Te Kaunihera o Tai Tokerau ki te Raki

 

 

AGENDA

 

Kaikohe-Hokianga Community Board Meeting

 

Wednesday, 1 July 2020

Time:

10.30 am

Location:

Council Chamber

Memorial Avenue

Kaikohe

 

 

Membership:

Member Mike Edmonds - Chairperson

Member Emma Davis – Deputy Chairperson

Member Laurie Byers

Member Kelly van Gaalen

Member Alan Hessell

Member Moko Tepania

Member Louis Toorenburg

Member John Vujcich

 

 


Kaikohe-Hokianga Community Board Meeting Agenda

1 July 2020

 

The Local Government Act 2002 states the role of a Community Board is to:-

(a)     Represent, and act as an advocate for, the interests of its community;

(b)     Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board;

(c)     Maintain an overview of services provided by the territorial authority within the community;

(d)     Prepare an annual submission to the territorial authority for expenditure within the community;

(e)     Communicate with community organisations and special interest groups within the community;

(f)      Undertake any other responsibilities that are delegated to it by the territorial authority

Council Delegations to Community Boards - January 2013

The "civic amenities" referred to in these delegations include the following Council activities:

·                Amenity lighting

·                Cemeteries

·                Drainage (does not include reticulated storm water systems)

·                Footpaths/cycle ways and walkways.

·                Public toilets

·                Reserves

·                Halls

·                Swimming pools

·                Town litter

·                Town beautification and maintenance

·                Street furniture including public information signage.

·                Street/public Art.

·                Trees on Council land

·                Off road public car parks.

·                Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.

Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.

Set local priorities for minor capital works in accordance with existing strategies,

1.         Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long Term Plan processes.

2.         Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.

3.         Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.

4.         Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.

5.         To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.

6.         To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long Term Plan, and make recommendations to the Council.

7.         Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centers.

8.         To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.

9.         To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977, and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.

10.      To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.

11.      Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.

12.      Recommend new bylaws or amendments to existing bylaws.

13.      Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.

14.      Exercise the following powers in respect of the Council bylaws within their community:

a.        Control of Use of Public Spaces – Dispensations on signs

b.        Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.

c.        Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2

d.        Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.

e.        Speed Limits – Recommend places and speed limits which should be imposed.

15.      To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.

16.      Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.

17.      To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.

18.      To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.

19.      In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.

20.      Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.

 

Terms of Reference

In fulfilling its role and giving effect to its delegations, Community Boards are expected to:

1.         Comment on adverse performance to the Chief Executive in respect of service delivery.

2.         Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.

3.         Assist their communities to set priorities for Pride of Place programmes.

4.         Have special regard for the views of Maori.

5.         Have special regard for the views of special interest groups, e.g. disabled, youth, aged, etc.

6.         Actively participate in community consultation and advocacy and keep Council informed on local issues.

7.         Seek and report to Council community feedback on current issues by:

a)         Holding a Community forum prior to Board meetings

b)         Varying the venues of Board meetings to enable access by members of the community

8.         Monitor and make recommendations to Council to improve effectiveness of policy.

9.         Appoint a member to receive Annual Plan\Long Term Council Community Plan submissions pertinent to the Board area, attend hearings within the Board area, and attend Council deliberations prior to the Plan adoption.

Protocols

In supporting Community Boards to fulfil their role, the Council will:

1.         Provide appropriate management support for the Boards.

2.         Organise and host regular workshops with the Community Boards l to assess the 'State of the Wards & District' to establish spending priorities.

3.         Prior to decision-making, seek and include 'Community Board views' in Council reports in relation to:

a.       the disposal and purchase of land

b.       proposals to acquire or dispose of reserves

c.       representation reviews

d.       development of new maritime facilities

e.       community development plans and structure plans

f.       removal and protection of trees

g.       local economic development initiatives

h.       changes to the Resource Management Plan

4.         Organise and host quarterly meetings between Boards, the CEO and senior management staff.

5.         Prepare an induction/familiarisation process targeting new members in particular early in the term.

6.         Support Board members to arrange meetings with local agencies and service clubs to place more emphasis on partnerships and raising profile of the Boards as community leaders.

7.         Permit Board chairperson (or nominated member) speaking rights at Council meetings.

8.         Help Boards to implement local community projects.

9.         Arrange for Infrastructure and Asset Management Staff to meet with the Community Boards in September each year to agree the capital works for the forthcoming year for input into the Annual or Long Term Plan.

