AGENDA
Kaikohe-Hokianga Community Board Meeting
Wednesday, 4 March 2020
Time: |
10.30 am |
Location: |
Council Chamber Memorial Avenue Kaikohe |
Membership:
Chairperson Mike Edmonds
Member Laurie Byers
Member Emma Davis
Member Kelly van Gaalen
Member Alan Hessell
Member Louis Toorenburg
Cr John Vujcich
Kaikohe-Hokianga Community Board Meeting Agenda |
4 March 2020 |
The Local Government Act 2002 states the role of a Community Board is to:-
(a) Represent, and act as an advocate for, the interests of its community;
(b) Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board;
(c) Maintain an overview of services provided by the territorial authority within the community;
(d) Prepare an annual submission to the territorial authority for expenditure within the community;
(e) Communicate with community organisations and special interest groups within the community;
(f) Undertake any other responsibilities that are delegated to it by the territorial authority
Council Delegations to Community Boards - January 2013
The "civic amenities" referred to in these delegations include the following Council activities:
· Amenity lighting
· Cemeteries
· Drainage (does not include reticulated storm water systems)
· Footpaths/cycle ways and walkways.
· Public toilets
· Reserves
· Halls
· Swimming pools
· Town litter
· Town beautification and maintenance
· Street furniture including public information signage.
· Street/public Art.
· Trees on Council land
· Off road public car parks.
· Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.
Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.
Set local priorities for minor capital works in accordance with existing strategies,
1. Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long Term Plan processes.
2. Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.
3. Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.
4. Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.
5. To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.
6. To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long Term Plan, and make recommendations to the Council.
7. Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centers.
8. To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.
9. To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977, and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.
10. To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.
11. Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.
12. Recommend new bylaws or amendments to existing bylaws.
13. Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.
14. Exercise the following powers in respect of the Council bylaws within their community:
a. Control of Use of Public Spaces – Dispensations on signs
b. Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.
c. Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2
d. Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.
e. Speed Limits – Recommend places and speed limits which should be imposed.
15. To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.
16. Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.
17. To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.
18. To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.
19. In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.
20. Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.
Terms of Reference
In fulfilling its role and giving effect to its delegations, Community Boards are expected to:
1. Comment on adverse performance to the Chief Executive in respect of service delivery.
2. Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.
3. Assist their communities to set priorities for Pride of Place programmes.
4. Have special regard for the views of Maori.
5. Have special regard for the views of special interest groups, e.g. disabled, youth, aged, etc.
6. Actively participate in community consultation and advocacy and keep Council informed on local issues.
7. Seek and report to Council community feedback on current issues by:
a) Holding a Community forum prior to Board meetings
b) Varying the venues of Board meetings to enable access by members of the community
8. Monitor and make recommendations to Council to improve effectiveness of policy.
9. Appoint a member to receive Annual Plan\Long Term Council Community Plan submissions pertinent to the Board area, attend hearings within the Board area, and attend Council deliberations prior to the Plan adoption.
Protocols
In supporting Community Boards to fulfil their role, the Council will:
1. Provide appropriate management support for the Boards.
2. Organise and host regular workshops with the Community Boards l to assess the 'State of the Wards & District' to establish spending priorities.
3. Prior to decision-making, seek and include 'Community Board views' in Council reports in relation to:
a. the disposal and purchase of land
b. proposals to acquire or dispose of reserves
c. representation reviews
d. development of new maritime facilities
e. community development plans and structure plans
f. removal and protection of trees
g. local economic development initiatives
h. changes to the Resource Management Plan
4. Organise and host quarterly meetings between Boards, the CEO and senior management staff.
5. Prepare an induction/familiarisation process targeting new members in particular early in the term.
6. Support Board members to arrange meetings with local agencies and service clubs to place more emphasis on partnerships and raising profile of the Boards as community leaders.
7. Permit Board chairperson (or nominated member) speaking rights at Council meetings.
8. Help Boards to implement local community projects.
9. Arrange for Infrastructure and Asset Management Staff to meet with the Community Boards in September each year to agree the capital works for the forthcoming year for input into the Annual or Long Term Plan.
10. Provide information.
KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS
Name |
Responsibility (i.e. Chairperson etc) |
Declaration of Interests |
Nature of Potential Interest |
Member's Proposed Management Plan |
Mike Edmonds |
Chair |
Kaikohe Mechanical and Historic Trust |
Council Funding |
Decide at the time |
Committee member |
Kaikohe Rugby Football and Sports Club |
Council Funding |
Withdraw and abstain |
|
Kelly van Gaalen |
No form received |
|
|
|
Louis Toorenburg |
No form received |
|
|
|
Alan Hessell |
Nil |
Nil |
Nil |
Nil |
Laurie Byers |
Kaikohe Golf Club |
|
|
|
Kaikohukohu Trust |
|
|
|
|
North Point Trust |
|
|
|
|
Patron Bay of Islands Hockey |
|
|
|
|
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 |
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 |
4 March 2020 |
Kaikohe-Hokianga Community Board Meeting
will be held in the Council Chamber, Memorial Avenue, Kaikohe on:
Wednesday 4 March 2020 at 10.30 am
Order Of Business
1 Apologies and conflicts of Interest
5 Confirmation of Previous Minutes
5.1 Confirmation of Previous Minutes
6.1 Making and Attesting of Declarations
6.2 Chairperson and Members Report
6.3 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 January 2020
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 Democracy 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.
