Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

3 June 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;

(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
Mike Edmonds	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
Moko Tepania	Teacher	Te Kura Kaupapa Māori o Kaikohe.	Potential Council funding that will benefit my place of employment.	Declare a perceived conflict
	Chairperson	Te Reo o Te Tai Tokerau Trust.	Potential Council funding for events that this trust runs.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Te Rarawa	As a descendent of Te Rarawa I could have a perceived conflict of interest in Te Rarawa Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Whaingaroa	As a descendent of Te Rūnanga o Whaingaroa I could have a perceived conflict of interest in Te Rūnanga o Whaingaroa Council relations.	Declare a perceived conflict
	Tribal Member	Kahukuraariki Trust Board	As a descendent of Kahukuraariki Trust Board I could have a perceived conflict of interest in Kahukuraariki Trust Board Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga ā-Iwi o Ngāpuhi	As a descendent of Te Rūnanga ā-Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā-Iwi o Ngāpuhi Council relations.	Declare a perceived conflict

Kaikohe-Hokianga Community Board Meeting Agenda

3 June 2020

MINUTES OF Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 4 March 2020 AT 10.30 am

PRESENT: Chairperson Mike Edmonds, Member Emma Davis, Member Kelly van Gaalen, Member Alan Hessell, Member Laurie Byers, Cr John Vujcich, Cr Moko Tepania

1 Apologies and conflicts of Interest

Apology

Resolution 2020/8

Moved: Member Emma Davis

Seconded: Member Alan Hessell

That the apology received from Member Louis Toorenburg for his leave of absence and apology from Councillor Vujcich for lateness be accepted.

Carried

2 Public Forum

Shaun Riley spoke to the following issues:

- Kaikohe Water Resources Assessment – Northland Regional Council report needs updating.

- Work completed on the footpath on Rankin Street, Kaikohe from Station Road to State Highway 12 was a waste of funds. Funds should have been spent on the footpath from Kaikohe town to the showgrounds.

- Te Hauaru Takiwa contacted Shaun in regard to the sewage pond, the pond has been over loaded and is affecting the downstream aquatic life which is no longer edible.

- Mill site in Kaikohe – Shaun would like an in-depth discussion with the Community Board on a concept that he has for this area.

- Requests an update on the purchase of the two acres between Gray Phillips and Council

- for the use of a reserve.

3 Deputations

There were no deputations for this meeting.

4 Speakers

Janna Sicely spoke representing Kerikeri Theatre Company, spoke regarding Item 6.5 Funding Application – Kerikeri Theatre Company.

Janine Randerson and Lorene Royal spoke regarding Item 6.5 Funding Application – Niniwa Collective.

4 Making and attesting of declarations

4.1 Making and Attesting of Declarations

Agenda item 6.1 document number A2856798, pages 17 refers.

Chairperson Mike Edmonds witnessed the attestation and declaration of Moko Tepania.

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 5.1 document number A2852530, pages 10 - 16 refers.

Resolution 2020/9

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 5 February 2020 as a true and correct record.

Carried

6 Reports

6.2 Chairperson and Members Report

Agenda item 6.2 document number A2856845, pages 18 - 20 refers.

Resolution 2020/10

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board note that the Far North District Council does not have a water strategy for Kaikohe.

Carried

Moved: Chairperson Mike Edmonds

Seconded: Member Moko Tepania

That the Kaikohe-Hokianga Community Board request an answer on how the logistics of the emergency water tanks will be managed should we go to a Civil Defence emergency and how will this be regulated.

Carried

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board directs the attention of the Council to its resolution of August 2017 regarding investigation of drought resilience issues.

Carried

Note: Shaun Riley spoke to this during public forum, there is a Kaikohe Water Strategy (Kaikohe Water Resources Assessment – Northland Regional Council) and statistics, however has not been updated for 30 years.

6.3 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 January 2020

Agenda item 6.3 document number A2847731, pages 21 - 22 refers.

Resolution 2020/11

Moved: Member Moko Tepania

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 January 2020.

Carried

6.4 Project Funding Report

Agenda item 6.4 document number A2848831, pages 23 - 26 refers.

Resolution 2020/12

Moved: Member Moko Tepania

Seconded: Member Laurie Byers

That the Kaikohe-Hokianga Community Board note the project report received from Youthline Auckland.

Carried

6.5 Funding Applications

Agenda item 6.5 document number A2851298, pages 27 – 45 refers.