10.      Provide information.


 

KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

Mike Edmonds

Chair

Kaikohe Mechanical and Historic Trust

Council Funding

 Decide at the time

Committee member

Kaikohe Rugby Football and Sports Club

Council Funding

Withdraw and abstain

Kelly van Gaalen

No form received

 

 

 

Louis Toorenburg

No form received

 

 

 

Alan Hessell

Nil

Nil

Nil

Nil

Laurie Byers

Kaikohe Golf Club

 

 

 

Kaikohukohu Trust

 

 

 

North Point Trust

 

 

 

Patron Bay of Islands Hockey

 

 

 

Emma Davis

Secretary

Pompallier Hokianga Trust

Council Funding

Decide at the time to withdraw and/or abstain

Trustee

Raiatea Resource Centre

Council Funding

Decide at the time to withdraw and/or abstain

Committee Member

Rawene Hall

Council Funding

Decide at the time to withdraw and/or abstain

Committee Member

Kohukohu Hall

Council Funding

Decide at the time to withdraw and/or abstain

Member of teaching staff

Broadwood Area School

Council Funding

Decide at the time to withdraw and/or abstain

John Vujcich

Board Member

Pioneer Village

Matters relating to funding and assets

Declare interest and abstain

Director

Waitukupata Forest Ltd

Potential for council activity to directly affect its assets

Declare interest and abstain

Director

Rural Service Solutions Ltd

Matters where council regulatory function impact of company services

Declare interest and abstain

Director

Kaikohe (Rau Marama) Community Trust

Potential funder

Declare interest and abstain

Partner

MJ & EMJ Vujcich

Matters where council regulatory function impacts on partnership owned assets

Declare interest and abstain

Member

Kaikohe Rotary Club

Potential funder, or impact on Rotary projects

Declare interest and abstain

Member

New Zealand Institute of Directors

Potential provider of training to Council

Declare a Conflict of Interest

Member

Institute of IT Professionals

Unlikely, but possible provider of services to Council

Declare a Conflict of Interest

Member

Kaikohe Business Association

Possible funding provider

Declare a Conflict of Interest

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

1 July 2020

 

Kaikohe-Hokianga Community Board Meeting

will be held in the Council Chamber, Memorial Avenue, Kaikohe on:

Wednesday 1 July 2020 at 10.30 am

Order Of Business

1          Karakia Timatanga – Opening Prayer. 9

2          Apologies and Conflicts of Interest 9

3          Public Forum.. 9

4          Deputations. 9

5          Speakers. 9

6          Confirmation of Previous Minutes. 10

6.1            Confirmation of Previous Minutes. 10

7          Reports. 19

7.1            Kaikohe-Hokianga Footpaths Programme 2020/21. 19

7.2            Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 May 2020. 27

7.3            Project Funding Reports. 30

7.4            Funding Applications. 51

8          Karakia Whakamutunga – Closing Prayer. 69

9          Meeting Close. 69

 

 


1            Karakia Timatanga – Opening Prayer

2            Apologies and Conflicts of Interest

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

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

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

3            Public Forum

 

4            Deputations

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

5            Speakers

Local Grant Fund Applications

·           Representative from Wekaweka Vallaey Community Trust


Kaikohe-Hokianga Community Board Meeting Agenda

1 July 2020

 

6            Confirmation of Previous Minutes

6.1         Confirmation of Previous Minutes

File Number:           A2900963

Author:                    Marlema Baker, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

Purpose of the Report

The minutes are attached to allow the Kaikohe-Hokianga Community Board to confirm that the minutes are a true and correct record of the previous meeting.

Recommendation

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 3 June 2020 as a true and correct record.

 

 

 

1) Background

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

2) Discussion and Options

The unconfirmed minutes of the meeting are attached.

The Kaikohe-Hokianga Community Board Standing Orders Section 3.17.3 states that “no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.       2020-06-03 KHCB Meeting Minutes - A2891524  

 

 


Kaikohe-Hokianga Community Board Meeting Agenda

1 July 2020

 

   MINUTES OF the Kaikohe-Hokianga Community Board Meeting
HELD ONLINE VIA MICROSOFT TEAMS ON
Wednesday, 3 June 2020 AT 10.30 am

 

PRESENT:              Chairperson Mike Edmonds, Deputy Chairperson Emma Davis, Member Louis Toorenburg, Member Kelly van Gaalen, Member Alan Hessell, Member Laurie Byers, Councillor John Vujcich, Councillor Moko Tepania.

IN ATTENDANCE: Cheryl Smith (Sport Northland Coordinator).

