Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

2 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.

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
Sheryl Bainbridge	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
John Stewart – Partner	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
Partner Felicity Foy	Friends with some FNDC employees

Te Hiku Community Board Meeting Agenda

2 June 2020

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

File Number: A2806218

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 10 March 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. 2020-03-10 Te Hiku Community Board Unconfirmed Minutes - A2861507 ⇩

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

2 June 2020

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

PRESENT: Chairperson Adele Gardner, Member Darren Axe, Member Sheryl Bainbridge, Member Jaqi Brown, Member John Stewart

1 karakia/Prayer

The meeting was opened with a karakia/prayer by Member Jaqi Brown.

2 Apologies and conflicts of Interest

Resolution 2020/11

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That apologies from Members Lawrie Atkinson for illness and Felicity Foy who is attending the Council meeting, be received and accepted.

Carried

3 Public Forum

Public Forum

Michele Mitcalfe spoke against the installation of 5G towers in the Far North District.

Phil Grimshaw representing Healthy Families, provided an update to the Community Board on the work that they have been doing in Kaitaia.

Attachments tabled at meeting

1 Tabled Document - Speaking notes from Michelle Mitcalfe

2 Tabled Document - EMF Power Density Limit Graph

3 Tabled Document - Health Before Wireless brochure

4 Tabled Document - Healthy Families plan for Kaitaia

4 Deputations

There were no deputations for this meeting.

5 Speakers

Jason Taylor representing Tai Huri Films spoke in regards to Item 7.5 – Funding Application.

The meeting was adjourned from 10:47 am to 10:55 am.

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

Agenda item 5.1 document number A2806216, pages 11 - 18 refers.

Resolution 2020/12

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 4 February 2020 be confirmed as a true and correct record.

Carried

7 Reports

7.1 Chairperson and Member Reports

Agenda item 6.1 document number A2848873, pages 19 - 26 refers.

Resolution 2020/13

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

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

Carried

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

Agenda item 6.2 document number A2838031, pages 27 - 34 refers.

Rob Koops – Contractor, spoke to this item.

Resolution 2020/14

Moved: Member Darren Axe

Seconded: Member Jaqi Brown

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.

Carried

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

Agenda item 6.3 document number A2831045, pages 35 - 84 refers.

Resolution 2020/15

Moved: Chairperson Adele Gardner

Seconded: Member Sheryl Bainbridge

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.

Carried

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

Agenda item 6.4 document number A2852239, pages 85 - 88 refers.

Resolution 2020/16

Moved: Member Sheryl Bainbridge

Seconded: Member Jaqi Brown

That the Te Hiku Community Board receives the report “Te Hiku Statement of Community Board Fund Account as at 31 January 2020“.

Carried

7.5 Funding Applications

Agenda item 6.5 document number A2851323, pages 89 - 106 refers.

Kathryn Trewin – Funding Advisor, spoke to this item.

Resolution 2020/17

Moved: Member Jaqi Brown

Seconded: Member Darren Axe

That Te Hiku Community Board approves the sum of $1,000.00 (plus GST if applicable) be paid from the Board’s Community Fund account to Tai Huri Films for costs towards venue hire and marketing/promotion for the screening of indigenous short films to support the following Community Outcomes:

i) Proud Vibrant Communities

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

Carried

Note: The application that was submitted by Gentle World Charitable Trust for consideration by the Board was removed by the applicant.

7.6 Project Funding Report.

Agenda item 6.6 document number A2852652, pages 107 - 111 refers.

Resolution 2020/18

Moved: Chairperson Adele Gardner

Seconded: Member John Stewart

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

Carried

8 Meeting Close

The meeting closed at 11.52 am.

The minutes of this meeting will be confirmed at the Te Hiku Community Board meeting to be held on 2 June 2020.

