Te Kaunihera o Tai Tokerau ki te Raki

 

 

AGENDA

 

Te Hiku Community Board Meeting

 

Tuesday, 10 March 2020

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 Jaqi Brown

Member John Stewart

Councillor Felicity Foy

 

 


Te Hiku Community Board Meeting Agenda

10 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.


 

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc.)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

Adele Gardner

N/A - FNDC Honorarium

 

 

 

The Far North 20/20, ICT Trust

Trustee

 

 

Te Ahu Charitable Trust

Trustee

 

 

ST Johns Kaitaia Branch

Trustee/ Committee Member

 

 

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

 

 

 

Partner of Adele Gardner

N/A as Retired

 

 

 

Lawrie Atkinson

Atkinson Family Trust

 Chairperson

 

 

 

Tokerau Beach and Whatuwhiwhi Residents and Ratepayers Association

Member

 

Will abstain from voting on financial issues

Darren Axe

Wharf Warden at Far North Holding Limited

Council Controlled organisation

 

 

Sheryl Bainbridge

Ex-employee of Far North District Council

 

 

There should be no conflict of interest if we are all heading in the same direction

Property in Coopers Beach

 

 

 

Jaqi Brown

Te Hiku Navigation

Manager

 

 

Whangape Marae

Maori Land Owner Trustee over Whangape School and marae

 

Will manage any potential interests/conflicts and it arises

Te Rawawa Rugby Club Committee

TRRC Lease Ahipara Domain from FNDC

 

Will manage any potential interests/conflicts and it arises

Property in Ahipara

 

 

 

John Stewart

Printing.com Kaitaia

Managing Director

Produces some work for FNDC

Step aside for any decisions at the time

Zenstone N.Z Limited

Managing Director

N/A

N.A

90 Mile Snapper Bonanza Limited

Shareholder / Organiser

May apply for event funding from FNDC

Step aside for any decisions at the time

Property in Whatuwhiwhi and Kaitaia

 

 

Step aside for any decisions at the time

John Stewart – Partner

Printing.com Kaitaia

 

 

 

Property in Whatuwhiwhi and Kaitaia

 

 

Step aside for any decisions at the time

Felicity Foy

Director - Northland Planning & Development

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

 

Property owner of Commerce Street, Kaitaia

 

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


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

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

Flick Trustee Ltd

I am the director of this company that is the company trustee of Flick Family Trust that owns properties Seaview Road – Cable Bay, and Allen Bell Drive - Kaitaia.

 

 

Elbury Holdings Limited

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

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

 

Foy Farms Partnership

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

 

 

Foy Farms Rentals

Owner and rental manager of Foy Farms Rentals for 7 dwellings on Church Road, Kaingaroa and 2 dwellings on Allen Bell Drive, Kaitaia, and 1 property on North Road, Kaitaia, one title contains a cell phone tower.

 

 

King Family Trust

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

These trusts own properties in the Far North.

 

Previous employment at FNDC 2007-16

I consider the staff members at FNDC to be my friends

 

 

Shareholder of Coastal Plumbing NZ Limited

 

 

 

Partner Felicity Foy

Director of Coastal Plumbing NZ Limited

 

 

 

Friends with some FNDC employees

 

 

 

 

 

 


Te Hiku Community Board Meeting Agenda

10 March 2020

 

Te Hiku Community Board Meeting

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

Tuesday 10 March 2020 at 10:00 am

Order Of Business

1          Apologies and Conflicts of Interest 10

2          Public Forum.. 10

3          Deputations. 10

4          Speakers. 10

5          Confirmation of Previous Minutes. 11

5.1            Confirmation of Previous Minutes. 11

6          Reports. 19

6.1            Chairperson and Member Reports. 19

6.2            Ground Lease of 28 Matai Bay Road, Karikari to Fire & Emergency NZ. 27

6.3            Kaitaia Business Association Business Plan and Strategic Recommendations 2020/21  35

6.4            Te Hiku Statement of Community Board Fund Account as at 31 January 2020. 85

6.5            Funding Applications. 89

6.6            Project Funding Report 107

7          Meeting Close. 112

 

 


Te Hiku Community Board Meeting Agenda

10 March 2020

 

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 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.