                                                                                                                                   

1            Apologies and conflicts of Interest

There were no apologies or declarations of interest.

2            Public Forum

Public participation was not enabled for this virtual meeting.

3            Deputations

There were no requests for deputations for this meeting.

4            Speakers

Local Grant Funding Applications

·     Bay of Islands Waldorf Education Trust representative, Debbie Raphael.

·     Volunteering Northland representative, Bart van der Meer.

·     Kaikohe Business Association representative, Joe Noel.

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

Agenda item 6.1 document number A2865776, pages 12 - 18 refers.

Resolution  2020/14

Moved:       Member Moko Tepania

Seconded:  Member John Vujcich

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 4 March 2020 as a true and correct record.

carried

 

6            Reports

6.1         Memorial Park Design

Agenda item 7.1 document number A2886598, pages 19 - 32 refers.

Sheryl Gavin (Manager – Corporate Planning & Community Development)  spoke to this report.

Resolution  2020/15

Moved:       Member John Vujcich

Seconded:  Member Alan Hessell

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

carried

 

6.2         Kaikohe-Hokianga Statement of Community Board Fund Account as at 30 April 2020

Agenda item 7.2 document number A2883611, pages 33 - 35 refers.

Resolution  2020/16

Moved:       Member Alan Hessell

Seconded:  Member Emma Davis

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 30 April 2020.

carried

 

6.3         Rural Travel Funding Project Reports

Agenda item 7.3 document number A2862175, pages 36 - 43 refers.

Resolution  2020/17

Moved:       Member Laurie Byers

Seconded:  Member Louis Toorenburg

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

a)      Kaikohe Amateur Football Club.

b)      Kerikeri Gymnastics.

carried

 

6.4         Rural Travel Funding - Applications Winter round 2019/20

Agenda item 7.4 document number A2862186, pages 44 - 60 refers.

Motion

Moved:       Member Laurie Byers

Seconded:  Member Louis Toorenburg

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.

Amendment

Moved:       Member John Vujcich

Seconded:  Member Louis Toorenburg

c)    that the Community Board write to Sport Northland to ask that the distance of travel in the Kaikohe-Hokianga Ward be considered, as well as population, when allocating funding.

carried

The amendment became the substantive motion.

Resolution  2020/18

Moved:       Member John Vujcich

Seconded:  Member Louis Toorenburg

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;

c)    that the Community Board write to Sport Northland to ask that the distance of travel in the Kaikohe-Hokianga Ward be considered, as well as population, when allocating funding.

Carried

 

6.5         Project Funding Reports

Agenda item 7.5 document number A2886389, pages 61 - 75 refers.

Resolution  2020/19

Moved:       Member Louis Toorenburg

Seconded:  Member John Vujcich

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

carried

6.6         Funding Applications

Agenda item 7.6 document number A2886388, pages 76 - 108 refers.

MOTION

Moved:       Chairperson Mike Edmonds

Seconded:  Member Alan Hessell

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $______ (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.

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $______ (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.

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $______ (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.

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $______ (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.

MOTION TO EXCLUDE THE PUBLIC

Resolution  2020/20

Moved:       Chairperson Mike Edmonds

Seconded:  Member John Vujcich

That the public be excluded from the Kaikohe-Hokianga Community Board meeting to discuss the funding applications (items 6.6) - to enable a free and frank expression of members by or between or to members or officers or employees of any local authority (s7(2)(f)(i) of the Local Government Official Information and Meetings Act.

carried

 

The public was excluded at 12:10 pm.

 

Resolution to Readmit the Public

Resolution  2020/21

Moved:       Chairperson Mike Edmonds

Seconded:  Member John Vujcich

That the Kaikohe-Hokianga Community Board move out of public excluded into open meeting.

Carried

 

The public was readmitted at 12:39 pm.

 

6.6 Funding Applications

Agenda item 7.6 document number A2886388, pages 76 – 108 refers.

MOTION

Moved:       Chairperson Mike Edmonds

Seconded:  Member Alan Hessell

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy award the sum of $1,500 (plus GST if applicable) 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.

Amendment

Moved:       Member John Vujcich

Seconded:  Member Laurie Byers

b)   request Council to work with the Bay of Islands Canine Association to publicise the dog training classes held in Kaikohe to further encourage responsible dog ownership.

 

CARRIED

Amendment

Moved:       Chairperson Mike Edmonds

Seconded:  Member John Vujcich

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $500 (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.