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

CHAIRPERSON

Te Hiku Community Board Meeting Agenda

2 June 2020

7 Reports

7.1 Chairperson and Member Reports

File Number: A2881879

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, Brown 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’s Report - A2883751 ⇩

2. Member Axe Report - A2881878 ⇩

3. Member Bainbridge Report - A2881647 ⇩

4. Member Brown Report - December 2019 - A2883749 ⇩

5. Member Brown Report - May 2020 - A2883747 ⇩

6. Member Stewart Report - A2882127 ⇩

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	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

2 June 2020

COMMUNITY BOARD CHAIRPERSON’S REPORT

Report to Community Board Te Hiku

Chairperson’s Name Adele Gardner

Subdivision Kaitaia – Te Hiku

Date April – 8 May 2020

REPORT

1) Meetings/Functions the following are all virtual meetings via Zoom or Microsoft Teams whilst in Lockdown for Covid-19

9 April - Council Meeting via Teams

16 April - Council update with Councillors via Teams

22 April - Totara Project through FNHL – via zoom

22 April - Chairs meeting with FNHL – via zoom

23 April - Council Meeting via Teams

24 April - Community Board update via zoom

24 April - Kaitaia Business Association – Te Hiku Revitalisation Project

Sub- committee via zoom

28 April - Community Board Chairs meeting with the Mayor via Teams

29 April - Annual Plan Workshop via Teams

30 April - Volunteered to deliver food parcels to the South of the District

Re the Covid-19 & Drought response.

30 April - Kaitaia Business Association meeting via zoom

1 May - Community Board update via zoom

1 May - Community Board Chairs meeting re virtual CB Meetings

4 May - Meeting with IT to sort out virtual meetings for CB via Teams

5 May - Strategy Committee Meeting via Teams

6 May - Annual Plan Hearings via Teams

6 May - Annual Plan Workshop via Teams

7 May - Council Meeting via Teams

7 May - Webinar NZTA Urban Mobility for liveable towns via zoom

8 May - Regulatory Committee Meeting via Teams

8 May - Audit Risk & Finance Committee Meeting via Teams

2) Information Updates:

Community Board Submission to the Annual Plan: Our Community

Board submitted a submission to the FNDC 20/21 Annual Plan. Asking that the drought and Covid 19 are covered for the economic recovery. Support of Te Ahu for $50k and Mangonui Information Centre for $10k. Also we asked that Council investigate a toilet be placed at Unahi. Maritime Facilities: - That the Council investigate/support a study being done on the impacts of growth for recreational marine users as trailer boat parking exceeds capacity throughout the Te Hiku ward, e.g. Mill Bay Mangonui.

Te Hiku Sports Hub: At the Council Meeting 23 April 20 passed a resolution for the remaining third of $3m to fund the build of the Te Hiku Sports Hub, $6m was raised by this Community. Our Community Board has supported this proposal from day one when the proposal was first presented in 2014. The Te Hiku Sports Hub Committee are now working on detailed design for the complex. This project when complete will be extremely beneficial for our community.

Centennial/Jaycee Park: A Flying Fox was installed in March 20. The Board is now deciding on detailed design of a revamp of the old isite into toilets. The contract has been let to extend the footpath through the rest of the park.

Te Hiku Revitalisation Master Plan: During lockdown detailed design by a landscape architect and members of our community (via zoom meetings) have drawn up a Master Plan of Kaitaia, Ahipara, Awanui through to Waipapakauri. Out of this plan ‘shovel ready projects’ were identified and forwarded for consideration to the Government. A big thank you to the Landscape Designer, Cr Felicity Foy and members of our community who contributed to what is called Te Hiu O Te Ika Revitalisation Master Plan. Our Community Board supported 50% of the Masterplan Design with the Kaitaia Business Association. This is a living document that will have further consultation with our communities.

Water:- Kaitaia is still at level 4 water restrictions. The Awanui River is below the consented level of the water take, with no significant rain to date. The Council has put in place a backup water supply from a bore in Bonnetts Road/Te Rarawa Farms, also a supply is being piped from the sweetwater bore to Birds Road for Water tankers to refill. This will take the pressure off our Kaitaia water supply.