Kathryn Trewin – Funding Advisor, spoke to this item.

Motion

Moved: Member Kelly van Gaalen

Seconded: Member Alan Hessell

That Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy authorise the sum of $_______ (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:

a) Proud vibrant communities.

b) Communities that are healthy, safe, connected and sustainable.

lost

RESolution

Moved: Member Laurie Byers

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board agree that the application from Kerikeri Theatre Trust be left to lie on the table and requests that the applicant come back to the Board with information/support letter s from Okaihau College and Okaihau community and confirmed funding from external funders.

CARRIED

MOTION

Moved: Member Kelly van Gaalen

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $10,000.00 (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:

a) Proud vibrant communities.

b) Communities that are healthy, safe, connected and sustainable.

LOST

RESOLUTION

Moved: Member Laurie Byers

Seconded: Member Kelly van Gaalen

That the Kaikohe-Hokianga Community Board agree to decline the application received from Niniwa.

CARRIED

NOTE: The Kaikohe-Hokianga Community Board are in support of the project proposed by Niniwa but would like to see more concrete plans/details. The Kaikohe-Hokianga Community Board will also write a letter of support for Niniwa and this project for applications that maybe submitted to DIA/Lotteries or other funding organisations.

6.5 Funding Applications

Agenda item 6.5 document number A2851298, pages 27 – 45 refers.

Kathryn Trewin – Funding Advisor, spoke to this item.

Motion

Moved: Member Kelly van Gaalen

Seconded: Member Alan Hessell

a) Proud vibrant communities.

b) Communities that are healthy, safe, connected and sustainable.

lost

RESolution

Moved: Member Laurie Byers

Seconded: Member Emma Davis

CARRIED

MOTION

Moved: Member Kelly van Gaalen

Seconded: Member Alan Hessell

a) Proud vibrant communities.

b) Communities that are healthy, safe, connected and sustainable.

LOST

RESOLUTION

Moved: Member Laurie Byers

Seconded: Member Kelly van Gaalen

That the Kaikohe-Hokianga Community Board agree to decline the application received from Niniwa.

CARRIED

7 Information Reports

7.1 Targeted ward rates

Agenda item 7.1 document number A2847762, pages 46 - 47 refers.

Janice Smith - Chief Financial Officer, spoke to this item.

Resolution 2020/13

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board receive the report Targeted Ward rates.

Carried

8 Meeting Close

The meeting closed at 12.11 pm.

The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board meeting to be held on 1 April 2020.

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

CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

3 June 2020

6 Reports

6.1 Memorial Park Design

File Number: A2886598

Author: Sheryl Gavin, General Manager - Strategic Planning and Policy (Acting)

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

Purpose of the Report

To progress site and design/plan work for Memorial Park in Kaikohe.

Executive Summary

· At a previous Community Board workshop in 2020 the Board agreed that a site plan for Memorial Park in Kaikohe should be completed.

· Akau have provided a quote for $17,000.

Recommendation

That the Kaikohe-Hokianga Community Board ask staff to commission a site plan for Memorial Park, Kaikohe with allocated funding of $17,000.

1) Background

During the planning phase for the new basketball court at Memorial Park in Kaikohe, ĀKAU developed a high-level design for the area to show how the court could be positioned alongside other existing and proposed amenities. The plan included the location of new toilets, scheduled for construction in the current financial year.

In early 2020 the Board discussed the proposed location of the toilets and felt that a decision should not be made until a site plan could be developed to identify what the park could look like if it had a complete makeover. Such a plan would be developed in full consultation with the Community Board, the community at large and park users. With such a plan in place the Board felt it would be more comfortable with approving the positioning of the toilets.

ĀKAU have provided a quote to do this work, proposing a detailed design and staged plan that could be implemented over time as funding becomes available. The cost of the plan is quoted at $17,000 plus GST. The ĀKAU proposal is attached.

Funding could be allocated out of current Community Board budgets as follows:

· $14,376 unallocated funding from the 2017 financial year that has never been spent. Note that on 31 May 2017 the Board resolved to use these funds for business cases, one of which relates to this park. These business cases have never been developed and the money has never been uplifted. Attachment 2 provides a statement of the Community Board’s current financial position, detailing the unallocated funding from 2017.

· A top-up of $2,624 from current year Community Board funding.