CARRIED

Amendment

Moved:       Chairperson Mike Edmonds

Seconded:  Member Moko Tepania

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $1000 (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.

CARRIED

Amendment

Moved:       Chairperson Mike Edmonds

Seconded:  Member Moko Tepania

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $1000 (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.

CARRIED

 

The amendments became the substantive motion.

RESOLUTION 2020/22

Moved:       Member John Vujcich

Seconded:  Member Moko Tepania

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy:

a)      award the sum of $1500 (plus GST if applicable) 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.

b)      request Council to work with the Bay of Islands Canine Association to publicise the dog training classes held in Kaikohe to further encourage responsible dog ownership.

RESOLUTION 2020/23

Moved:       Chairperson Mike Edmonds

Seconded:  Member John Vujcich

 

 

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $500 (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.

RESOLUTION 2020/24

Moved:       Chairperson Mike Edmonds

Seconded:  Member Moko Tepania

 

 

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $1000 (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.

RESOLUTION  2020/25

Moved:       Chairperson Mike Edmonds

Seconded:  Member Moko Tepania

 

 

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $1000 (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.

CARRIED

7            Information Reports

7.1         Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 31 March 2020

Agenda item 8.1 document number A2876617, pages 109 - 110 refers.

Resolution  2020/26

Moved:       Member Moko Tepania

Seconded:  Member John Vujcich

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 31 March 2020.

Carried

 

7.2         Kaikohe - Hokianga Community Hall Annual Information update

Agenda item 8.2 document number A2823676, pages 111 - 168 refers.

Resolution  2020/27

Moved:       Member Laurie Byers

Seconded:  Member John Vujcich

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

Carried

 

8            Meeting Close

The Meeting closed at 12:56 pm.

 

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

 

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

CHAIRPERSON

 


Kaikohe-Hokianga Community Board Meeting Agenda

1 July 2020

 

7            Reports

7.1         Kaikohe-Hokianga Footpaths Programme 2020/21

File Number:           A2896399

Author:                    Jaco Cronje, Capital Works Project Manager

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

 

Purpose of the Report

To seek approval for the 2020/21-year footpath programme for the Kaikohe-Hokianga Ward.

Executive Summary

·        There is total of $201,962 available for New Footpaths in the Kaikohe-Hokianga Ward.

·        New Zealand Transport Agency (NZTA) will fund new footpath projects from the 2020/21 financial year at the current Funding Assistance Rate of 66% (i.e. Council have to contribute a 34% local share).

·        NZTA will fund the highest ranked footpaths in order of priority, though other footpaths may be put forward on a business case basis.

·        A 2020/21 footpath programme has been prepared that maximise NZTA funding subsidy. This programme aligns with the discussions and workshop outcome of the Community Board.

 

Recommendation

That the Kaikohe-Hokianga Community Board:

a)      agrees to the 2020/21 footpath programme as follows:

-        Taheke Road to Orrs Road eastbound – Kaikohe,

-        Waianga Place – Opononi,

-        Lake Road 91 to 95 – Okaihau,

-        Taumataiwi Street – Opononi,

-        Horeke Road to Cemetery 294 to 330 – Okaihau,

-        Kohukohu Road Manning to Marriner – Kohukohu.

b)      identifies to staff a further list of New Footpaths to the value of $80,453 to be constructed and 100% funded from Far North District Council Funds.

 

 

1) Background

NZTA Footpath Funding

Prior to 2018/19 financial year, new footpath construction did not attract any funding subsidy from NZTA. However, this has changed and New Zealand Transport Agency (NZTA) have advised that they will now fund the construction of new footpaths under the Low Cost – Low Risk programme.

This allows for a streamlined funding approval for projects valued at less than $1M, which would include the footpaths routinely constructed by Council. It also means that new footpaths funding through this mechanism would attract NZTA funding subsidy at 66% of total project cost.

NZTA’s requirement is that the application for subsidy for new footpaths is not excessive compared to the remainder of the roading programme, and that prioritisation is aligned to the Government Policy Statement on Land Transport.  This has four strategic priorities:

1)      Safety – a safe system, free of death and serious injury;

2)      Access – a system that provides increased access to economic and social opportunities, enables transport choice and access, and is resilient;

3)      Environment – a system that reduces greenhouse gas emissions, as well as adverse effects on the local environment and public health;

4)      Value for money – a system that delivers the right infrastructure and services to the right level at the best cost.

