Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

14 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;

(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.
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 Coastline Plumbing NZ Limited
Partner Felicity Foy	Director of Coastline Plumbing NZ Limited
Partner Felicity Foy	Friends with some FNDC employees

Te Hiku Community Board Meeting Agenda

14 July 2020

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

File Number: A2891309

Author: Kim Hammond, 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 2 June 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. 2020-06-02 Te Hiku Community Board Unconfirmed Minutes - A2891233 ⇩

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

14 July 2020

MINUTES OF Te Hiku Community Board Meeting
HELD electronically via TEAMS
ON Tuesday, 2 June 2020 AT 10:00 am

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

IN ATTENDANCE: Lesley Wallace – Sport Northland

1 karakia timatanga – opening Prayer

Member Jaqi Brown opened the meeting with a karakia/prayer.

2 Apologies and conflicts of Interest

Apology

Resolution 2020/19

Moved: Chairperson Adele Gardner

Seconded: Member Jaqi Brown

That the apology received from Member Lawrie Atkinson be accepted and leave of absence granted.

Carried

Note - Member Jaqi Brown declared a conflict of interest in relation to item 7.7 – Rural Travel Funding – Applications Winter 2019/20 due to her son being a member of the Te Rarawa Rugby Club.

3 Public Forum

There was no public forum during the virtual meeting.

4 Deputations

There were no requests for deputations.

5 Speakers

Bart van der Meer, representing Volunteering Northland spoke in relation to Item 7.5 – Funding Applications.

John Haines, representing Friends of Rangikapiti Reserve spoke in relation to Item 7.5 – Funding Applications.

John Drew, representing Mangonui Cemetery spoke in relation to Item 7.5 – Funding Applications.

Rachel Foster, representing Far North Hospice spoke in relation to Item 7.5 – Funding Applications.

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A2806218, pages 12 - 17 refers.

Resolution 2020/21

Moved: Chairperson Adele Gardner

Seconded: Member Sheryl Bainbridge

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.

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

Carried

7 Reports

7.1 Chairperson and Member Reports

Agenda item 7.1 document number A2881879, pages 18 - 27 refers

Resolution 2020/22

Moved: Member Jaqi Brown

Seconded: Member Darren Axe

That the Te Hiku Community Board

a) note the reports from the Chairperson and Members Axe, Bainbridge, Brown and Stewart.

b) request Council install a rubbish bin or bins (preferably as close to the flying fox as possible) at Jaycee Park, Kaitaia.

c) request a report be presented to Council for the cost of the re-drilling of the bore at the Houhora Fishing Club, Houhora.

d) request Council to confirm when the Te Hiku ward tour will take place and for the members to be able to provide input into the tour.

e) request Council to confirm when the Combined Community Board workshop will take place.

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

Carried

7.2 Memorial Seat Donation

Agenda item 7.2 document number A2869105, pages 28 - 32 refers.

Resolution 2020/23

Moved: Chairperson Adele Gardner

Seconded: Member Sheryl Bainbridge

That the Te Hiku Community Board:

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

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

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

Carried

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

Agenda item 7.3 document number A2844741, pages 33 - 45 refers

Resolution 2020/24

Moved: Councillor Felicity Foy

Seconded: Member Sheryl Bainbridge

That the Te Hiku Community Board agrees that the report ‘Naming of Paper Road Off Kaimaumau Road, Waiharara Between 224 and 232 Kaimaumau Road, to Shine Road” be left to lie on the table and request that evidence of confirmation from property owners on the road agree to the name change.

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

carried

7.4 Establishment of Te Hiku Drainage Area Committees

Agenda item 7.4 document number A2865706, pages 46 - 49 refers

Resolution 2020/25

Moved: Chairperson Adele Gardner

Seconded: Member John Stewart

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 Kaikino and Waiharara Drainage Area Committee

i) Aaron Bainbridge (still to confirm)

ii) Fred Pretricevich

iii) Joe Milich

iv) Adriene Bartlett

v) Dean Radojkovich

vi) Darren Axe - Te Hiku Community Board representative

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

Carried

The meeting was adjourned from 12.05 pm to 12.22 pm.