2) Discussion and Options

The placement of new toilets in Memorial Park, Kaikohe is scheduled for the current financial year. The Community Board, however, would like to take a bit more time to consider the best placement of the facilities, and feel that the opportunity should be taken to address the overall long-term plan for Memorial Park before a final decision is made. To this end, it was suggested that since ĀKAU did the original plan for the basketball court and the placement of other nearby amenities that it would be expedient to again ask ĀKAU to produce a comprehensive site plan in full consultation with the Community Board, park users, youth and the general community of Kaikohe and surrounds.

Option 1: Recommended

Proceed with site planning through a contract with ĀKAU. Although there may be other designers capable of doing this work, ĀKAU have a strong bond with the Kaikohe community and have a great deal of knowledge about the aspirations of the community following the basketball design and other initiatives. The cost of a site plan and staged implementation plan with ĀKAU is $17,000 plus GST.

This can be funded predominantly through unused 2017 Board funds that have been held in reserve and never uplifted, with a small top up from the current year’s budget:

2017 unallocated funds held in reserve: $14,376

Additional funding required: $2,624

Total: $17,000

Option 2:

Do not commission site planning for Memorial Park in Kaikohe and work with staff to agree the position of the new toilet block.

Reason for the recommendation

To design a fit-for-purpose Memorial Park in Kaikohe that integrates the aspirations and desires of the community.

3) Financial Implications and Budgetary Provision

Sufficient Community Board funding is available to commission this work.

Attachments

1. AKAU_Offer of Services_Memorial Park - A2886610 ⇩

2. KHCB Financial Report - April 2020 - A2887742 ⇩

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 significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Local Grant Fund 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.	Relevance is predominantly to the Kaikohe community and frequent users of Memorial Park. This is a community board matter.
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.	Community engagement will be carried out as part of developing the site plan. This will include iwi, hapu and whanau.
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.	Users of Memorial Park in Kaikohe.
State the financial implications and where budgetary provisions have been made to support this decision.	Existing budget provision to be used.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

3 June 2020

6.3 Rural Travel Funding Project Reports

File Number: A2862175

Author: Kathryn Trewin, Funding Advisor

Authoriser: Ana Mules, Team Leader - Community Development and Investment

Purpose of the Report

To receive the project reports from previous funding applicants to the Rural Travel Funding Scheme.

Executive Summary

Recipients of funds from the Rural Travel Funding must complete and submit a project report form within two months of funding being spent to subsidise travel for youth to participate in sporting activity and or competition.

Recommendation

That the Kaikohe-Hokianga Community Board note the Rural Travel Project Report(s) from:

a) Kaikohe Amateur Football Club.

b) Kerikeri Gymnastics.

1) Background

The Far North District Council, as part of its agreements with Sport New Zealand and Sport Northland to administer Rural Travel funding, is required to submit an annual report on how the funding was allocated. To assist the Council in compiling this report and to ensure accountability from applicants a project report form for funding is requested. The Community Boards have in the past indicated a preference to support applicants that have returned a completed project report form for previous funding.

2) Discussion and Options

A copy of the project report forms are attached for the Board to receive. If Board members have concerns or issues with any of these reports, they should be discussed at this point of the meeting.

Reason for the recommendation

To receive the project reports from previous funding applicants to the Rural Travel Funding Scheme.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Attachments

1. Project Report - Kaikohe Amateur Football Club - R - A2886384 ⇩

2. Project Report - Kerikeri Gymnastics - R - A2886382 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy.	N/A
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	N/A
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.	N/A
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The Community Board has delegated authority to allocate funding.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

3 June 2020

6.4 Rural Travel Funding - Applications Winter round 2019/20

File Number: A2862186

Author: Kathryn Trewin, Funding Advisor

Authoriser: Ana Mules, Team Leader - Community Development and Investment

Purpose of the Report

To allocate Rural Travel Funding for the 2019/20 winter sporting season.

Recommendation

That the Kaikohe-Hokianga Community Board;

a) allocates Rural Travel Grant funding in accordance with the recommendations received from Sport Northland as follows:

1. Parafed Northland $777.20

2. Rawene School $2,750.00

3. Kaikohe Rugby Football and Sports Club $2,800.00

4. Mid North United Sports Incorporated $1,400.00

5. Northland Basketball Association $600.00

TOTAL $8,327.20

b) that this funding is allocated subject to:

1. the season taking place, or being shortened;

2. the Funding Advisor, on the advice of Sport Northland, being authorised to reduce or decline the funding granted, with any monies not paid out to be carried over to the next financial year.