 

Potential new footpaths in the Kaikohe-Hokianga Ward have been identified through a blend of resident, Council staff and community board requests. The schedule of new footpaths produced has been prioritised against the above criteria.

This methodology has been accepted by NZTA who have also agreed that they will provide funding subsidy for the highest-ranking projects on a Ward rather than a District basis.

The highest-ranking projects in each Ward will therefore attract subsidy from NZTA.

 

Community Board Project List

The Community Board has previously notified staff of their highest priority new footpath projects over a 3-year period:

-        Kaikohe: Recreation Road south side,

-        Kaikohe: Thorpe Road to Recreation Road,

-        Okaihau: Horeke Rd to St Catherine’s,

-        Kohukohu Road Manning to Marriner,

-        Omapere: Signal Station Road,

-        Rawene: Manning Street,

-        Kaikohe: Rangihamama Road to Taheke Road SH12,

-        Opononi: Taumatawiwi,

-        Mitimiti: West Coast Road school to Cemetery,

-        Kaikohe: Mangakahia Road Left Shared Path,

Five of these projects were included, and constructed, within the 2018/19 and 2019/20 footpaths programme assessed using the NZTA prioritisation methodology described above. A further two of these projects are included in the recommended 2020/21 footpath programme.

 

Relationship to the Walking and Cycling Strategy

The Walking and Cycling Strategy is currently under development and is not available to inform this paper. However, the approach detailed in this report may be superseded by the outcomes of the Walking and Cycling Strategy.

2) Discussion and Options

The proposed 2020/21 footpath programme partly aligns with the previously stated wishes of the Community Board.

The Community Board has two options:

 

Option One:

To complete the currently programmed works for 2020/21 and receive limited subsidy;

-        Kohukohu Road Manning to Marriner

-        Omapere: Signal Station Road

-        Rawene: Manning Street

-        Opononi: Taumatawiwi

-        Mitimiti: West Coast Road school to Cemetery

 

Option Two:

To complete the recommended 2020/21 footpath programme as noted in the recommendation and receive maximum subsidy.

Recommended:

It is recommended that:

a)      the Kaikohe-Hokianga Community Board agrees to the 2020/21 footpath programme as follows:

-        Taheke Road to Orrs Road eastbound – Kaikohe,

-        Waianga Place – Opononi,

-        Lake Road 91 to 95 – Okaihau,

-        Taumataiwi Street – Opononi,

-        Horeke Road to Cemetery 294 to 330 – Okaihau,

-        Kohukohu Road Manning to Marriner – Kohukohu,

b)      the Board identifies to staff a further list of New Footpaths to the value of $80,453 to be constructed and funded from 100% FNDC Funds.

Reason for the recommendation

The adoption of this recommendation will maximise the size of the 2020/21 new footpath programme as each individual footpath project will attract 66% funding subsidy from NZTA. Furthermore, the Board can nominate New Footpaths to the value of $80,453 that will be funded from 100% FNDC funds.

3) Financial Implications and Budgetary Provision

There is $156,360, allocated for the 2020/21 financial year, in the Long-Term Plan for new footpaths in the Kaikohe-Hokianga Ward. There is a further $45,566 of funds which will be subject to a request for carry forward from 2019/20.

NZTA have provisionally approved a $336,101 funded new footpath programme, allocated to Kaikohe-Hokianga Community Board.

Attachments

1.       KHCB New Footpaths Programme 2020/21 - A2901337

2.       KHCB Footpaths Matrix 2020 - A2901336  


 

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 report has a low degree of significance as the outcome will comply with current policy regardless of whether subsidy is obtained.

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

The following Policy is relevant:

- Footpaths Policy #5004.

The recommendations align with this 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.

As a project involving FNDC headquarters, this project has district wide significance.

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 is no impact on Māori aside from the benefits of adopting the recommendation to maximise benefits.

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.

Customers: Interest in how money is spent, and how much subsidy is gained.  Interest in local work to them;

FNDC Staff: Direction on what to build this year.

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

This has been covered under 3) Financial implications and budgetary provision.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 

 

 

 

 

 

 


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Kaikohe-Hokianga Community Board Meeting Agenda

1 July 2020

 

7.2         Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 May 2020

File Number:           A2896177

Author:                    Sam Chapman, Accounting Support Officer

Authoriser:             Janice Smith, Chief Financial Officer

 

Purpose of the Report

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

Recommendation

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

 

 

Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.