ANZAC Day Video: - During lockdown a video was made for a virtual ANZAC Service in conjunction with our Community Board and the Kaitaia RSA, where various members of the community spoke on this video. Thank you to Community Board Member John Stewart and the Baucke Family who helped make this happen. I have provided the link below if you would like to watch this video.

http://www.tehikuANZAC.co.nz/

3) Issues: Our Community Board would like to address all the Halls in the Te Hiku Ward. There are a number of halls that the usage is very low, these Halls are funded from the Ward Rate and impacts back on to our Te Hiku Ratepayers. Consultation with the Hall committees and communities in these areas is paramount.

4) Resource Consents: N/A

5) Resource Consents: N/A

Te Hiku Community Board Meeting Agenda

2 June 2020

7.2 Memorial Seat Donation

File Number: A2869105

Author: Jeanette England, Assets Manager - District Facilities

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

Purpose of the Report

To seek approval for the installation of a donated memorial seat at Memorial Park, Kaitaia.

Executive Summary

· Geard’s Funeral Home (GFH) has changed management and during a recent stock take, they found a granite seat which they would like to donate to Council for installation in Remembrance Park, Kaitaia

· This request came direct from the funeral home and they have already consulted with the Kaitaia RSA.

· GFH have agreed to meet all costs associated with the installation of this seat.

Recommendation

That the Te Hiku Community Board:

a) accepts the donation of a granite seat from Geard’s Funeral Home,

b) approves the installation of a granite seat at Remembrance Park, Kaitaia in the location indicated on the attached form.

1) Background

Geard’s Funeral Home (GSH) has recently changed management and during their stock take they identified two granite seats. They approached the Kaitaia RSA to ascertain if they would be interested in one of the seats being location in Remembrance Park, Kaitaia. The RSA are in favour of this installation.

2) Discussion and Options

Under the Community Board delegations and the Art and Memorials in Public Places Policy approval is sort from the Te Hiku Community Board to install this seat in Remembrance Park, Kaitaia.

Under this policy it is determined that the following criteria have been met:

· contributes to the profile and identity of the community

· made of durable and easy to maintain quality materials

· accessible to all of the community

· aesthetically enhances the public space

· will become the property of Council

Reason for the recommendation

Staff recommend the acceptance and installation of this granite seat in Remembrance Park, Kaitaia as it meets the requirements of the policy as listed above.

3) Financial Implications and Budgetary Provision

The cost for this installation will be met by GFH. Ongoing operational costs will need to be included in future Annual Plans as part of District Facilities Operational costs.

Attachments

1. Geards Memorial Seat donation - A2875015 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Art and Memorials in Public Places 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.	Community Board members delegated authority.
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 (for example – youth, the aged and those with disabilities.	This will provide further seating for general public.
State the financial implications and where budgetary provisions have been made to support this decision.	Ongoing maintenance costs.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

2 June 2020

7.3 Naming of paper road off Kaimaumau Road, Waiharara between 224 & 232 Kaimaumau Road, to Shine Road.

File Number: A2844741

Author: Elbie Serfontein, Customer Service Administrator

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

Purpose of the Report

To seek approval from the Te Hiku Community Board to officially name the paper road situated between 224 & 232 Kaimaumau Road as Shine Road.

Executive Summary

· Council has received a Road Naming application to name the paper road off Kaimaumau Road and situated between 224 and 232 Kaimaumau Road, Waiharara as Shine Road. Community Boards have delegated authority to name right-of-way (ROW).

Recommendation

That the Te Hiku Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a paper road off Kaimaumau Road as Shine Road. The paper road is located between 224 & 232 Kaimaumau Road as per map (A2844655).

1) Background

The applicant, Elva Shine, has requested that the paper road situated between 224 and 232 Kaimaumau Road be named Shine Road. According to the applicant this used to be Shine Road up to the early 1960’s but since then it has no road name. This will be a private road.