3. the Funding Advisor reporting back to the Community Board on any funding that is declined or reduced on the advice of the Sport Northland Community Connector.

1) Background

The Rural Travel Fund (RTF) was developed in response to concerns raised by Councils throughout the country about the lack of participation in sport by young people living in rural communities. The Fund was introduced as an interim measure until a rural participation strategy was fully developed and implemented. The strategy is yet to be developed.

Kiwisport was launched in 2009 by Prime Minister John Key and funding is given to Sport Northland to achieve three objectives (More Kids; more Opportunities; Better Skills). One of the barriers identified in Northland was the cost of travel. Sport Northland therefore agreed to give part of its Kiwisport funding to the Far North District Council to combine with the Rural Travel Fund to help address the travel barrier and achieve the three Kiwisport objectives.

Council receives RTF funding based on a per capita basis. The three Community Boards have delegated authority to allocate RTF funding. Each Board receives a sum based on the number of people between ages five and nineteen living in their respective areas. Figures are based on the 2013 census results. This funding round is the second of two funding rounds for the current financial year. It is for sporting activities taking place in winter, or until November 2020 when the next round of funding is allocated.

Council advertises that funding is available approximately one month before applications close in local newspapers and on Council’s Facebook page. Sport Northland representatives also target the fund to clubs and schools that they work.

2) Discussion and Options

It is each Community Board's role to determine which applications best meet the criteria and will have the most positive broad effect in their communities. The following table is a guide to the funding criteria.

Funding is available for activities taking place within the district. It is understood, that in some cases, competitions do not exist within the district and travel is required in which case the Community Boards may use their discretion.

Project reports for any previous grants have been received from all the current applicants. Further detailed information provided by Sport Northland regarding their recommendations has been distributed to Board Members separately.

	Sport Northland (Kiwisport)	Sport New Zealand (Rural Travel)
What are the Objectives?	1. Increase the number of children participating in sport 2. Increase the availability and accessibility of sport for children 3. Support the development of skills to enable effective participation.	Subsidise travel for junior teams participating in local sport competition.
How much is available?	$25,000.00 across the Far North District.	$25,080.30 across the Far North District.
Funding is not available for	Coaches, referees, children playing in Regional or District rep teams, club/school sport administration.	Activities taking place during school hours, coaches, referees, club/school sport administration, travel to training.
Who can apply?	Schools, clubs or individuals.	Schools, clubs or individuals.
What age group is funding for?	Funding is available for school aged children. This is understood to be ages 5 - 18 years of age.	Funding is available for youth/children aged 5 - 19 years of age.
Eligible Sports	Team or individual organised sporting activities such as volleyball, netball, rugby; hockey, football, orienteering, waka ama, basketball, ki-o-rahi, shooting, athletics, swimming.	Sports that have regular grass roots competitions such as netball, hockey, rugby, rugby league, softball, football, touch rugby, basketball.

Applicants are advised, when granted funds, that the funds are to be uplifted within three months and that a project report form is required if they wish to be eligible to apply for future funding.

1	Parafed Northland	$777.20
2	Rawene School	$2750.00
3	Kaikohe Rugby Football & Sports Club	$2800.00
4	Mid North United Sports Incorporated	$1400.00
5	Northland Basketball Association	$600.00

Reason for the recommendation

To fulfil the requirements of the Sport NZ Rural Travel Fund agreement with Sport New Zealand and the Kiwisport agreement with Sport Northland to increase participation in sport by young people living in rural communities.

The Community Connector for Sport Northland has been in contact with all applicants and the recommendations above are based on revised seasons and programmes that are likely to take place in the current Covid-19 situation.

Sport Northland have requested a resolution be passed to allow funding to be declined/decreased should the situation change and seasons either not take place or be reduced further.

3) Financial Implications and Budgetary Provision

Council receives two grants annually that make up this funding budget - $25,080.30 from Sport New Zealand and $25,000 (plus GST) from Sport Northland.

The total budget for rural travel funding for the 2019/20 financial year is $50,080.30. The percentage of youth throughout the district is translated into percentages to calculate the percentage of funding each Board can allocate. It is recommended that only 40% of the total funding be allocated for summer activities and the remainder allocated for the busier winter sporting season.

The total available funds for the winter season is $8,327.20.

