenance, Operational and Renewal Budgets.

Attachments

Nil

  


Te Hiku Community Board Meeting Agenda

10 December 2019

 

9          Strategic Planning and Policy Group

9.1         Funding Project Reports

File Number:           A2762522

Author:                    Kathryn Trewin, Funding Advisor

Authoriser:              Ana Mules, Community Development Advisor

 

Purpose of the Report

Recipients of funds from the Community Board’s Local Grant Fund must complete and submit a project report no later than two months after the completion of their project. 

 

Recommendation

That the Te Hiku Community Board note the project reports received from:

a)      Kaitaia Business Association for the 2018 Christmas street decorations

b)      Mangonui Lions Club for the Fun Run

c)      Whakawhiti Ora Pai for the Pukenui Clinic accessibility upgrade

 

1) Background

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

2) Discussion and Options

Copies of the project reports are attached for the Board’s information.  Should Board members have concerns or issues with these reports, these 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 Grant Policy.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements. 

 

Attachments

1.      Project Report - Kaitaia Business Association - A2765026

2.      Project Report - Mangonui Lions Fun Run - A2749584

3.      Project Report - Whakawhiti Ora Pai - A2764114  


 

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.

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.

It is the responsibility of each Community Board to confirm the funding that they allocated has been spent correctly.

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 the project reports. Any implications on Māori arising from matters included in project reports 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 (for example – youth, the aged and those with disabilities.

This report is asking for the project reports to be approved, 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.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

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Te Hiku Community Board Meeting Agenda

10 December 2019

 

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Te Hiku Community Board Meeting Agenda

10 December 2019

 

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Te Hiku Community Board Meeting Agenda

10 December 2019

 

9.2         Funding Applications Report

File Number:           A2762884

Author:                    Kathryn Trewin, Funding Advisor

Authoriser:              Ana Mules, Community Development Advisor

 

Purpose of the Report

This report summarises applications for Local Community Grant funding to enable the Te Hiku Community Board to determine which application/s will receive funding at the 10 December 2019 meeting.

Executive Summary

·        Te Hiku Community Board has $63,912 unallocated funding available for the 2019/20 financial year.

·        Seven applications for funding have been received, requesting a total of $38,267.

 

Recommendation

That Te Hiku Community Board, in considering the provisions of the Community Grant Policy, authorise (plus GST if applicable) be paid from the Board’s Community Fund as follows:

a)      Kaitaia and Districts Age Concern - for drop-in centre operating expenses          $8,720

b)      Grey Power Far North – for Christmas dinner and operating expenses                 $3,085

c)      Kaitaia Business Association – for landscape architect consultant fees             $10,000

d)      Kaitaia People’s Centre – for drop-in centre operating expenses                           $5,029

e)      Kaitaia Sport and Leisure Trust – for 2020 Kaitaia Invitational Dart Tournament                                                                                                                                                       $3,091

f)       Resonance Tour 2020 – for tour including music masterclasses at schools         $2,000

g)      Whakawhiti Ora Pai – for whanau life-skills camp in January 2020                         $1,342

                                                                                                                                                 $33,267

 

 

1) Background

Each 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.


2) Discussion and Options

Applicant

Project

Requested

Recommended

Purpose

Community Outcome

Type

Kaitaia and Districts Age Concern

Drop-in centre operating expenses

$8720

(33%)

$8720

Annual operating expenses

Proud, vibrant communities

Communities that are healthy, safe, connected and sustainable

Operating

Grey Power Far North

Operating expenses

$3085

(30%)

$3085

Annual operating expenses

Proud, vibrant communities

Communities that are healthy, safe, connected and sustainable

Operating

Kaitaia Business Association

Town Centre revitalisation

$15,000

(50%)

$10,000

Landscape artist consultant fees for Kaitaia Town Centre

Proud, vibrant communities

Communities that are healthy, safe, connected and sustainable

 

Infrastructure

Kaitaia People’s Centre

Drop-in centre operating expenses

$5029

(33%)

$5029

Annual operating expenses

Proud, vibrant communities

Communities that are healthy, safe, connected and sustainable

Operating

Kaitaia Sport and Leisure Trust

2020 Kaitaia Darts Invitational

$3091

(6%)

$3091

Darts Tournament

Proud, vibrant communities

Events

Resonance Tour

Musical introduction and masterclass

$2000

(20%)

$2000

Tour including musical masterclasses with students at schools

Proud, vibrant communities

Event

Whakawhiti Ora Pai

2020 Whanau Training Camp

$1342

(50%)

$1342

Week long camp for whanau working on whanau structure and building positive life skills.

