Figure 1: Hone Heke Memorial Park

 

          AGENDA

Kaikohe-Hokianga Community Board Meeting

Wednesday, 5 August 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 Louis Toorenburg

Member Moko Tepania

Member John Vujcich                                                                                                

                                                                               


Kaikohe-Hokianga Community Board Meeting Agenda

5 August 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

5 August 2020

 

Far North District Council

Kaikohe-Hokianga Community Board Meeting

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

Wednesday 5 August 2020 at 10.30 am

Order Of Business

1          Apologies and Conflicts of Interest 9

2          Public Forum.. 9

3          Deputations. 9

4          Speakers. 9

5          Confirmation of Previous Minutes. 10

5.1            Confirmation of Previous Minutes. 10

6          Reports. 15

6.1            Opononi Bowling Club - Contribution to rates. 15

6.2            Funding Applications. 22

7          Information Reports. 78

7.1            Community and Customer Service Activities 1 January - 30 June 2020. 78

8          Meeting Close. 88

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                                       


1            Apologies and Conflicts of Interest

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

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

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

2            Public Forum

3            Deputations

·      10:35 am        Geraldine Pinao                     - Reed Park Project

·      10:40 am        Rhonda Zielinki                      - Transitional Housing

·      10:45 am        Brendan Johnson                   - Bike Traffic on Maihi Park

4            Speakers

 

Local Grant Funding Applicants

 

·      10:50 am        Jackie Sanders                      - Jacman Entertainment

·      10:55 am        Life Education Trust               - Jenny Couchman

·      11:00 am        Kaikohe Sewing Group          - Theresia Van Wingerden

 


Kaikohe-Hokianga Community Board Meeting Agenda

5 August 2020

 

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

File Number:           A2918723

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 1 July 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.       Kaikohe-Hokianga Community Board Minutes 1/07/2020 - A2905531  

 

 


Kaikohe-Hokianga Community Board Meeting Agenda

5 August 2020

 

   MINUTES OF Kaikohe-Hokianga Community Board Meeting
HELD AT THE
Council Chamber, Memorial Avenue, Kaikohe
ON
Wednesday, 1 July 2020 AT 10.30 am

 

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

IN ATTENDANCE: Kathryn Trewin (Funding Advisor), Jaco Cronje (Capital Works Project Manager)

 

1            karakia timatanga – opening Prayer

2            Apologies and conflicts of Interest

Member John Vujcich declared a conflict for item: 7.4 in relation to the Kaikohe Pioneer Village funding application and did not participate in the discussion.

Chair Mike Edmonds and Member Kelly van Gaalen declared a percieved conflict for item: 7.4 in relation to the Kaikohe Pioneer Village funding application.

3            Public Forum

·   Shaun Reilly – Water Supply in Kaikohe.

·   Liam – Wekaweka Valley Community Trust Funding Application.

·   Diane Ellis – Opononi-Omapere Ratepayers and Residents Association.

·   Candice Pettus – Opononi-Omapere Ratepayers and Residents Association.

 

Meeting adjourned 11:07 am and resumed at 11:34 am.

4            Deputations

No deputations scheduled for this meeting.

5            Speakers

No speakers scheduled for this meeting.

6            Confirmation of Previous Minutes

6.1         Confirmation of Previous Minutes

Agenda item 6.1 document number A2900963, pages 10 - 18 refers.

Resolution  2020/26

Moved:       Chairperson Mike Edmonds

Seconded:  Member Emma Davis

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

Carried

 

7            Reports

7.1         Kaikohe-Hokianga Footpaths Programme 2020/21

Agenda item 7.1 document number A2896399, pages 19 - 22 refers.

motion

Moved:       Member John Vujcich

Seconded:  Member Alan Hessell

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.

Amendment

Moved:       Member Moko Tepania

Seconded:  Member Kelly van Gaalen

That the words “and 100% funded from Far North District Council Funds” be removed from (b).

Carried

The amendment became the substantive motion.