%	Board	40% Summer	60% Winter	Total
28%	Kaikohe-Hokianga Community	$5,551.47	$8,327.20	$13,878.67
31.5%	Te Hiku Community	$6,245.40	$9,368.10	$15,613.50
40.5%	Bay of Islands-Whangaroa Community	$8,029.80	$12,044.70	$20,074.50

Attachments

1. Parafed Northland - R - A2886379 ⇩

2. Rawene School - R - A2886377 ⇩

3. Kaikohe Rugby - A2886381 ⇩

4. Mid North United Sports - R - A2886383 ⇩

5. Northland Basketball - A2886378 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This report is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The Council promotes a vibrant and thriving economy that encourages a wide range of sporting activities and a safe a healthy district where young people are valued.
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 delegated to Community Boards to consider.
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.	N/A
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.	Anyone in the district participating in organised sporting activities could be eligible for funding. To try and capture everyone the funding is advertised a month in advance in newspapers, social media and word of mouth.
State the financial implications and where budgetary provisions have been made to support this decision.	Funding is provided by Sport Northland (Kiwisport) and Sport New Zealand (Rural Travel).
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

3 June 2020

6.5 Project Funding Reports

File Number: A2886389

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 the Kaikohe-Hokianga Community Board note the project reports received from:

a) Hokianga Community Educational Trust - Festival for Change

b) Kohukohu Community Library

c) Kaikohe Business Association

d) Rawene Golf Club

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. KHCB - Project Report - Hokianga Festival - A2864543 ⇩

2. KHCB - Project Report - Kohukohu Library - A2864542 ⇩

3. KHCB - Project Report - Kaikohe Business Association - A2877234 ⇩

4. Project Report - Rawene Golf Club - A2886386 ⇩

Compliance schedule:

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

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

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

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

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

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

Kaikohe-Hokianga Community Board Meeting Agenda

3 June 2020

6.6 Funding Applications

File Number: A2886388

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 7 May 2020 meeting.

Executive Summary

· Kaikohe-Hokianga Community Board has $54,686 unallocated funding available for the 2019/20 financial year.

· This includes $500 received as a refund from Dynamo, the organisers of the Cycle Tour of Northland, which was cancelled due to the COVID-19 Lockdown.

· Four applications for funding have been received, requesting a total of $11,321.

· One application (from the Kaikohe Business Association) is requesting funding for three years.

Recommendation

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $1,882 (plus GST if applicable) be paid from the Board’s Community Fund account to Bay of Islands Canine Association for costs towards community dog training classes to support the following Community Outcomes:

i) communities that are healthy, safe, connected and sustainable.

ii) proud, vibrant communities.

Recommendation

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $3,439 (plus GST if applicable) be paid from the Board’s Community Fund account to Bay of Islands Waldorf Education Trust for costs towards parent workshops to support the following Community Outcomes:

i) communities that are healthy, safe, connected and sustainable.

ii) proud, vibrant communities.

Recommendation

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $1,000 (plus GST if applicable) per year for three years (2020/21, 2021/22 and 2022/23) be paid from the Board’s Community Fund account to the Kaikohe Business Association for costs towards their Community Patrol vehicle to support the following Community Outcomes:

i) communities that are healthy, safe, connected and sustainable.

ii) proud, vibrant communities.

Recommendation

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Volunteering Northland for costs towards their volunteer centre, recruitment and promotion to support the following Community Outcomes:

i) communities that are healthy, safe, connected and sustainable.

ii) proud, vibrant communities.

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.

Kaikohe-Hokianga Community Board Meeting Agenda

3 June 2020

7.2 Kaikohe - Hokianga Community Hall Annual Information update

File Number: A2823676

Author: Ngawaiata Harris, Support Officer

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

Purpose of the Report

The purpose of the report is to present to the Kaikohe – Hokianga Community Board the annual AGM minutes, financial statement and statistical data as provided by the South Hokianga War Memorial Hall, Taheke Community Centre, Okaihau Hall and Rawene Community Hall Committees.

Recommendation

That the Kaikohe-Hokianga Community Board receives the “Kaikohe-Hokianga Community Hall Annual Information Update”.

Background

Several Council owned community halls are managed by community committees as per the Hall and Facilities Strategy dated June 2015 (as attached) and the Community Halls Policy dated September 2016 (as attached).

The Hall and Facilities Strategy notes Council’s vision for community halls is: "A network of fit for purpose, affordable community facilities that connect and support resilient, healthy and vibrant communities.”