7.5 Funding Applications

Agenda item 7.5 document number A2861972, pages 50 - 82 refers.

Motion

Moved: Member Sheryl Bainbridge

Seconded: Member John Stewart

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

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

Amendment

Moved: Member Sheryl Bainbridge

Seconded: Member John Stewart

That a grant of $3,000 be approved.

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

carried

The amendment became the substantive motion.

resolution 2020/26

Moved: Member Sheryl Bainbridge

Seconded: Member John Stewart

That Te Hiku Community Board approves the sum of $3,000 (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

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

carried

resolution 2020/27

Moved: Chairperson Adele Gardner

Seconded: Member Sheryl Bainbridge

That Te Hiku Community Board

a) 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

b) requests that Rangikapiti Reserve Society provide the Te Hiku Community Board with evidence of confirmation from the Department of Conservation before installing the steps in the reserve takes place.

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

carried

resolution 2020/28

Moved: Member Sheryl Bainbridge

Seconded: Chairperson Adele Gardner

That Te Hiku Community Board approves the sum of $6,100 (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

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

carried

Resolution 2020/29

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

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

carried

7.6 Project Funding Reports

Agenda item 7.6 document number A2861794, pages 83 - 102 refers

Resolution 2020/30

Moved: Member Jaqi Brown

Seconded: Member Sheryl Bainbridge

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

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

Carried

7.7 Rural Travel Funding - Applications Winter 2019/20

Agenda item 7.7 document number A2862210, pages 103 - 137 refers.

Lesley Wallace, Sport Northland spoke to this report and declared a conflict of interest as she is a Committee Member of the Te Rarawa Rugby Club.

Resolution 2020/31

Moved: Chairperson Adele Gardner

Seconded: Member Sheryl Bainbridge

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 $1,600

b) Kaitaia Rugby Club $1,600

c) Kaitaia Pirates Sports Club $700

d) Taipa Area School $500

e) 408 Community Trust $1,000

f) Special Olympics BOI $500

g) Kaingaroa School $150

h) Mangonui School $500

i) Ngataki School $215

j) Te Hapua School $420

Total $7,185

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.

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

Carried

7.8 Rural Travel Funding Project Reports

Agenda item 7.8 document number A2862195, pages 138 - 149 refers.

Resolution 2020/32

Moved: Chairperson Adele Gardner

Seconded: Member Jaqi Brown

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

a) 408 Community Trust

b) Mangonui School

c) Te Hapua School

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

Carried

7.9 Te Hiku Statement of Community Board Fund Account as at 30 April 2020

Agenda item 7.9 document number A2875538, pages 150 - 152 refers.

Resolution 2020/33

Moved: Member Jaqi Brown

Seconded: Member Darren Axe

That the Te Hiku Community Board receives the report “Te Hiku Statement of Community Board Fund Account as at 30 April 2020“.

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

Carried

8 Information Reports

8.1 Te Hiku Statement of Financial Performance Activities by Ward for the period ending 31 March 2020

Agenda item 8.1 document number A2876745, pages 153 - 155 refers.

Resolution 2020/34

Moved: Member Sheryl Bainbridge

Seconded: Chairperson Adele Gardner

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

In Favour: Adele Gardner, Darren Axe, Sheryl Bainbridge, Jaqi Brown, John Stewart and Felicity Foy

Against: Nil

Carried

8.2 Te Hiku Community Hall Annual Information Update

Agenda item 8.2 document number A2823664, pages 156 - 157 refers.

resolution 2020/36

Moved: Councillor Felicity Foy

Seconded: Member Jaqi Brown

That the Te Hiku Community Board

a) receives the report “Te Hiku Community Hall Annual Information Update”.

b) requests that a report on the halls and the costs per hall, and accumulated depreciation costs per hall are provided to the Te Hiku Community Board, including options for the ongoing use of the Community Halls, to the August Community Board meeting, if not earlier.

Carried

9 Meeting Close

The meeting closed at 1.55 pm.

The minutes of this meeting will be confirmed at the Te Hiku Community Board meeting to be held on 14 July 2020.