2            Public Forum

3            Deputations

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

4            Speakers


5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

File Number:           A2806216

Author:                    Melissa Wood, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

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 4 February 2020 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.       2020-02-04 Te Hiku Community Board Minutes Unconfirmed - A2842017  


 

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 March 2020

 

   MINUTES OF Te Hiku Community Board Meeting
HELD AT THE Te Ahu, Cnr Matthews Ave and South Road, Kaitaia
ON Tuesday, 4 February 2020 AT 10:00 am

 

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

1            Apologies and conflicts of Interest

Apology

Resolution  2020/1

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That the apology received from Member Sheryl Bainbridge be accepted and leave of absence granted.

Carried

Note: Shaun Clarke (Chief Executive Officer) put in his apologies.

 

2            Karakia

Member Jaqi Brown opened the meeting with a karakia.

3            Public Forum

Brian Page representing Tokerau Beach Residents and Ratepayers spoke regarding need for public toilets on the Maitai Bay Reserve.

Angela Phillips representing Far North Safer Communities (Building Safer Communities) spoke regarding:

-        upcoming town beautification projects in Kaitaia. 

-        notified the Community Board that the Graffiti Wipe Out project is going to be restarted and will be asking the Community Board for support at a later stage.

-        provided information and an update on the CCTV system.

4            Deputations

There were no deputations for this meeting.

5            Speakers

Claire Gordon representing Be Free Incorporate, spoke regarding funding for Be Free Incorporated, Item 7.5 – Funding Application.

6            Confirmation of Previous Minutes

6.1         Confirmation of Previous Minutes

Agenda item 5.1 document number A2806212, pages 12 - 18 refers.

Resolution  2020/2

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That the Te Hiku Community Board agrees that the minutes of the meeting of the Te Hiku Community Board held 10 December 2019 be confirmed as a true and correct record.

Carried

 

7            Reports

7.1         Chairperson and Member Reports

Agenda item 6.1 document number A2806236, pages 19 - 28 refers.

Resolution  2020/3

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

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

Carried

 

The meeting was adjourned from 11.32 am to 11.47 am.

7.2         Appointment to Kaitaia Business Association

Agenda item 6.2 document number A2816563, pages 29 - 30 refers.

Resolution  2020/4

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That the Te Hiku Community Board appoint Member John Stewart as liaison for the Kaitaia Business Association and that Chairperson Adele Gardner will be the alternate person.

Carried

 

7.3         Deliberations Houhora Heads Motor Camp Lease

Agenda item 6.3 document number A2805489, pages 31 - 36 refers.

Rob Koops (Contractor) and Aya Morris (Community Development Advisor) spoke to this report.

Resolution  2020/5

Moved:       Member Felicity Foy

Seconded:  Member John Stewart

That the Te Hiku Community Board recommends to Council:

a)      That Council, subject to S54 of the Reserves Act 1977 grants a lease on Lot 1 & 2 DP 402482, Identifier 408100 to the current lessee Houhora Heads Motor Camp Limited and that the term of the leases shall be:

Initial Term:               21 years

Right of Renewal:     One further term of 21 years

b)      That Council authorises the General Manager Infrastructure & Asset Management to negotiate final terms and conditions for such lease which shall be on industry practise commercial terms, at market rent and in accordance with Council policy #5020 - Council-Owned Campgrounds.

c)      That Council transfers ownership of its remaining improvements to the lessee for $1.00 and writes off the book value against retained earnings.

d)      That Far North District Council:

i)       In its role as administering body of the Houhora Heads recreation reserve and in its role as the delegate of the Minister of Conversation, subject to the provisions of the Reserves Act 1977, grants and consents to a new lease of the Houhora Heads recreation reserve being Lot 1 & 2 DP 402482, Identifier 408100 and comprising approximately 6.38ha of land to Houhora Heads Motor Camp Limited and that the term of the lease shall be:

1)      Term: 21 years plus one Right of Renewal of 21 years

2)      Area: Approximately 6.38ha being Lot 1 & 2 DP 402482 - Identifier 408100 as highlighted on the aerial plan attached as Attachment 2.