2) Discussion and Options

Shine Road was the only option provided by the applicant. The paper road runs through private property owned by the Shine family and access is off Kaimaumau Road.

This is an unmaintained paper road which is on private property belonging to the Shine family.

Please see letter attached for the explanation for the request (A2844654).

The Infrastructure and Asset Management team has no objections to the name suggested above.

Reason for the recommendation

The road name recommended in this report is not a duplicate of any other road names in the district and is therefore meeting the criteria set down in the Council’s Road Naming and Property Numbering Policy #2125 and the Australian/New Zealand Addressing Standard – AS/NZS 4819.2011.

LINZ has no objection to the suggested name, Shine Road. This does not conflict with existing names in the region.

3) Financial Implications and Budgetary Provision

There will be no financial implications to Council relating to the installation of the road name sign (blue on white background name blade). The cost of the road signage and installation will be met by the applicant with ongoing future maintenance will be the responsibility of the applicant.

Attachments

1. Kaimaumau Road, Waiharara - Application Form - A2844653 ⇩

2. Kaimaumau Road, Waiharara - Letter - A2844654 ⇩

3. Kaimaumau Road, Waiharara - Maps - A2844655 ⇩

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 the naming of a paper road off Kaimaumau Road and 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.	Road Naming and Property Numbering Policy #2125 and the Australian/New Zealand Addressing Standard – AS/NZS 4819.2011.
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.	No district wide relevance and the Community Board has the delegated authority to approve road names.
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 (for example – youth, the aged and those with disabilities.	Property owners living on the paper road as well as the applicant.
State the financial implications and where budgetary provisions have been made to support this decision.	Cost associated with the erection of the road name sign (blue-on-white) will be met by the applicant(s).
Chief Financial Officer review.	The Chief Financial Officer has not viewed this report.

Te Hiku Community Board Meeting Agenda

2 June 2020

7.4 Establishment of Te Hiku Drainage Area Committees

File Number: A2865706

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

The purpose of this report is to determine governance arrangements for the Kaitaia, Motutangi and Kaikino and Waiharara Areas Drainage Committees.

Executive Summary

The Drainage Committees have previously been Committees of the Te Hiku Community Board and act in an advisory role to the Community Board.

· The membership has previously consisted of ratepayers in those areas to provide community views on the development of the work programmes, for Council to maintain the drainage network in these areas.

Recommendation

a) Re-establish the Kaitaia, Motutangi and Kaikino and Waiharara Area Drainage Committee;

b) Appoint the following members to the Kaitaia Drainage Area Committee

i) Fiona King

ii) Joe King

iii) Jim Bennett (still to confirm)

iv) Mike Masters (still to confirm)

v) Greg Yuretich (still to confirm)

vi) Tim Garton

vii) Adele Gardner – Te Hiku Community Board representative

c) Appoint the following members to the Motutangi Drainage Area Committee

i) Paul Harvey

ii) Jeremy White

iii) Neil Thompson (still to confirm)

iv) Kevin Campbell (still to confirm)

v) Darren Axe - Te Hiku Community Board representative

d) Appoint the following members to the Waiharara and Kaikino Drainage Area Committee

i) Aaron Bainbridge (still to confirm)

ii) Fred Petricevich

iii) Joe Milich

iv) Adrienne Bartlett

v) Dean Radojkovich

vi) Darren Axe - Te Hiku Community Board representative

1) Background

Although flood protection assets were vested in the Northland Regional Council in 2005, under the Local Government Act 1974, Part 29, rural land drainage assets remain under Far North District Council control and management. Drainage Committees are designed to provide drainage of soils within defined areas to ensure an economic long-term return from low lying land. Council has delegated the governance of land drainage within the area to the Te Hiku Community Board.