Resolution  2020/37

Moved:       Member John Vujcich

Seconded:  Member Alan Hessell

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.

Carried

 

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

Agenda item 7.2 document number A2896177, pages 27 - 29 refers.

Resolution  2020/38

Moved:       Member Kelly van Gaalen

Seconded:  Member Moko Tepania

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

Carried

 

7.3         Project Funding Reports

Agenda item 7.3 document number A2861843, pages 30 - 50 refers.

Resolution  2020/39

Moved:       Member John Vujcich

Seconded:  Member Emma Davis

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.

Carried

 

7.4         Funding Applications

Agenda item 7.4 document number A2861918, pages 51 - 68 refers.

Resolution  2020/40

Moved:       Member Emma Davis

Seconded:  Member Alan Hessell

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.

 

In Favour:       Members Emma Davis, Louis Toorenburg, Alan Hessell, Laurie Byers and Moko Tepania

Against:           Nil

Abstained:       Members Mike Edmonds, Kelly van Gaalen and John Vujcich

carried 5/0

Resolution  2020/41

Moved:       Member Alan Hessell

Seconded:  Member Louis Toorenburg

 

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $3000 (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.

 

In Favour:       Members  Mike Edmonds, Louis Toorenburg, Kelly van Gaalen, Alan Hessell, John Vujcich and Moko Tepania

Against:           Member Laurie Byers

Abstained:       Member Emma Davis

carried 6/1

 

8            Meeting Close

The meeting closed at 12:51 pm.

 

The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board Meeting held on 5 August 2020.

 

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

CHAIRPERSON

 


Kaikohe-Hokianga Community Board Meeting Agenda

5 August 2020

 

6            Reports

6.1         Opononi Bowling Club - Contribution to rates

File Number:           A2920916

Author:                    Janice Smith, Chief Financial Officer

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

 

Purpose of the Report

To clarify the contribution towards rates required from the Opononi Bowling Club under the new lease.

Executive Summary

·        In August 2018, the Opononi Bowling Club terminated their lease on the property, 123 State Highway 12 in Opononi.

·        They no longer wished to occupy the full site and requested a new lease for the club rooms and bowling greens only.

·        As the club would now only occupy part of the rating unit, the ratepayer would revert to being Council.

 

Recommendation

That the Kaikohe-Hokianga Community Board approve that:

a)      The Opononi Bowling Club lease requires a contribution of $1,500 plus GST towards the rating costs associated with their occupation of part of the rating unit; and

b)      This sum increase annually by the CPI rate at the end of the quarter immediately preceding the anniversary of the commencement of the lease.

 

 

1) Background

The Council resolution, 30 August 2018, consented to the termination of Opononi Bowling Club lease of the property, 123 State Highway 12, Opononi 0473. The property has reverted to Far North District Council as the Ratepayer.

2) Discussion and Options

As the Bowling Club is no longer the ratepayer, the club will no longer receive rates or water invoices; the Club will receive a Sundry Debtors invoice for the rates and water consumption (metered supply) of the proposed lease area as per the lease agreement.

In order to provide a reasonable contribution towards the rates, it is recommended that a sum of $1,500 plus GST is written into the lease and that this sum is increased annually by the CPI value at the end of the quarter immediately preceding the anniversary of the lease.

Water consumption charges will continue to be invoiced to the club and reflect actual water consumed.

Reason for the recommendation

To include a contribution value in the lease so that it is clearly understood what the club’s future costs will be as a result of a new lease term.

3) Financial Implications and Budgetary Provision

As the club have terminated the lease of the whole site, the rating position reverts to FNDC as the ratepayer. The recommendation in this report identifies a fair contribution towards those costs for the Opononi Bowling Club. Water will continue to be charged as per actual use.

 

Attachments

Nil


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

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

Low.

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

None.

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 seeks CB support for the recommendation.

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.

None.

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.

N/A.

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

No additional comments – see section 3.

Chief Financial Officer review.