3)      Further Terms & Conditions: standard industry practise commercial terms, at market rent to be determined by valuation.

e)      request an additional clause be added to the lease agreement, stating that no further temporary living places as referred to in the Camping Grounds Regulations Act 1985 shall be erected without landlord approval, which shell not be unreasonable withheld.

Carried

The meeting adjourned from 12.44 pm to 1.00 pm.

 

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

Agenda item 6.4 document number A2823268, pages 37 - 39 refers.

Resolution  2020/6

Moved:       Member Jaqi Brown

Seconded:  Member Felicity Foy

That the Te Hiku Community Board

a)      receives the report “Te Hiku Statement of Community Board Fund Account as at 31    December 2019”.

b)      requests that the $17,000 tagged as Centennial Park planting project in Kaitaia in the Community Board Fund Account be moved into the line item budget for Jaycee Park.

Carried

 

7.5         Funding Applications Report

Agenda item 6.5 document number A2823821, pages 40 - 58 refers.

Kathryn Trewin (Funding Advisor) spoke to this report.

Resolution  2020/7

Moved:       Member Jaqi Brown

Seconded:  Member John Stewart

That Te Hiku Community Board:

a)      approves the sum of $2,941 (plus GST if applicable) be paid from the Board’s Community Fund account to Takahue Hall Society for costs towards replacing rotting decking, to support the following Community Outcomes:

i)       Proud Vibrant Communities

ii)      Communities that are healthy, safe, connected and sustainable

b)      approves the sum of $1,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Be Free Inc for costs towards the Be Free Youth Stage at the Mangonui Festival to support the following Community Outcomes:

i)       Proud Vibrant Communities

ii)      Communities that are healthy, safe, connected and sustainable

Carried

 

7.6         Project Funding Reports

Agenda item 6.6 document number A2823989, pages 59 - 67 refers.

Resolution  2020/8

Moved:       Chairperson Adele Gardner

Seconded:  Member Jaqi Brown

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

a)      Mangonui Lions Club

b)      Baby Baroque

Carried

 

8            Information Reports

8.1         Te Hiku Statement of Financial Performance Activities by Ward for the period ending 31 December 2019

Agenda item 7.1 document number A2822885, pages 68 - 70 refers.

Resolution  2020/9

Moved:       Member Jaqi Brown

Seconded:  Member Lawrie Atkinson

That the Te Hiku Community Board receives the report Te Hiku Statement of Financial Performance Activities by Ward for the period ending 31 December 2019.

Carried

 

8.2         Community and Customer Services Activity Report

Agenda item 7.2 document number A2823081, pages 71 - 79 refers.

Chris Pigott (Manager – Libraries and Museum) spoke to this report.

Committee Resolution  2020/10

Moved:       Member Darren Axe

Seconded:  Member Jaqi Brown

That the Te Hiku Community Board receive the report Community and Customer Services Activity Report.

Carried

 

9            Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

8.1 - Nomination of Far North Community Board Executive Committee Representative

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

This item was withdrawn from the agenda at the request of the Chief Executive.

 

 

10          Meeting Close

The meeting closed at 1.45 pm.

 

The minutes of this meeting will be confirmed at the Te Hiku Community Board meeting to be held on 10 March 2020.

 

 

 

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

CHAIRPERSON

 



 


Te Hiku Community Board Meeting Agenda

10 March 2020

 

6            Reports

6.1         Chairperson and Member Reports

File Number:           A2848873

Author:                    Melissa Wood, 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.

Recommendation

That the Te Hiku Community Board note the reports from the Chairperson and Members Axe, Bainbridge and Stewart.

 

1) Background

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

2) Discussion and Options

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

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

The reports from the Chairperson and Members are attached.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.       Chairperson Gardner Report - A2849996

2.       Member Axe Report - A2848877

3.       Member Bainbridge Report - A2849365

4.       Member Stewart Report - A2849957  


 

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.