· 10:35 am Barbara Kirkland – Kerikeri Theatre Company Funding Application
· 10:40 am Heather Randerson – Niniwa Collective Funding Application
No requests for deputations were received at the time of the Agenda going to print.
4 March 2020 |
5 Confirmation of Previous Minutes
5.1 Confirmation of Previous Minutes
File Number: A2852530
Author: Marlema Baker, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Democracy Services
Purpose of the Report
The minutes are attached to allow the Kaikohe-Hokianga Community Board to confirm that the minutes are a true and correct record of the previous meeting.
That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 5 February 2020 as a true and correct record. |
1) Background
Local Government Act 2002 Schedule 7 clause 28 states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.
2) Discussion and Options
The unconfirmed minutes of the meeting are attached.
The Kaikohe-Hokianga Community Board Standing Orders Section 3.17.3 states that “no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.
Reason for the recommendation
The reason for the recommendation is to confirm the minutes as a true and correct record of the previous meeting.
3) Financial Implications and Budgetary Provision
There are no financial implications or the need for budgetary provision.
1. Kaikohe-Hokianga Community
Board Meeting Minutes 5 Feb 2020 - A2853550 ⇩
4 March 2020 |
6.1 Making and Attesting of Declarations
File Number: A2856798
Author: Marlema Baker, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Democracy Services
Purpose of the Report
To set out the process for making and attesting of declarations.
|
Background
Clause 14(1) & (2) Schedule 7 of the Local Government Act 2002 (The Act) states that no person shall be capable of acting as a member of any local authority until he or she has made an oral and written declaration as set out in Clause 14 (3) Schedule 7 of The Act, as set out below. Section 54 (2) of the Act states that these parts of Schedule 7 apply to Community Boards.
Discussion and Next Steps
The Chairperson for the Kaikohe-Hokianga Community Board will witness the declaration of Kaikohe-Hokianga Community Board Member Moko Tepania.
The declaration that each member is required to take is set out in Clause 14(3) Schedule 7 of the Act and reads:
DECLARATION BY MEMBER
I, ________________________________, declare that I will faithfully and impartially, and according to the best of my skill and judgement, execute and perform, in the best interests of the Far North District the powers, authorities, and duties vested in, or imposed upon, me as Member of the Kaikohe-Hokianga Community Board by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, or any other Act.
DATED at Kaikohe this 4h day of March 2020
Signature _________________________________
In the presence of: _________________________________
Financial Implications and Budgetary Provision
There are no financial implications or the need for budgetary provision as a result of this report.
Nil
4 March 2020 |
6.2 Chairperson and Members Report
File Number: A2856845
Author: Marlema Baker, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Democracy Services
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.
That the Kaikohe-Hokianga Community Board note that the Far North District Council does not have a water strategy for Kaikohe. |
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.
1. Chairs Report - March 2020 -
A2856844 ⇩
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 |
4 March 2020 |
6.3 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 January 2020
File Number: A2847731
Author: Sam Chapman, Accounting Support Officer
Authoriser: Angie Thomas, Manager - Accounting Services
Purpose of the Report
The Community Fund account provides information on financial matters relating to the Kaikohe-Hokianga Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.
That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 January 2020. |
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 1 July 2019 |
$115,902.00 |
· Less funds granted and uplifted to 31 December 2019 |
$43,599.00 |
· Less funds not uplifted from 4 December 2019 for Hokianga Environmental Protection Group |
$1,000.00 |
Community Fund Account balance as at 31 January 2020 |
$71,303.00 |
Discussion and Next Steps
Board members will consider the applications on the agenda and make a decision on what level of funding to allocate. The uncommitted balance in the Community Fund account as at 31 January 2020 is $71,303.00.
Recent amendments to the Community Grant Fund Policy allow the Community Board to allocate, by resolution, funding directly to key projects identified in their strategic plan to the maximum amount of $20,000 in any financial year.
Financial Implications and Budgetary Provision
The Far North District Council has delegated the allocation of funds from the Kaikohe-Hokianga Community Fund account to the Kaikohe-Hokianga Community Board. The statement of the Community Fund account as at 31 January 2020 is attached.