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

CHAIRPERSON

Te Hiku Community Board Meeting Agenda

14 July 2020

7 Reports

7.1 Chairperson and Member Reports

File Number: A2891314

Author: Kim Hammond, 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:

a) note the reports from Chairperson Gardner and Members Axe, Bainbridge, Brown and Stewart.

b) requests information be provided to the Board on the process of establishing and implementing a reserve management plan for Rangitoto Reserve, Mangonui, including ways to implement a weed management regime that will mitigate adverse effects on neighbouring sites and will take into account the significant cultural and historical values of the Rangitoto Reserve.

1) Background

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

2) Discussion and Options

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

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

The reports from the Chairperson and Members are attached.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. Chairperson Gardner Report - A2905387 ⇩

2. Member Axe Report - A2905401 ⇩

3. Member Bainbridge Report - A2905592 ⇩

4. Member Brown Report - A2906813 ⇩

5. Member Stewart Report - A2905413 ⇩

6. Member Stewart - Pukenui Boardwalk Design - A2905417 ⇩

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

14 July 2020

TE HIKU COMMUNITY BOARD MEMBER’S REPORT

Member Name: Sheryl Bainbridge

Subdivision: Doubtless Bay

Date: to 20 July 2020

REPORT

1) Meetings

30 May meeting with residents re. Rangitoto Reserve, Mangonui weed issue. Also subsequent discussions, emails and phone calls

2 June Virtual Community Board meeting via Teams. Funding applications approved included Friends of Rangikapiti and Mangonui Cemetery. Also at the council meeting held on 5 June a $10,000 grant to the Mangonui Information Centre was approved.

10 June met with resident Mr Charles Adamson regarding a road repair where excess metal had been swept into the vicinity of a stormwater drain. Emailed the CEO office and appreciate having received a call from Aaron of the roading dept on 11 June to talk about the issue including contract conditions and the potential impact on stormwater drainage in this instance. The excess metal is to be removed.

18 June Strategic plan workshop Kaitaia.

Street light concept meeting with Aaron Reilly FNDC and members of Mangonui Development group about street lighting Waterfront Drive

2) Issues

Rangitoto Reserve:

1. I visited this reserve with the adjoining landowner Ian Palmer and others, who have concerns about the infestation of noxious plants i.e. that they are covering native and other vegetation, and that by spreading seeds they are becoming a public nuisance as well as an eyesore. The most invasive plant is mothplant, followed closely by tobacco weed and wattle. The community members feel that there should be a reserve management plan in place, and some information regarding authorisation of volunteers to help reduce weed infestation and perhaps provision of tools and/or spray.

2. The reserve is situated at the eastern entrance to the Mangonui Harbour and there are two distinct parts to the reserve, one being an area with grass, trees and weeds, which is separated from an historic pa site by a fortification trench. Due to the historic and archeological importance of the pa site, it is presumed that using machinery for weed removal would not be an option. The community members' long term vision is to remove the weeds and then plant as much as possible in natives.

Ian Palmer has prepared the following in response to emails with Council staff, and it would be appreciated if a report could come to the Board addressing this and other issues.

“Approved Volunteer Group (AVG) and Volunteer Agreement (VA)

Melissa Wood suggests that we apply to become an AVG authorised by FNDC by way of a VA. However the “Community Request” form provided is not an application to become such a group but rather a means to request Council to undertake certain works. Which prompts:

o Is there an established path to becoming a AVG with criteria that need to be met?

o Is this AVG pathway applicable in our circumstances where there are a very limited number of people willing to do the actual volunteer work (so far, only me and members of my family)?

o Who drafts the Volunteer Agreement (Council or applicant) and what aspects does it need to cover?

o Can we please see a copy of an existing VA to better understand what we would be heading towards.

o How many such groups has FNDC so far authorised? (I’d like to understand is this a well-trodden path or something new)

o How long does it typically take from applying to approval of a VA?

o Does FNDC typically give material support to AVGs (e.g. PPE, tools, herbicides etc)?