 

 


Te Hiku Community Board Meeting Agenda

10 March 2020

 

COMMUNITY BOARD CHAIRPERSON’S REPORT

Report to Community Board                                    Te Hiku

Chairperson’s Name                                                 Adele Gardner

Subdivision                                                                Kaitaia – Te Hiku

Date                                                                             Jan – Feb 2020

 

REPORT

1)         Meetings/Functions

            14 Jan 20    -    Combined Kaitaia Business Assn & Te Hiku Community

                                      Board Workshop

            14 Jan 20    -    Strategic Planning Workshop

            27 Jan 20    -    Awanui Ratepayers Assn meeting re Unahi Wharf

            29 Jan 20    -    Capital Works Programme workshop in Kaikohe

            29 Jan 20    -    Committee structure workshop

            30 Jan 20    -    Citizenship Ceremony at Te Ahu

            30 Jan 20    -    Kaitaia Business Assn monthly meeting

            4   Feb 20    -    Te Hiku Community Board Meeting

            4   Feb 20    -    Met users of Davis St/Matthews Park to discuss future use

                                     of this area

            11  Feb 20    -    Chairs meeting with Mayor Carter & CEO Clarke

            14 Feb 20     -    Te Ahu Trust Meeting

            14 Feb 20     -    Te Hiku Sports Hub Meeting

            17 Feb 20     -    Museum Meeting at Te Ahu

                                                          

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

           

3)         Resource Consents: 

RC 2200384 Northland Regional Counci, 23-27 Donald Road Kaitaia. To undertake earthworks for the construction of a 200m long diversion of the Whangatane Spillway.

           

RFS 3989408 – Rangiputa Ratepayers requesting signage re no boat parking.

RFS 3992153 – Rangiputa Ratepayers request for payment of funds spent on upgrading a boat ramp off the DOC Reserve

RFS 3992152 -  Rangiputa Ratepayers requesting a sign directing traffic towards Boat/Trailer Park

RFS3992150 – Rangiputa Ratepayers requesting a conex safety mirror for turn into Motutara Drive from Rangiputa Road.

Rang afterhours and reported a water leak, followed up next day and leak was being fixed on the Council side of the meter in Kohuhu Street Kaitaia.

 


Te Hiku Community Board Meeting Agenda

10 March 2020

 

COMMUNITY BOARD MEMBERS REPORT

Report to Community Board:         Te Hiku

Members Name:                               Darren Axe                                              

Subdivision:                                     North Cape        

Date:                                                  December 17 – February 11

 

REPORT

1)         Meetings/Functions

December 17 – Attended prizegiving at Hope House in Northern Houhora to hand out certificates to students that had completed and passed a 6-month course in Te Reo Māori. I was asked to do this by a local kaumatua, Reuben Murray. His wife Beulah Murray is the tutor for this Te Reo Māori course.

January 14 – Attended workshops at Te Ahu Centre. First part of the day was a Kaitaia Business Association (KBA) meeting. Andrea Panther spoke to the Community Board. The second part of the day involved collaborating as a Board to work on the Strategic Plan “Going Forward”.

January 15 – Advised a member of the public on how to complete a RFS form for a road repair in the Houhora area.

January 25 – Talks with Far North Holdings regarding new commercial wharf in Houhora.

February 1 – A member from the group called Menz Shed asked me to go to the Board meeting and talk about their premises. I did and got back to them the next day with an answer they were happy with.

February 4 – Attended Community Board meeting at Te Ahu Centre.

February 7 – Talked with member of public regarding a walking track at Houhora Heads.

February 11 – Attended Houhora Rate Payers meeting.

                                                          

2)      Issues  -  NIL

           

3)         Resource Consents:  0

           

4)         Request for Service:   2

           


Te Hiku Community Board Meeting Agenda

10 March 2020

 

TE HIKU COMMUNITY BOARD MEMBER’S REPORT

Member Name:            Sheryl Bainbridge                                              

Subdivision:                   Doubtless Bay                           

Date:                                 17 February 2020                     

 

REPORT

1)            Meetings

14.1.20 – workshop with KBA and strategic plan workshop

15.1.20 – accepted an invitation to view a proposed retirement village complex for which a resource consent has been issued.