The Chief Financial Officer prepared this report

 

 


Kaikohe-Hokianga Community Board Meeting Agenda

5 August 2020

 

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

File Number:           A2919070

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 30 June 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 30 June 2020

$51,852.00

·    Less funds not uplifted from 5 February 2020 for Kaikohe Intermediate School

$3,000.00

·    Less funds not uplifted from 3 June 2020 for Bay of Islands Waldorf Education Trust and Volunteering Northland

$1,500.00

Community Fund Account balance as at 30 June 2020

$59,550.00

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 30 June 2020 is $59,550.00.

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 30 June 2020 is attached.

Attachments

1.       Statement of Kaikohe-Hokianga Community Board Fund Account as at 30 June 2020 - A2919069   


Kaikohe-Hokianga Community Board Meeting Agenda

5 August 2020

 

 

PDF Creator


 

 

PDF Creator

 


Kaikohe-Hokianga Community Board Meeting Agenda

5 August 2020

 

6.3         Funding Applications

File Number:           A2861920

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 5 August 2020 meeting.

Executive Summary

·    Kaikohe-Hokianga Community Board has $78,069 unallocated funding available for the 2020/21 financial year.  This does not include funding carried over from the 2019/20 funding year.

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

·    Seven applications for funding have been received, requesting a total of $29,641.60.

 

Recommendation

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $8,546 (plus GST if applicable) to be paid from the Board’s Community Fund account to Jacman Entertainment for costs towards Hullabaloo Children’s Arts Festival 2020 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 $5,307.60 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe Sewing Club for costs towards Community Sewing Skills Course 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 $1,304 (plus GST if applicable) to be paid from the Board’s Community Fund account to Okaihau Bowling Club costs towards new mats and jacks 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 $1,095 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe Community Arts Council for costs towards Te Wairua o Kaikohe art exhibition 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 $2,765 (plus GST if applicable) to be paid from the Board’s Community Fund account to Far North Environment Centre for costs towards Te Tai Tokerau Timebank – Kohukohu and Kaikohe branches 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 $625 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe & Districts Sportsville for costs towards Lindvart Park Promotional Video 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 $10,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Life Education Trust for costs towards mobile classroom refurbishment 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

Jacman Entertainment Ltd

Hullaboo Children's Arts Festival 2020

$8,546

(44%)

$8,546

 

This is an established events promoter who has run a number of large events within the district over the past few years.

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

ii) Proud, vibrant communities

Event

Kaikohe Sewing Club

Community Sewing Skills Course

$5,307.60

(50%)

$5,307.60

 

The club is making the application based on community requests during/post lockdown from the community to learn more sewing skills.

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

ii) Proud, vibrant communities

Social

Okaihau Bowling Club

Purchase of mats and jacks

$1,304

(50%)

$1,304

 

The club is looking to update equipment, including new mats which are lighter and easier for older club members to use.

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

ii) Proud, vibrant communities

Social

Kaikohe Community Arts Council

Spirit of Kaikohe - Te Wairua o Kaikohe

$1,095

(22%)

$1,095

 

This is an event that is well supported by the community and enables local artists (including school students) to exhibit their work locally.

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

ii) Proud, vibrant communities

Event

Far North Environment Centre

Timebank Membership Support

$2,764

(15%)

$2,764

 

The Kaitaia timebank has amalgamated with the other northern timebanks to create Te Tai Tokerau Timebanks.  This funding is specifically for the Kohukohu and Kaikohe branches.

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

ii) Proud, vibrant communities

Social

Kaikohe & Districts Sportsville

Lindvart Park Promotional Video

$625

(50%)

$625

 

Sportsville would like to create a promotional video to encourage more use of the Sportsville facilities.

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

ii) Proud, vibrant communities

Social

Life Education Trust

Mobile Caravan refurbishment

$10,000

(17%)

$10,000

 

This applicant is applying to all three Community Boards and Kaipara District Council for funding.  They were granted $5000 by the Bay of Islands-Whangaroa Community Board at their meeting in June.

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

ii) Proud, vibrant communities

Social

 

 

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.