FNDC Responsibilities

Irrespective of whether we go down the AVG path, the reality will remain that we will only ever have the resources and capabilities to tackle a very limited portion of the invasive plant issues on the RRR; i.e. we might be able to restore the non-Pa area close to our property and access road to some better state, but the Pa site itself is too large and the issues too complex for us. Therefore our primary reason for approaching Council is to press them to address the issues on land that they are responsible for. There are various ‘community good’ reasons for Council to take action including the wider spread of invasive weed plants by wind born and bird ingested seeds, and also the protection of a highly prominent piece of land with considerable cultural and historic importance.

I note per the email rail below the uncertainty within FNDC as to their responsibility towards the RRR, however the attached gazettal item makes the situation unambiguous.

There is the resultant legal implication that the FNDC appears to be in contravention of various sections of the Reserves Act 1977, including re Section 41 by not having developed a Management Plan (MP) for the RRR (which should have been in place by April 1983, five years after the Act came in to force). While a MP for RRR would need to deal with a number of issues, a key one would be weed management. Therefore a logical first step towards a MP would be for FNDC to commission consultants to prepare a Weed Management Plan for the RRR that takes account of reserve’s specific weed issues and the archaeological sensitivities.

Iwi Engagement

While we could approach local Iwi ourselves, given the sensitivities I’m reticent to jump into that until we know where we are heading; e.g. is the FNDC going to move towards developing a MP, in which case it is probably more appropriate for them to instigate an Iwi consultation process.

Funding Sources

What prompted us to approach Council again about this issue (having previously done so with little result in 2017/18) was the announcement in the Budget of $1.1 Bln of funding for conservation work. This funding is allocated into a number of different programs and we hoped that the FNDC (or NRC) would be able to access something out of the various ‘pots’ to do something towards stemming the degradation of RRR. Have we exhausted this angle?”

Recommendation:

That the Te Hiku Community Board requests a report to its August meeting on the way a management plan will be prepared and implemented for Rangitoto Reserve; the report to include ways to address the adverse impact of a significant weed problem on neighbouring properties while maintaining the integrity of the pa site which is of archaeological, cultural and historic significance and responding to queries from neighbouring property owner Ian Palmer as above.

3) Resource Consents

Nil

4) Requests for Service

Followed up several unactioned requests for service.

Rangitoto Reserve 1996

Te Hiku Community Board Meeting Agenda

14 July 2020

7.2 Item Left to Lie on the Table - Naming of paper road off Kaimaumau Road, Waiharara between 224 & 232 Kaimaumau Rd, to Shine Road.

File Number: A2908032

Author: Selina Topia, Roading Support Officer

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 Rd as Shine Road.

Executive Summary

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

· This report was presented to the Te Hiku Community Board at their meeting on 02 June 2020 for consideration. The Board decided to leave the item to lie on the table until confirmation from property owners on the road agreeing to the road name change can be provided.

Recommendation

That the Te Hiku Community Board:

a) Uplifts the report “Naming of Paper Road Off Kaimaumau Road, Waihara Between 224 & 232 Kaimaumau Road, To Shine Road” for consideration.

b) pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a paper road off Kaimaumau Rd as Shine Road. The paper road is located between 224 & 232 Kaimaumau Rd as per map (A2908019).

1) Background

The applicant, Elva Shine, has requested that the paper road situated between 224 and 232 Kaimaumau Rd to be renamed to 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 find letter for the history of the road attached(A2908020).

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

Properties affected are 152, 224, 231, 232 Kaimaumau Road (in favour) and 345 State Highway, Kaimaumau (undecided). Applicant would like to discuss the email attached (A2908320) at the next Community Board meeting.

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 Rd, Waiharara - Application Form - A2908018 ⇩

2. Kaimaumau Rd, Waiharara - Maps - A2908019 ⇩

3. Kaimaumau Rd, Waiharara - History of Road - A2908020 ⇩

4. Kaimaumau Rd, Waiharara - Neighbour approval - Peter Yerkovich - A2908022 ⇩

5. Kaimaumau Rd, Waiharara - Neighbour approval - George Stanisich - A2908295 ⇩

6. Kaimaumau Rd, Waiharara - Neighbour consent further information - A2908320 ⇩

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 Rd 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

14 July 2020

PDF Creator

7.3 Te Hiku New Footpaths Programme 2020/21

File Number: A2896404

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 Te Hiku Ward.