2)            Issues

11.1.20 – Query about Waiharara Drainage Committee – lack of maintenance, lack of monitoring, lack of co-ordination between the council, contractors and committee members, and purpose of the committee.

12.1.20 – Query about a SUP hirer operating from Coopers Beach carpark. Suggested that the person with concerns contact Environmental Services via the RFS system or 0800 number

22.1.20 – continuing issues of parking at Mill Bay Mangonui, request for a speed reduction sign at the top of the hill between Mangonui and Coopers Beach to be moved further south and future council support for Doubtless Bay Promotions Inc. I will pick these matters up on my return from holiday as responses to the second two issues have been unsatisfactory.

3)            Resource Consents

Nil

4)            Requests for Service

RFS 3985389 – Loose chips from seal at Coopers Beach carpark being walked into business premises – adverse effect on flooring. have dispatched their Routine Crew to sweep up excess chip by 13/12/2019. Ineffectual. Further request made 21 January. Once again I will pick this matter up on my return from holiday as response had been unsatisfactory last time I had adequate access to technology, but it may have been resolved by now.


Te Hiku Community Board Meeting Agenda

10 March 2020

 

COMMUNITY BOARD MEMBERS REPORT

Report to Community Board                                    Te Hiku

Members Name                                                          John Stewart

Subdivision                                                                Kaitaia       

Date                                                                             Oct 19 – Jan 20

 

REPORT

1)         Meetings/Functions

23 Oct - CB Induction Kaikohe

5 Nov - Te Hiku Community Board Meeting

14 Nov - Standing Orders & Political Decision Workshop Kaikohe

28 Nov - Community Board Workshop

3 Dec - LGNZ CB Induction Kaikohe

10 Dec - Te Hiku Community Board Meeting

14 Jan - KBA meeting with THCB half day

14 Jan - THCB meeting strategic plan half day

04 Feb - THCB meeting                   

                                                          

2)      Issues  - 

Last meeting, we discussed making RFS for more or larger rubbish bin at Waipap ramp.

Just want to update the board on what has happened since then.

           

3)         Resource Consents: 

           

4)         Request for Service:

 

 

         

         

 

 



Te Hiku Community Board Meeting Agenda

10 March 2020

 

6.2         Ground Lease of 28 Matai Bay Road, Karikari to Fire & Emergency NZ

File Number:           A2838031

Author:                    Rob Koops, Property Services

Authoriser:             William J Taylor MBE, General Manager - Corporate Services

 

Purpose of the Report

To initiate the public consultation process on the granting a new 33 year ground lease to Fire & Emergency New Zealand (FENZ) for the land at 28 Matai Bay Road, Karikari and to classify the land subject to the lease as Local Purpose (community buildings) and to appoint the Te Hiku Community Board to hear submissions and make a recommendation to Council

Executive Summary

·        FENZ wish to replace the existing rural fire depot at 28 Matai Bay Road, Karikari with a modern fire and emergency response centre.

·        FENZ require long term tenure on the land to justify the investment.

·        FENZ will own the new fire and emergency response centre.

·        There will be no cost to FNDC for the construction or ongoing maintenance

·        A 33 ground year lease subject to the Reserves Act 1977 at nominal rent is proposed.

·        The parcels of land involved will be classified appropriately.

 

Recommendation

That Te Hiku Community Board:

a)      recommends to Council that a public consultation process is commenced on the granting of a new 33-year ground lease to Fire & Emergency NZ on 2,467.5 square meters of land at 28 Matai Bay Road, Karikari being part Lot 103 DP 54644, being 1.0390ha and part Record of Title NA4C/203 and vested in Far North District Council as a recreation reserve.

b)      recommends to Council that the public consultation includes submissions on the classification of the 2,467.5 square meters of land subject to the lease as Local Purpose (community building) reserve and the balance as Recreation Reserve under the Reserves Act 1997.