Proud, vibrant communities

Communities that are healthy, safe, connected and sustainable

 

Event

 

Assessment of Applications

The applicant was required to complete a standard application form and provide supporting information. 

For each application, the Board has three options.

Option 1    Authorise funding for the full amount requested

Option 2    Authorise partial funding

Option 3    Decline funding


Te Hiku Community Board Meeting Agenda

10 December 2019

 

Reason for the recommendation

Each application has been assessed and meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

3) Financial Implications and Budgetary Provision

The Board allocates funding in accordance with the Community Grant Policy and considers applications received against available funds as reported in each meeting’s agenda.

 

Attachments

1.      Funding Application - Age Concern - A2762875

2.      Schedule of Supporting Documents - Age Concern - A2764297

3.      Funding Application - Grey Power - A2762878

4.      Schedule of Supporting Documents - Grey Power - A2764301

5.      Funding Application - Kaitaia Business Association - A2762877

6.      Schedule of Supporting Documents - Kaitaia Business Association - A2764302

7.      Funding Application - Kaitaia People's Centre - A2762876

8.      Schedule of Supporting Documents - Kaitaia People's Centre - A2764299

9.      Funding Application - Kaitaia Sports Trust - A2762874

10.    Schedule of Supporting Documents - Kaitaia Sports Trust - A2764303

11.    Funding Application - Resonance 2020 - A2762880

12.    Schedule of Supporting Documents - Resonance Tour - A2764298

13.    Funding Application - Whakawhiti Ora Pai - A2762879

14.    Schedule of Supporting Documents - WOP - A2764300  


 

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.

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 Māori 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.

 

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

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Te Hiku Community Board Meeting Agenda

10 December 2019

 

Schedule of Supporting Documentation

KAITAIA AND DISTRICT AGE CONCERN

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

1

Bank Account Details

2

Financial Performance Report for 2018/19

3

Deed of Lease

4

Contact Energy Invoice

5

Spark Invoice

 

 

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

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Te Hiku Community Board Meeting Agenda

10 December 2019

 

Schedule of Supporting Documentation

GREY POWER FAR NORTH

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

1

Quote from Kaitaia RSA – Christmas Buffet

2

Minutes of Grey Power Zone 1 Meeting – 27 June 2019

3

Bank Account Details

4

NZ Post Invoice for PO Box

 

 

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

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Te Hiku Community Board Meeting Agenda

10 December 2019

 

Schedule of Supporting Documentation

KAITAIA BUSINESS ASSOCIATION

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

1

Quote for Landscape Design Concept Kaitaia Master Plan

2

Business Plan and Strategic Recommendations

3

Financial Statements

 

 

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

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Te Hiku Community Board Meeting Agenda

10 December 2019

 

Schedule of Supporting Documentation

KAITAIA PEOPLE’S CENTRE

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

1

Letter of Support – Home Support North

2

Bank Account Details

3

Statement of Accounts

4

Financial Performance Report for 2018/19

5

Deed of Lease

6

Spark invoice

 

 

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

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Te Hiku Community Board Meeting Agenda

10 December 2019

 

Schedule of Supporting Documentation

KAITAIA SPORT AND LEISURE TRUST – DARTS INVITATIONAL 2020

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

1

Quote - Te Ahu Centre

2

Quote – Printing.Com

3

Quote – North Hire Marquees

4

Budget

5

Bank Account Details

6

Financial Statements

7

Promotional Poster and sample ticket

8

Run sheet (programme)

9

Event layout plan

10

Newspaper articles of event

 

 

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

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Te Hiku Community Board Meeting Agenda

10 December 2019

 

Schedule of Supporting Documentation

RESONANCE TOUR

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

1

Overview of tour

2

Quote – Lakeside Sound and Light 

3

Health and Safety Plan

 

 

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

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Te Hiku Community Board Meeting Agenda

10 December 2019

 

Schedule of Supporting Documentation

WHAKAWHITI ORA PAI

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

1

Bank Account Details

2

Quote from Able Print and Promo

3

Invoice from Ngati Kuri Tourism Ltd for hire of Te Paki House

4

Whakawhiti Ora Pai Whanau Camp – Food Breakdown

5

Audited Financial Reports

 

 

 

 


Te Hiku Community Board Meeting Agenda

10 December 2019

 

10        Meeting Close