Executive Summary

· There is total of $208,484.50 available for New Footpaths in the Te Hiku 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. FNDC 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 Te Hiku Community Board agrees to the f2020/21 Footpath Programme:

i) Kaitaia - SH1 Matthews Avenue

ii) Kaitaia - Dominion Road

iii) Pukenui - SH1 Harbour View Road to private access

iv) Ahipara - Foreshore Road toilets to Panorama Lane

v) Mangonui - Mill Bay Road Rangikapiti Road to Richmond Road link

vi) Mangonui - Mill Bay Road to Rangikapiti Road

vii) Ahipara - Foreshore Road Tasman Heights to toilets

1. Background

NZTA Footpath Funding

Prior to 2018/19 financial year, new footpath construction did not attract funding subsidy from

NZTA. However, this has changed and NZTA have advised that they will now fund the construction

of new footpaths under the Low Cost – Low Risk programme. This allows for 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 Te Hiku Ward have been identified through a blend of resident, 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 have previously notified staff of their highest priority new footpath projects

over a 3-year period:

- Pukenui: Fitzgerald Road

- Ngataki: School to Urupa

- Awanui: Along SH10 past Housing for elderly units

- Ahipara: Foreshore Road Tasman Heights to toilets

- Tokerau Beach: Simon Urlich Road

- Pukenui: Waterfront Road cutting

- Taipa: Foreshore Road to Mamaru Road

- Taipa: Oruru Road SH10 to Kohanga Reo

- Mangonui: Mill Bay Road Rangikapiti Road to Richmond Road

- Mangonui: Mill Bay Road to Rangikapiti Road

- Pukenui: Harbour View Road

- Kaitaia: North Park Drive to Whangatane Drive

- Kaitaia: Arnold Rae park to ticket gate

- Kaitaia: Pukepoto Road

- Kaitaia: Donald Road to Hillcrest Road

Four 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 five 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 will 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. No alternative options have been outlined.

The Community Board has two options:

Option One:

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

- Pukenui: Fitzgerald Road

- Ngataki: School to Urupa

- Awanui: Along SH10 past Housing for Elderly Units

- Ahipara: Foreshore Road Tasman Heights to toilets

- Tokerau Beach: Simon Urlich Road

- Pukenui: Waterfront Road cutting

- Taipa: Foreshore Road to Mamaru Road

- Taipa: Oruru Road SH10 to Kohanga Reo

- Mangonui: Mill Bay Road Rangikapiti Road to Richmond Road

- Mangonui: Mill Bay Road to Rangikapiti Road

- Pukenui: Harbour View Road

Option Two:

To complete the recommended 2020/21 footpath programme as noted in the recommendation and

receive maximum subsidy.

Recommended:

It is recommended that the Te Hiku Community Board agrees to the 2020/21 footpath programme as follows:

- Kaitaia - SH1 Matthews Avenue

- Kaitaia - Dominion Road

- Pukenui - SH1 Harbour View Road to private access

- Ahipara - Foreshore Road toilets to Panorama Lane

- Mangonui - Mill Bay Road Rangikapiti Road to Richmond Road link

- Mangonui - Mill Bay Road to Rangikapiti Road

- Ahipara - Foreshore Road Tasman Heights to toilets

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.

3. Financial Implications and Budgetary Provision

There is $156,826, allocated for the 2020/21 financial year, in the Long-Term Plan for new

footpaths in the Te Hiku Ward. There is a further $51,658.50 of funds which will be subject

to a request for carry forward from 2019/20.

NZTA have provisionally approved a $337,878.79 funded new footpath programme, allocated to

Te Hiku Ward Community Board.