Land drainage is an activity which directly benefits the ratepayers within the defined areas and is funded by them through a targeted rate. To support Council’s management of the drainage assets, the ratepayers have formed an advisory committee, and this committee has recommended and prioritised works in the past. The communities requested that Council formalise these governance arrangements by creating Drainage Committees of the Te Hiku Community Board.

In 2003 a management and operational plan was prepared for the Northern Drainage Area incorporating the Motutangi, Waiharara and Kaikino areas. The plan was never formally adopted by the Community Board. It had been received by the affected community, and is used as a guide for how drainage works have been undertaken in the above areas. The development of this plan is ongoing and is required as part of the resource consent process.

Part six, subpart three of the LGA 2002 requires a local authority to ensure that each year’s projected operating revenues are set at a level sufficient to meet the year’s operating expenses. To ensure this happens, the proposed operating expenses for the drainage areas need to be determined in line with the Councils Annual and Long-Term Plan processes.

2) Discussion and Options

The requirements for the creation of committees with in the local authority are set out in Schedule 7 of the Local Government Act 2002. As the Council has delegated decision making authority to the Community Board in respect of drainage, the Te Hiku Community Board may appoint these committees as requested by the community. The members of the committee may, but need not be, elected members of the Community Board, and a Community Board may appoint to a committee a person who is not a member of the community board if, in the opinion of the board, that person has the skills, attributes or knowledge that will assist the work of the committee. At least one member of a committee must be an elected member of the Te Hiku Community Board; and an employee of a local authority acting in the course of his or her employment may not act as a member of any committee unless that committee is a subcommittee. The recommendation is that the membership remains as it was prior to the election, and staff intend to develop a more thorough process on how members will be appointed in future, as part of the management plan. The Board however should note that in April 2016 the Motutangi Drainage Area Committee recorded a vote of no confidence in Members Croydon Thompson and Shane Blucher, and referred it to the previous Te Hiku Community Board for consideration. The matter was not forwarded to the Board before the election. A subsequent Committee meeting was held and this issue was not raised.

The minimum number of members is three for a committee.

Meetings must be called and conducted in accordance with Schedule 7 of the Local Government Act 2002 and Part 7 of the Local Government Official Information and Meetings Act 1987A meeting is duly constituted if a quorum is present and business may not be transacted at that meeting unless a quorum is present for the whole time at which the business is being conducted. For a committee the quorum can be no fewer than two and must include one member of the Community Board. The recommended quorum is three; this will be determined by the Community Board when the Committee is established.

Terms of Reference were developed in conjunction with the drainage committees in the 2016 triennium and then updated and adopted in 2017. The purpose of the Terms of Reference is to explain the type, purpose, scope, authority, membership, meeting arrangements, reporting, resources, deliverables of the committee, and how often the document should be reviewed. The Terms of References were approved by the Drainage Committees prior to the election and are attached for the adoption of the Board, to provide continuity.

Reason for the recommendation

The community has requested a Council governance structure in the form of committees of the Te Hiku Community Board to formalise the process of representation and consultation with the ratepayers of the Kaitaia, Waiharara and Kaikino and Motutangi land drainage areas. This will provide clear direction to the community on how to best work with Council staff to prioritise proposed operating expenses for the maintenance and operation of the drainage areas to enable Council (through their delegation to the Community Board) to set the operating revenue as required by the LGA 2002.

3) Financial Implications and Budgetary Provision

The three drainage areas have separate catchments, have separate budgets and are rated separately according to a classification system that was established many years ago using a formal review and appeal process. To ensure that each year’s projected operating revenues are set at a level sufficient to meet the year’s operating expenses the proposed operating expenses for the drainage areas need to be determined in line with the Council’s Annual and Long-Term Plan processes and reported to the Community Board for approval and inclusion in these planning documents.