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

 

1) Background

Fire and Emergency New Zealand have a Licence to Use a number of former rural fire depots around the District owned by FNDC. The licence is about to expire in April 2021. FENZ is reviewing the suitability of individual rural fire depots and are implementing upgrades as required. The Licence to Use includes all the 1.0390ha of land and the building at 28 Matai Bay Road, Karikari.

The existing rural fire depot at Matai Bay Road (essentially a double garage) is not fit for purpose in terms of size, functionality, staff facilities, etc. FENZ wish to remove the existing building and replace it with a substantial and modern fire and emergency response centre (Attachment 1). In order to make this investment FENZ requires security of tenure on the underlying land.

It is proposed that the licence to use for the Matai Bay Road station is replaced with a ground lease of 33 years on the 2,467.5 square meters of land required for the building, carparks, etc. and that FENZ takes full responsibility for the demolition of the existing rural fire depot and the construction and future repair, maintenance and renewal of the new fire and emergency response centre.

It is further proposed that the 2,467.5 square meters of land required for the building, carparks, etc. is classified Local Purpose (community building) reserve and the balance of the 1.0390ha of land classified as Recreation Reserve under the Reserves Act 1997.

Lot 103 DP 54644 is vested in Council as an unclassified Recreation Reserve. The Act requires Council as the local authority to classify vested reserves according to their primary purpose. The classification process allows for part of the reserve to be classified for one purpose and the other part of the same reserve for another purpose. Prior to classifying the local authority is to undertake public notice, giving full consideration to all submissions. 

The Act provides for the administering body of a reserve to lease all or part of a reserve for an appropriate purpose.  Public consultation, giving full consideration to all submissions, is to be undertaken prior to the granting of a lease.   The Act allows for a lease term not exceeding 33 years.

2) Discussion and Options

FENZ have identified the Matai Road station as the ideal location for a modern fire and emergency response centre to service the Karikari Peninsula and adjoining areas adequately for the foreseeable future. FENZ will fully fund the new construction and request that FNDC make available the land at nominal rent for a minimum of 33 years.

Option 1:

Enter into a ground lease for 33 years and transfer ownership of the existing improvements to Fire & Emergency NZ for $1.00 and write off the book value against retained earnings.

Classify the 2,467.5 square meters of land required for the building, carparks, etc. Local Purpose (community building) reserve under the Reserves Act 1997 and classify the balance of the land as Recreation reserve.

Option 2:

Retain the status quo.

Reason for the recommendation

Entering into a ground lease for 33 years would give FENZ the security of tenure it needs to make this substantial investment on the Karikari Pensinsula.

Retaining the status quo means that responding adequately to fire and emergency events in the Karikari Peninsula area becomes increasingly challenging, especially as weather and fire events become more extreme due to the effects of global warming.

3) Financial Implications and Budgetary Provision

Currently FNDC does not charge rent for the use of land or building. Under the existing Licence to Use FNDC is responsible for repairs and renewals.

A nominal rent for the land of $1.00 per annum is proposed. There will be no cost to Council for construction or repair and maintenance fire and emergency response centre.

The current “book value” of the improvements is $58,450.58. It is proposed that the improvements will be disposed of and the value written off to retained earnings. This is an accounting entry only and has no financial impact on rates.

 

Attachments

1.       FENZ Karikari Rural Station Concept - A2850229  


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

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

Low.

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

The Reserves Act 1977 allows for Council to classify and lease reserves vested in the Council.

FNDC Reserves Policy.

The Policy supports a long term lease being offered to community groups wanting a permanent base, requiring significant financial investment.

 

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

Delegation to the relevant Community Board enables them to hear submissions and make a recommendation to Council.

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

Local iwi Ngati Kahu has been approached by FENZ and their submission will form part of the deliberations prior to a recommendation to Council being made.

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.

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

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

A nominal rent for the land of $1.00 per annum is proposed.