Attachments

1. Te Hiku Community Board - New Footpaths Programme 2020-21 - A2901328 ⇩

2. Te Hiku Community Board - Footpaths Matrix 2020 - A2901326 ⇩

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 has a low degree of significance as the outcome will comply with current policy regardless of whether or not 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 recommendations align with the Footpaths Policy #5004.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	The footpaths are of local relevance and each Community Board sets their own Footpaths Programme for the upcoming year.
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 allocated and how much subsidy is gained. There is also a social procurement interest in local work that may become available for contracting.
State the financial implications and where budgetary provisions have been made to support this decision.	This has been covered under the Financial implications and budgetary provision in the report.
Chief Financial Officer review.

Te Hiku Community Board Meeting Agenda

14 July 2020

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

File Number: A2896180

Author: Rob Koops, Property Services

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

Purpose of the Report

To obtain a recommendation from the Te Hiku Community Board on granting a new 33 year ground lease to Fire & Emergency New Zealand (FENZ) for the land at 28 Matai Bay Road, Karikari and to classify the land subject to the lease as Local Purpose (community buildings) and the balance of the land a Recreation Reserve.

Executive Summary

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

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

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

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

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

· The parcels of land involved will be classified appropriately.

Recommendation

That the Te Hiku Community Board recommends that Council:

a) grants 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) authorises the General Manager Infrastructure & Asset Management to negotiate and agree the final terms and conditions of the lease.

c) transfers ownership of the existing improvements to Fire and Emergency NZ for $1.00 and writes off the book value against retained earnings.

d) proceeds with 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.

e) Far North District Council, in its role as administering body of the Matai Bay Road recreation reserve and as the delegate for the Minister of Conservation, subject to the provisions of the Reserves Act 1977, grants and consents to a new lease of part of the Matai Bay Road recreation reserve being Lot 103 DP 54644 and part Record of Title NA4C/203. The term of the lease shall be:

i) Term: 33 years without right of renewal.

ii) Area: Approximately 2,467.5 square meters as highlighted on the plan attached as Attachment 1.

1) Background

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

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

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

It is further proposed that the 2,467.5 square meters of land required for the building, carparks, etc. is classified Local Purpose (community building) reserve and the balance of the 1.0390ha of land classified as Recreation Reserve under the Reserves Act 1977.

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

The Act provides for the administering body of a reserve to lease all or part of a reserve for an appropriate purpose. The Act allows for a lease term not exceeding 33 years.

Public consultation was undertaken from 15 May until 15 June and six submissions in support and nil submissions opposing the proposals have been received (Attachment 2).

Independent from the public consultation carried out by FNDC, Te Rūnanga-ā-Iwi o Ngāti Kahu discussed with New Zealand Fire and Emergency the proposed upgrade to the Karikari Fire Station and resolved as follows:

THAT Te Rūnanga-ā-Iwi o Ngāti Kahu support Fire and Emergency New Zealand’s proposal to renew and upgrade the fire station building and facilities on the Karikari Peninsula

Lucy May Turua (Haititaimarangai Marae) / Professor Margaret Mutu )Karikari Marae)

KUA MANA

2) Discussion and Options

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

Option 1:

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

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

Option 2:

Retain the status quo.

Reason for the recommendation

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

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

3) Financial Implications and Budgetary Provision

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

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

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

Attachments

1. FENZ Karikari Rural Station Concept - A2877783 ⇩

2. Submissions on ground lease of 28 Matai Bay Road to FENZ - A2905235 ⇩

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.	The Reserves Act 1977 allows for Council to classify and lease reserves vested in the Council. FNDC Reserves Policy. The Policy supports a long term lease being offered to community groups wanting a permanent base, requiring significant financial investment.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	A recommendation from the relevant Community Board enables is sought through this 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.	Local iwi Ngati Kahu supports the proposal.
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.	Submissions as the result of public consultation are attached to this report and need to form part of the deliberations prior to a recommendation to Council being made.
State the financial implications and where budgetary provisions have been made to support this decision.	A nominal rent for the land of $1.00 per annum is proposed. Existing improvements with a book value of $58,450.58 will be written off.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