 

Community Fund Account balance as at 1 July 2019

$115,902.00

·    Less funds granted and uplifted to 31 May 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 31 May 2020

$62,550.00

Discussion and Next Steps

Board members will consider the applications on the agenda and decide on what level of funding to allocate.  The uncommitted balance in the Community Fund account as at 31 May 2020 is $62,550.00.

Recent amendments to the Community Grant Fund Policy allow the Community Board to allocate, by resolution, funding directly to key projects identified in their strategic plan to the maximum amount of $20,000 in any financial year.

Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of relevant community board funds to the Kaikohe-Hokianga Community Board.  The statement of the Community Fund account as at 31 May 2020 is attached.

Attachments

1.       Statement of KHCB Fund Account as at 31 May 2020 - A2896159   


Kaikohe-Hokianga Community Board Meeting Agenda

1 July 2020

 

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Kaikohe-Hokianga Community Board Meeting Agenda

1 July 2020

 

7.3         Project Funding Reports

File Number:           A2861843

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)      Opononi Area School,

b)      Waimamaku Community Garden Group,

c)      Wekaweka Valley Community Trust.

 

 

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 - Opononi Area School - A2898497

2.       KHCB Project Report - Waimamaku Community Garden Group - A2898499

3.       KHCB Project Report - Wekaweka Valley Community Trust - A2898500  


 

Compliance schedule:

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

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

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

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

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

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

Compliance requirement

Staff assessment

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

This is a matter of low significance.

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

Community Grant Policy.

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

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

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

There are no implications on Māori in confirming the project reports. Any implications on Māori arising from matters included in project reports should be considered as part of the relevant report.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.

This report is asking for the project reports to be approved, any interests that affect other people should be considered as part of the individual reports.

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

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Kaikohe-Hokianga Community Board Meeting Agenda

1 July 2020

 

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1 July 2020

 

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1 July 2020

 

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Kaikohe-Hokianga Community Board Meeting Agenda

1 July 2020

 

7.4         Funding Applications

File Number:           A2861918

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 1 July 2020 meeting.

Executive Summary

·        Subject to adoption of the 2020/21 Annual Plan, it is anticipated that the Kaikohe-Hokianga Community Board will have $82,569 local grant funding available for the 2020/21 financial year.

·        Kaikohe-Hokianga Community Board has an additional $33,333 place making funding available for the 2020/21 financial year.

·        Funds carried over from the 2019/20 financial year have not been finalised at time of writing and are not included in the available funds noted above.  They will be noted on the Funding Application Report at the August 2020 meeting.

·        Two applications for funding have been received, requesting a total of $6865.98.

 

Recommendation

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $1500 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe Pioneer Village for costs towards their annual Halloween community event to support the following Community Outcomes:

(i)      Proud vibrant communities.

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

 

Recommendation

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $5365.98 (plus GST if applicable) to be paid from the Board’s Community Fund account to Wekaweka Valley Community Trust for costs towards their updating the Waimamaku Community Centre 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

Applicant

Project

Requested

Recommended

Comments

Community Outcome(s)

Type

Kaikohe Pioneer Village

Halloween 2020

$1,500

(23%)

$1,500

This is an annual event and has received funding from the Community Board previously.

·    Communities that are healthy, safe, connected and sustainable

·    Proud, vibrant communities

Event

Wekaweka Valley Community Trust

Waimamaku Community Centre Updates

$5,365.98

(30%)

$5,365.98

The applicant is looking to update the community centre, which is the focal point of the community when they come together.

·    Communities that are healthy, safe, connected and sustainable

·    Proud, vibrant communities

Community Development

Assessment of Applications

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

For each application, the Board has three options.

Option 1    Authorise funding for the full amount requested.

Option 2    Authorise partial funding.

Option 3    Decline funding.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.       KHCB Funding Application - Pioneer Village Kaikohe - A2898498

2.       KHCB Funding Application - Wekaweka Valley Community Trust - A2900015  



Kaikohe-Hokianga Community Board Meeting Agenda

1 July 2020

 

 

Compliance schedule:

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

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

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

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

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

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

Compliance requirement

Staff assessment

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

This is a matter of low significance.

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

Community Grant Policy.

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

This report does not have district-wide relevance.

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

No implications for Māori in relation to land and/or water.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.

Considered in the application.

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

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 


Kaikohe-Hokianga Community Board Meeting Agenda

1 July 2020

 

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1 July 2020

 

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Kaikohe-Hokianga Community Board Meeting Agenda

1 July 2020

 

8            Karakia Whakamutunga – Closing Prayer

9            Meeting Close