Existing improvements with a book value of $58,450.58 will be written off.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

10 March 2020

 

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Te Hiku Community Board Meeting Agenda

10 March 2020

 

6.3         Kaitaia Business Association Business Plan and Strategic Recommendations 2020/21

File Number:           A2831045

Author:                    Roger Ackers, Manager - Strategy Development

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

 

Purpose of the Report

To provide the Te Hiku Community Board with the Kaitaia Business Associations Business Plan and Strategic Recommendations 2020/21 Report, the Kaitaia Business Association financial statement report and audit of accounts for the year ending 30 June 2019 and recommend that Council strike the Kaitaia Business Improvement District targeted rate of $50,000 for the 2020-2021 financial year.

Executive Summary

·        In 2019 the Kaitaia Business Association invested in the development of a strategic plan for their organisation.  This culminated in the attached Business Plan and Strategic Recommendations 2020/21 Report.  This document also contains the Business Association’s budget for the 2020-21 financial year which commences 1 July 2020

·        The Kaitaia Business Association has also completed the attached statement of financial performance report and audit of accounts for the year ending 30 June 2019

·        As per the requirements of the Partnership Agreement between the Te Hiku Community Board and the Kaitaia Business Association this report recommends that the Te Hiku Community Board receive and accept the above two documents and recommends that Council strike the Kaitaia Business Improvement District targeted rate of $50,000 for the 2020-21 financial year.

 

Recommendation

That the Te Hiku Community Board:

a)      accept the Kaitaia Business Associations Business Plan and Strategic Recommendations Strategic Plan 2020/21, Statement of Financial Performance report and Audit of Accounts for the year ending 30 June 2019.

b)      recommend that Council strike the Kaitaia Business Improvement District targeted rate of $50,000 for the 2020-2021 financial year.

 

1) Background

In late 2019 Council completed an assessment of the relationship agreements in place between the Te Hiku Community Board and the Kaitaia Business Association.  This assessment found that the Memorandum of Understanding, signed in May 2017 between the two parties, is not legally binding.  This assessment also found that a partnership agreement (attached), approved prior to the Memorandum of Understanding, legally bind both parties.

For Council to strike the targeted rate collected from the ratepayers in the Kaitaia Business Improvement District the Te Hiku Community Board must, as per requirements of the attached Partnership Agreement, receive and accept the following documents before recommending to Council that the targeted rate for the Kaitaia Business Improvement District  is stuck;

Audited Accounts

Annual Report for the previous year

Strategic Plan covering three to five year period

Annual Business Plan; and

Budget for the following year

The Kaitaia Business Association has provided the following documents to the Te Hiku Community Board;

The Kaitaia Business Association Business Plan and Strategic Recommendations 2020/21.  This document contains the Business Associations budget for the 2020-21 Financial Year

The Kaitaia Business Association Financial Performance report and Audit of Accounts for the year ending 30 June 2019.

2) Discussion and Options

Option One: Te Hiku Community Board does not accept the documents submitted by the Kaitaia Business Association

The Te Hiku Community Board does receive and accept;

The Kaitaia Business Association Business Plan and Strategic Recommendations 2020/21 that includes the Business Associations budget for the 2020-21 financial year.

The Kaitaia Business Association Financial Performance report and Audit of Accounts for the year ending 30 June 2019.

If this option is adopted then there is no justification for Council to strike the Kaitaia Business Improvement District Targeted Rate for the 2020-21 Financial Year.

 

Option Two: Te Hiku Community Board accepts the documents submitted by the Kaitaia Business Association

The Te Hiku Community Board receives and accepts;

The Kaitaia Business Association Business Plan and Strategic Recommendations 2020/21 that includes the Business Association’s budget for the 2020-21 Financial Year.

The Kaitaia Business Association Financial Performance report and Audit of Accounts for the year ending 30 June 2019.

If this option is adopted then the Council has a justification to strike the Kaitaia Business Improvement District Targeted Rate for the 2020-21 Financial Year.

Reason for the recommendation

It is recommended that Option Two: Te Hiku Community Board accepts the documents submitted by the Kaitaia Business Association and are adopted by the Community Board.

3) Financial Implications and Budgetary Provision

If the Community Board adopts the recommendation in this report the Kaitaia Business Improvement targeted rate that collects $50,000 from ratepayers in the Kaitaia Business Improvement District will be struck for the 2020-21 financial year that commences 1 July 2020.