The Community Halls Policy includes the following key statements:

1. Ensure that communities’ current and future needs for halls or similar facilities are met.

2. Ensure that communities take active roles in facilitating the provision of an appropriate number of accessible, safe ad well maintained facilities.

3. Adopt preferred frameworks for the Council’s involvement in community halls and for partnership arrangements.

4. Encourage and enhance the capability of communities to improve their facilities.

The policy also identifies the ‘Procedures for Hall Committees’ including:

c) Committee will produce annual audited accounts and statistical information on the usage of the hall, income received, and any investments made in the hall.

The Policy also outlines the responsibilities between Council, Community Board and that of the Hall Committee.

The following table identifies the ownership details of the community halls, the various and complex circumstances per Ward:

	Council owned on Council land	Community owned on Council land	Council owned on Crown Land	Community owned buildings on community owned land
Kaikohe – Hokianga Ward	Kaikohe War Memorial Hall, Kohukohu, South Hokianga War Memorial, Kaikohe Senior Citizen’s Hall, Horeke, Okaihau and Rawene		Taheke Community Centre	Ngawha, Waimamaku and Umawera
Te Hiku Ward	Herekino and Mangonui	Whatuwhiwhi	Lake Ohia and Kaingaroa	Broadwood, Fairburn, Waiharara and Araiawa
BOI – Whangaroa Ward	Paihia, Russell, Totara North, Waipapa and Whangaroa Memorial Hall (Kaeo)	Moerewa	Maromaku	Opua and Pakaraka
Notes:	Oruru is closed			Takahue – no longer exists

The process starts around September / October annually where Council contacts the hall committee requesting they provide a copy of their AGM minutes, financial statements and usage data. Further reminders are sent to the hall committees around November / December and January / February.

It is the intention of Council staff to present Community Hall Committee information around April / May annually.

At this time of writing this report, community hall information had not been received from Horeke Hall, Kaikohe Senior Citizens Hall, Kohukohu Hall.

However, reports had been received from Rawene, South Hokianga War Memorial Hall and Taheke Community Centre Committees which have been attached.

Discussion and Next Steps

As per the Community Boards delegated authority, the Board members will need to consider the content of the information received.

The Community Board to decide what steps to take next with those Community Hall Committees who have yet to provide the requested information required as per the 2016 Community Halls Policy.

Financial Implications and Budgetary Provision

There are no financial implications or budgetary provisions.

Attachments

1. Rawene Community Hall Bookings & Financials - A2823731 ⇩

2. South Hokianga War Memorial Hall Meeting Minutes - A2823735 ⇩

3. Taheke Community Centre Bookings & Financials - A2823737 ⇩

4. Okaihau Hall Bookings & Financials - A2877785 ⇩

5. Community Halls Policy 2016 - A2881512 ⇩

6. Halls and Facilities Strategy 2015 - A2881515 ⇩

Time:	10.30 am
Location:	To be held electronically via TEAMS

Community Fund Account balance as at 1 July 2019	$115,902.00
· Less funds granted and uplifted to 30 April 2020	$50,352.00
· Less funds not uplifted from 5 February 2020 for Kaikohe Intermediate School	$3,000.00
Community Fund Account balance as at 30 April 2020	$62,550.00

Applicant	Project	Requested		Recommended		Comments	Community Outcome(s)	Type
Bay of Islands Canine Association	Community Dog-Training Classes		$1,882 (24%)		$1,882	This applicant has run classes at their own expense previously and now requires funding assistance to continue. An application has also been made to the Bay of Islands-Whangaroa Community Board as this activity involves residents across both wards.	· Communities that are healthy, safe, connected and sustainable · Proud, vibrant communities	Community Development
Bay of Islands Waldorf Education Trust	Parent Education Workshops		$6,518 (95%)		$3,439	This is for Oromahoe Pre-School, to run workshops on sustainability for parents including creating edible landscapes and waste-free parenting.	· Communities that are healthy, safe, connected and sustainable · Proud, vibrant communities	Community Development
Kaikohe Business Association	Community Patrol Vehicle		$1,000 (35%)		$1,000 per year for three years	This is an application towards the insurance and registration costs of the community patrol vehicle for Kaikohe.	· Communities that are healthy, safe, connected and sustainable · Proud, vibrant communities	Community Development
Volunteering Northland	Volunteer centre, recruitment and promotion		$5,000 (2%)		$5,000 (2%)	This is an annual application from Volunteering Northland.	· Communities that are healthy, safe, connected and sustainable · Proud, vibrant communities	Community Development