Kaikohe-Hokianga Community Board Meeting Agenda

5 August 2020

 

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.       KHBC - Application - Hullabaloo Outreach - A2921399

2.       KHBC - Application - Kaikohe Sewing Club - A2921408

3.       KHBC - Application - Okaihau Bowling Club - A2921413

4.       KHCB - Application - Community Arts Council - A2921420

5.       KHCB - Application - Far North Environment Centre - A2921441

6.       KHCB - Application - Kaikohe & District Sportsville - A2921427

7.       KHCB - Application - Life Education - A2921430  


 

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

5 August 2020

 

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Kaikohe-Hokianga Community Board Meeting Agenda

5 August 2020

 

7            Information Reports

7.1         Community and Customer Service Activities 1 January - 30 June 2020

File Number:           A2917985

Author:                    Jacine Warmington, Manager - Community and Customer Services

Authoriser:             Dean Myburgh, General Manager - District Services

 

Purpose of the Report

The purpose of the report is to provide information to the Kaikohe-Hokianga Community Board for the community and customer service activities.

Executive Summary

This information-only report is provided by way of an update to Community Boards.

Recommendation

That the Kaikohe-Hokianga Community Board receive the report Community and Customer Service Activities 1 January - 30 June 2020.

 

 

Background

Statistical information in relation to the Community and Customer Services Department of the District Services Group is provided to the Kaikohe-Hokianga Community Board to provide an overview of activity and performance for the months of January to end of June 2020 for the Kaikohe-Hokianga area.

Discussion and Next Steps

Contact Centre

Customer interactions district wide for the 6 months ending June 2020 totalled 67,392 (which was less than the same 6 months in the previous year at 90,658.) This is directly attributed to the COVID-19 lockdown when calls dropped significantly in April and there were no walk-ins at service centres. These interactions included Phone calls: 38,713, Ask Us emails: 10,528, Requests for Service: 12,382, Booking Building Inspections: 1,981.

 

In comparison to previous years, incoming calls are gradually decreasing.  This may be attributed to customers using other channels to engage with council such as email and website.

Incoming emails have significantly increased over the past 12 months which reflects a change in customers preferred channel in which to contact council.

The average rate of abandoned calls (12.6%) has decreased since the last report (16.5%) – but still above the 7% target. However, the same period for last year averaged 25%.  During the COVID-19 lockdown while the contact centre staff were able to work from home, technical and connectivity issues were a constant challenge.

 

District wide the top two issues that customers contacted Council about were Rates: 29,205 (including payments, account balances and direct debits) and Building: 19,743 (including booking Building inspections).

 

To create flexibility in resourcing the different activities, training of staff to be able to assist in other areas of the Contact Centre, Service Centres and Libraries continues.

 

 

 

 

 

 

Service Centres

The results from the Customer Experience Programme indicates that the service centres district wide are consistently high functioning and meeting the needs of customers.  The staff are engaged with customers and strive to deliver the best service possible.

Across all service centres the decline in the number of financial transactions continues as customers are entering into Rates Easy Pay arrangements and direct debit payments. Due to the COVID-19 lockdown, no payments were received over the counters in April.

Processing building inspection bookings and responding to AskUs emails remain a core focus of Rawene and Kaikohe service centres.

Kaikohe Library

Joanna Boyd joined the team at Kaikohe Library in January, taking on the role of Senior Librarian. Initiatives that the team at Kaikohe Library have incorporated include the delivery of the new Tamariki Tune Time session, a literacy, music and movement programme aimed at 0-2-year olds; and a range of events aimed at generating awareness about Matariki.

Kaikohe library also made a significant contribution to online services during the COVID-19 lockdown. Although physical visits and book borrowing stopped over the lockdown period, the Kaikohe team contributed to a range of online services including May Music Month, streamed Storytime and youth-based arts and crafts programming, all delivered over social media channels.