14 July 2020

Far North District Council Te Hiku Community Board Statement of the Community Fund Account as at 31 May 2020		146,787.96
Allocation Grants & Donations Annual Budget 2019-20	113,368.00
Community Board Placemaking Fund	33,333.00
Refund unused Community Board Grant from Be Free Inc Less Expenditure 2019/20 (Funds Uplifted)	86.96
July 19
Far North Environmental Centre for Crafty Mondays workshops	990.00
Youthline Auckland Charitable Trust operational costs	1,535.00
Lions Club Mangonui Charitable Trust for coach hire and koha expenses of hosting 2019 Lions District 202K Convention	2,200.00
August 19
Deaf Action NZ Learn NZSL with Eddie Trust for costs of providing New Zealand Sign Language classes in Kaitaia	4,067.00
Mangonui Lions Club 2019 Fun Run and Walk event	276.00
September 19
Whatuwhiwhi and Tokerau Ratepayers Association 2019 Senior Christmas Luncheon	900.00
October 19
Far North Joyfest Group costs towards 2019 Joyfest event	3,000.00
Te Houtaewa Maori Charitable Trust for the 2020 Te Houtaewa Challenge	3,000.00
Karikari Recreation Hub project to establish a basketball blackboard at the Whatuwhiwhi multipurpose courts	2,500.00
November 19
NZ Barok Incorporated for Baby Baroque children's concert in Kaitaia	1,000.00
December 19
IO Creatives - Te Hiku Maori Arts Group for 2019 IO Creations Festival	4,874.00
The Wild West Foundation Charitable Foundation Trust for 2020 annual horse trek	1,100.00
Resonance Tour 2020 - tour including music masterclasses at schools	1,000.00
Kaitaia Sport and Leisure Trust - 2020 Kaitaia Invitational Dart Tournament	2,500.00
Whakawhiti Ora Pai -venue hire and consumables for whanau life-skills camp January 2020	500.00
January 20
Circability Trust for 2020 Inclusive Circus Arts Tour expenses for the Te Hiku ward area	3,000.00
March 20
Tai Huri Films venue hire and marketing/promotion for screening indigenous short films	1,000.00
Be Free Inc for the Be Free Youth Stage at the Mangonui Festival	1,500.00
May 20
Takahue Hall Society to replace rotten decking	2,941.00		37,883.00
Balance as at 31 May 2020			$108,904.96
Less Commitments 2019/20 (Funds not yet uplifted)
Meeting 04.02.20
Centennial Park planting project in Kaitaia	17,000.00
Meeting 10.12.19
Kaitaia Business Association - landscape architect consultant fees	15,000.00
Whakawhiti Ora Pai -venue hire and consumables for whanau life-skills camp January 2020	50.00
Meeting 01.10.19
2020 Anzac Day Te Ahu Service Expenses	500.00
Placemaking project for Awanui, consultation with Awanui Progressives Ratepayers Association and the Awanui Community	33,333.00
			65,883.00
Balance 31 May 2020 Uncommitted/(Overcommitted)			$43,021.96

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 31 May 2020	$37,883.00
· Less funds not uplifted from 4 February 2020 for Centennial Park planting project	$17,000.00
· Less funds not uplifted from 10 December 2019 for Kaitaia Business Association and Whakawhiti Ora Pai	$15,050.00
· Less funds not uplifted from 1 October 2019 for 2020 Anzac Day Te Ahu Service Expenses and Placemaking project for Awanui	$33,833.00
Community Fund Account balance as at 31 May 2020	$43,021.96

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
Goodlife Projects Charitable Trust	Purchase of a shipping container for storage	$2,400 (50%)	$2,400	This is a well-supported local community group who work with members of the community who have intellectual disabilities.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Social
Omatai Waka Ama Club	Fencing/securing the waka ama facility	$6,340 (51%)	$6,175	This organisation is the newest club to affiliate to the Tai Tokerau Polynesian Canoe Association and has 128 members. They have also applied to the Infrastructure Grant fund in the event this application is unsuccessful.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Infrastructure
Tokerau Beach – Whatuwhiwhi Residents & Ratepayers Association	Installation of CCTV monitoring on the Karikari Peninsula	$22,777 (50%)	$10,000	This is a well-supported application, with local residents funding a large part of this project through direct contributions.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Infrastructure