Attachments

1.       Kaitaia Business Association Business Plan and Strategic Recommendations 2020/21 - A2849472

2.       Kaitaia Business Association Financial Statement and Audit of Accounts year ending 30 June 2019 - A2831136

3.       Partnering Agreement between Te Hiku Community Board and Kaitaia Business Association - A2849477  


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

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

The recommendation in this report does not meet the thresholds of significance in the Council’s Significance and Engagement Policy.

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

The recommendation in this report is alignment with the partnership agreement between the Te Hiku Community Board and the Kaitaia Business Association.

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

The recommendation in this report has sought the view of representatives of the Te Hiku Community Board.

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

The recommendation in this report has no direction 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 (for example – youth, the aged and those with disabilities.

This report has sought feedback from representatives of the Kaitaia Business Association.

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

The financial implications of the recommendation in this report are covered in Section 3 of this report.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


Te Hiku Community Board Meeting Agenda

10 March 2020

 

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10 March 2020

 

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Te Hiku Community Board Meeting Agenda

10 March 2020

 

6.4         Te Hiku Statement of Community Board Fund Account as at 31 January 2020

File Number:           A2852239

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 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 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 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 December 2019

$32,442.00

·    Less funds not uplifted from 10 December 2019 for Kaitaia Business Association and Whakawhiti Ora Pai

$15,050.00

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

$33,833.00

Community Fund Account balance as at 31 January 2020

$48,462.96

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 January 2020 is $48,462.96.

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 January 2020 is attached.

 

Attachments

1.       2020-03-10 Statement of Te Hiku Community Board Fund Account as at 31 January 20 - A2852117  

 


Te Hiku Community Board Meeting Agenda

10 March 2020

 

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Te Hiku Community Board Meeting Agenda

10 March 2020

 

6.5         Funding Applications

File Number:           A2851323

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 Te Hiku Community Board to determine which application/s will receive funding at the 10 March 2020 meeting.

Executive Summary

·        Te Hiku Community Board has $40,420 unallocated funding available for the 2019/20 financial year.

·        Two applications for funding have been received, requesting a total of $2,576.

 

Recommendation

That Te Hiku Community Board approves the sum of $400.00 (plus GST if applicable) be paid from the Board’s Community Fund account to Gentle World Charitable Trust for costs towards screening of “Cowspiracy” 2020 to support the following Community Outcomes:

i)       Proud Vibrant Communities

ii)      Communities that are healthy, safe, connected and sustainable

Recommendation

That Te Hiku Community Board approves the sum of $2,176.00 (plus GST if applicable) be paid from the Board’s Community Fund account to Tai Huri Films for costs towards screening of indigenous short films 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.

2) Discussion and Options

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.


 

Applicant

Project

Requested

Recommended

Comments

Community Outcome(s)

Type

Gentle World Charitable Trust

Screening of “Cowspiracy”

$400.00

(28.5%)

$400.00

This is a vegan organisation wishing to screen movies to the general public to promote the adopting of veganism.

I.  Proud Vibrant Communities

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

Even

Tai Huri Films

Short Film Festival Screening

$2,196.00

(27%)

$2,196.00

This applicant has also applied for funding from Bay of Islands-Whangaroa Community Board (as they are screening in both wards).

I.  Proud Vibrant Communities

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

Event


3) Financial Implications and Budgetary Provision

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

 

Attachments

1.       Gentle World Funding Application - A2852615

2.       Tai Huri Films Funding Application - A2852606  


Te Hiku Community Board Meeting Agenda

10 March 2020

 

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 March 2020

 

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10 March 2020

 

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Te Hiku Community Board Meeting Agenda

10 March 2020

 

6.6         Project Funding Report

File Number:           A2852652

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

 

Recommendation

That Te Hiku Community Board note the project report received from Tokerau Beach Whatuwhiwhi Residents and Ratepayers Association

 

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.       Tokerau Whatuwhiwhi Residents and Ratepayers Project Report - A2852650  


 

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 March 2020

 

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Te Hiku Community Board Meeting Agenda

10 March 2020

 

7            Meeting Close