Attachments

Nil

Compliance schedule:

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

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

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

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

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.	Land Drainage Bylaw 2019.
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.	Report is of Community Board relevance and specifically 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 establishment of the Committees does not have a direct impact on Māori. The Committees will however have a responsibility over drains that feed into water ways and may need to consult with iwi as part of their decision-making process
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	The establishment of the drainage committees does not impact identified persons. The recommended membership includes ratepayers that own adjacent land blocks.
State the financial implications and where budgetary provisions have been made to support this decision.	The operating revenues for the drainage area have been set in the 2019-20 Annual Plan and 2018-28 Long Term Plan.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

2 June 2020

7.5 Funding Applications

File Number: A2861972

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 2 June 2020 meeting.

Executive Summary

· Te Hiku Community Board has $39,420 unallocated funding available for the 2019/20 financial year.

· Four applications for funding have been received, requesting a total of $18,799.41

· Two of the applications appear to ask for 100% of the funding required for their projects.

Recommendation

That Te Hiku Community Board approves 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) Proud Vibrant Communities

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

Recommendation

That Te Hiku Community Board approves the sum of $3,699 (plus GST if applicable) be paid from the Board’s Community Fund account to Friends of Rangikapiti Reserve Society Inc for costs towards construction of steps within the reserve 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 $5,417 (plus GST if applicable) be paid from the Board’s Community Fund account to Mangonui Cemetery Committee for costs towards their spraying and clearing of felled trees 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 $4,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Hospice Far North for costs specialist palliative care services 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.

Te Hiku Community Board Meeting Agenda

2 June 2020

7.6 Project Funding Reports

File Number: A2861794

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 reports received from:

a) Children’s Autism Foundation

b) IO Creatives

c) JoyFest

d) Resonance Tour

e) Whakawhiti Ora Pai

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. Children's Autism Foundation Project Report - A2885824 ⇩

2. IO Creatives Project Report - A2885822 ⇩

3. Joyfest Project Report - A2885825 ⇩

4. Resonance Tour Project Report - A2885821 ⇩

5. Whakawhiti Ora Pai Project Report - A2885823 ⇩

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.

Te Hiku Community Board Meeting Agenda

2 June 2020

7.7 Rural Travel Funding - Applications Winter 2019/20

File Number: A2862210

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

a) Te Rarawa Rugby Club $1600

b) Kaitaia Rugby Club $1600

c) Kaitaia Pirates Sports Club $700

d) Taipa Area School $500

e) 408 Community Trust $1000

f) Special Olympics BOI $500

g) Kaingaroa School $150

h) Mangonui School $500

i) Ngataki School $215

j) Te Hapua School $420

Total $7185

That this funding is allocated subject to:

· If the season does not take place, or is shortened, the Funding Advisor, on the advice of Sport Northland, is authorised to reduce or decline the funding granted, with any monies not paid out to be carried over to the next financial year.

· The Funding Advisor will report 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 impact in their communities. The following table is a guide to the funding criteria.

Funding is available for activities taking place within the district. 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.

a	Te Rarawa Rugby Club	$1600
b	Kaitaia Rugby Club	$1600
c	Kaitaia Pirates Sports Club	$700
d	Taipa Area School	$500
e	408 Community Trust	$1000
f	Special Olympics BOI	$500
g	Kaingaroa School	$150
h	Mangonui School	$500
i	Ngataki School	$215
j	Te Hapua School	$420

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. The amount recommended leaves $2183.10 unallocated for this financial year.

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 to grant is $11,648.10, which includes carryover of $2,280 from the summer funding round.

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

Attachments

1. Te Rarawa Rugby Club Funding Application - A2886313 ⇩

2. Kaitaia Rugby Club Funding Application - A2886315 ⇩

3. Kaitaia Pirates Sports Club Funding Application - A2886314 ⇩

4. Taipa Area School Funding Application - A2886318 ⇩

5. 408 Community Trust Funding Application - A2886319 ⇩

6. BOI Special Olympics Kaitaia Funding Application - A2886316 ⇩

7. Kaingaroa School Funding Application - A2886317 ⇩

8. Mangonui School Funding Application - A2886320 ⇩

9. Ngataki School Funding Application - A2886312 ⇩

10. Te Hapua School Funding Application - A2886325 ⇩

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.	There are none that affect Maori any greater than other residents of the District.
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.