1. KHCB Statement of
Kaikohe-Hokianga Community Board Fund Account as at 31 January 20 - A2847832 ⇩
4 March 2020 |
File Number: A2848831
Author: Kathryn Trewin, Funding Advisor
Authoriser: Ana Mules, Team Leader - Community Development and Investment
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.
That the Kaikohe-Hokianga Community Board note the project report received from Youthline Auckland. |
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.
1. KHCB
- Project Report - Youthline - A2848823 ⇩
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. |
4 March 2020 |
File Number: A2851298
Author: Kathryn Trewin, Funding Advisor
Authoriser: Ana Mules, Team Leader - Community Development and Investment
Purpose of the Report
This report summarises applications for Local Community Grant funding to enable the Kaikohe-Hokianga Community Board to determine which application/s will receive funding at the 4 March 2020 meeting.
Executive Summary
· Kaikohe-Hokianga Community Board has $54,186 unallocated funding available for the 2019/20 financial year.
· Two applications for funding have been received, requesting a total of $10,500.
That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $3,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Kerikeri Theatre Company for costs towards screenplay development, writing and pre-production, to support the following Community Outcomes: (i) Proud vibrant communities. Communities that are healthy, safe, connected and sustainable. Recommendation That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $10,500 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Niniwa Collective for costs towards the Niniwa multi-arts environmental conservation event, to support the following Community Outcomes: (i) Proud vibrant communities. (ii) Communities that are healthy, safe, connected and sustainable.
|
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.
Applicant |
Project |
Requested |
Recommended |
Comments |
Community Outcome(s) |
Type |
Barbara Kirkman |
Kerikeri Theatre Company |
$3,000 |
$3,000 |
This is based on work that is intended to take place in Okaihau. |
I. Proud Vibrant Communities. II. Communities that are healthy, safe, connected and sustainable. |
Event |
Heather Randerson |
Niniwa Collective |
$10,500 |
$10,500 |
The applicant is working with local iwi to ensure their involvement and support and has indicated they will have a letter of support from the appropriate iwi by the time the Board meets. |
I. Proud Vibrant Communities. II. 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.
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.
Kaikohe-Hokianga Community Board Meeting Agenda |
4 March 2020 |
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.
1. KHCB
- Funding Application - Kerikeri Theatre Company - A2851135 ⇩
2. KHCB
- Funding Application - Niniwa - A2849003 ⇩
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. |
4 March 2020 |
File Number: A2847762
Author: Janice Smith, Chief Financial Officer
Authoriser: William J Taylor MBE, General Manager - Corporate Services
Purpose of the Report
This report is intended to explain how the targeted ward rate for the District is calculated
Executive Summary
The Kaikohe-Hokianga Community Board receives a report on the ward rate showing actual expenditure against budget each quarter. The report showing the end of year position for June 2019 for the Community Board showed a “surplus” and the Board have requested an explanation on how this was applied.
That the Kaikohe-Hokianga Community Board receive the report Targeted ward rates .
|
Background
A ward targeted rate is set on the basis of a fixed amount assessed on every Separately Used Inhabitable Part (SUIP) to fund urban, recreational and other local services and activities within the three wards of the district.
The ward rate is a single targeted rate that is set differentially based on the proportion of SUIP’s in each ward.
This is outlined in the Funding Impact Statement within the Long-Term Plan (LTP).
Discussion and Next Steps
Where a Council creates a targeted rate, the funds raised by that rate are to be ring-fenced for the specific purpose identified at the time the rate is set.
When the budgets are created, they are based on the Council’s “best estimate” of the funds required to provide the service. There is a range of services provided for as part of the ward rate and these are outlined in the quarterly reports to each board.
As the budgets are estimates, there is always the possibility that changes occur in delivery that results in more funds or less funds actually being required.
At the end of each financial year, the surplus or deficit for the targeted rate is transferred to a balance sheet reserve. The total of the ward rate reserve (not each ward as it is a single rate, differentially set) for the last five financial years is as follows:
Year |
$000’s |
2014/15 |
($1,386) |
2015/16 |
($1,730) |
2016/17 |
($1,220) |
2017/18 |
$486 |
2018/19 |
$1,003 |
The items in brackets are deficits (more was spent than was received).
At 30 June 2019, the reserve was in surplus by $1m. This will fluctuate over time dependent upon the amounts required to deliver services and address other needs or changes that impact the services for which the targeted rate is set.
The surplus is not available for use in general terms, but should the reserve reach a significantly large value, then a discussion would be required to determine why the estimates were significantly higher than the actual requirements and the surplus could be considered as a mechanism for reducing the future charges for that targeted rate.
Financial Implications and Budgetary Provision
There are no specific financial implications.
Nil