Te Hiku Community Board Meeting Agenda

2 June 2020

7.8 Rural Travel Funding Project Reports

File Number: A2862195

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

a) 408 Community Trust

b) Mangonui School

c) Te Hapua School

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. 408 Community Trust Project Report - A2885846 ⇩

2. Mangonui School Project Report - A2885847 ⇩

3. Te Hapua School Project Report - A2885848 ⇩

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.

Te Hiku Community Board Meeting Agenda

2 June 2020

8.2 Te Hiku Community Hall Annual Information Update

File Number: A2823664

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 Te Hiku Community Board the Minutes of the annual AGM minutes, financial statements and statistical data as provided by the Kaingaroa Hall, Mangonui Hall and Awanui Sports Complex.

Recommendation

That the Te Hiku Community Board receives the report “Te Hiku 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, Kohukohu, South Hokianga War Memorial, Kaikohe Senior Citizen’s Hall, Horeke, Okaihau and Rawene		Taheke	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

Around September / October annually, Council requests hall committees to 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 April / May annually.

At this time of writing this report, community hall information had not been received from Herekino, Whatuwhiwhi, Lake Ohia, Broadwood, Fairburn, Waiharara and Araiawa.

Reports have been received from Mangonui, Kaingaroa and Awanui Sports Complex Committees (as attached).

Discussion and Next Steps

Board members will 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 a basic level of information required as per the 2016 Community Halls Policy.

Financial Implications and Budgetary Provision

There are no financial implications and budgetary provisions.

Attachments

1. Kaingaroa Hall Bookings & Financial Report - A2823763 ⇩

2. Mangonui Hall Bookings & Financial Report - A2823764 ⇩

3. Awanui Sports Complex Meeting Minutes & Financial Report - A2823762 ⇩

4. Community Halls Policy 2016 - A2881739 ⇩

5. Halls and Facilities Strategy 2015 - A2881740 ⇩

Time:	10:00 am
Location:	To be held electronically via TEAMS

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
Volunteering Northland	Volunteer centre, recruitment and promotion	$5,000 (2%)	$5,000 (2%)	This is an annual request for the work Volunteering Northland does in the community recruiting volunteers for community projects and organisations. The Board may wish to make a multi-year grant resolution.	I. Proud Vibrant Communities II. Communities that are healthy, safe, connected and sustainable	Social
Friends of Rangikapiti Reserve Society Inc	Building steps on steep sections of the track within the reserve.	$3,699.41 (50%)	$3,699 (50%)	This applicant spends a significant amount of volunteer time in this reserve including education of the public, trapping and maintenance that otherwise would not take place.	I. Proud Vibrant Communities II. Communities that are healthy, safe, connected and sustainable	Infrastructure
Mangonui Cemetery Committee	Spraying and clearing of felled trees.	$6,100 (56%)	$5,417 (50%)	This applicant has requested more than 50% of the funding for this project. It does not appear that funding has been sought from any other source.	I. Proud Vibrant Communities II. Communities that are healthy, safe, connected and sustainable	Infrastructure
Hospice Far North	Palliative care specialist service	$4,000 (<1%)	$4,000 (<1%)	This is an annual request for the work Hospice Far North does in the community providing palliative care for dying patients and their families. The Board may wish to make a multi-year grant resolution.	I. Proud Vibrant Communities II. Communities that are healthy, safe, connected and sustainable	Social

Community Fund Account balance as at 01 July 2019	$146,701.00
· Plus Grant refunded from Be Free Inc	$86.96
· Less funds granted and uplifted to 30 April 2020	$34,942.00
· Less funds not uplifted from 4 February 2020 for Takahue Hall Society and Centennial Park planting project	$19,941.00
· 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 30 April 2020	$43,021.96