Library customers also benefitted from increased availability of eBooks, genealogy and language resources over the lockdown period. There was sustained growth in the use of digital content across the Far North, as the library focussed on online delivery. The library also joined the Kotui consortium during the lockdown, leading to a brand-new library system that enabled customers to join online even though physical spaces were closed; and made access to online content more straightforward.

Over the next six months focus areas for Far North District Libraries include development of outreach services to rural and remote communities, the opening of the new library in the Te Hononga centre in Kawakawa and embedding of programmes for early literacy, robotics and digital support.

 

NB: No door count statistics available March – June 2018; and library closure for renovations May – June 2019.

 

 

Museum@Te Ahu

Services continued for the Museum@Te Ahu during the COVID-19 lockdown period. However, these services went online, with the museum Facebook page being heavily used by local residents and people outside the area alike, with initiatives such as the posting of old photos of local sites, online jigsaws of museum artefacts and locally focussed crosswords helping people get through the lockdown.

Museum Facebook use at a glance

Month

Page views

Post reach

Post engagement

New followers

Weekly page likes

Total page likes

January

242

18,614

3,333

23

112

1,522

February

722

41,577

7,697

64

115

1,634

March

1,127

73,943

10,576

168

386

1,749

April

12,346

192,947

50,394

997

589

2,135

May

1,083

82,594

16,219

397

238

2,373

June

228

21,423

7,043

51

60

2,433

A high number of queries from researchers wanting information about significant taonga held by the museum were also received, and the team were able to fulfil most of those queries remotely.

Once lockdown ended, work began on the significant Museum Management System (Vernon) project. This project will result in the museum holdings being catalogued and available online for researchers around the world to access. Supporting this will be a digitization project, capturing in images of the collection that will support the catalogued items.

Work on a museum strategy is about to begin, and this will include a cycle of public consultation. Input is welcomed from iwi, the Community Board, and from community groups as well as the general public.

Visitor numbers are slowly building post-lockdown. Notably these include a higher than usual number of bookings from school groups, wanting to utilize the museum as a space to bring local history to live as they begin to implement the new History curriculum. Statistics for the year should however be read with the lockdown in mind.

Focus areas for the next six-month are working towards completion of the Vernon project and the associated digitization work. These are likely to extend into 2021 but will eventually lead to a much-improved online customer experience and ensure that the record of museum holdings is intact for the future.

 

Hokianga i-SITE

January visitor numbers were down on previous year, but February continues to see increases across the last 3 years. With COVID-19 starting to take effect visitor numbers started to drop away in March but the national push on domestic tourism saw numbers in June, increase.

The i-SITE is doing well with retail and is popular with locals, with an excellent range of product available. There is however a shortage of activity product in the area and what is available tends to be weather dependent.

Over the next 6 months, extended training will be provided to staff on council services to ensure the team can operate as a full-service centre as well as an i-SITE.

 

 

Events on Council Reserves and other Council Managed Spaces

Community and Customer Services (CCS) deal with enquiries and administer permits for the use of Council’s open spaces for many kinds of activities such as weddings, sporting events, circuses, fairs and large community events.  When an application for use of a Reserve has been received, they are reviewed and approved / declined by relevant council departments in the Infrastructure and Asset Management group. On approval CCS issues the permit.

From January to mid-March, 30 events were successfully held across the district.  Unfortunately, 13 scheduled events had to be cancelled or postponed because of the COVID-19 pandemic lockdown.

Cemeteries - Sexton Services

In the Kaikohe – Hokianga area Council manages the Kaikohe, Kohukohu, Okaihau and Rawene public cemeteries under the legislation of the Burial and Cremation Act 1964 and Far North District Council By-Law 1401-1442.

Preparations were made for the management of cemeteries during the COVID-19 pandemic by planning for the worst-case scenario. 

When the Civil Defence National State of Emergency was declared on 25 March 2020 more assistance became available.  The Northland District Health Board Public Health Protection Officers were ready to help when required.  The New Zealand Police set up regional COVID-19 Fatalities Units, the Northland unit being based in Whangarei.  Both agencies were prepared to call in the New Zealand Defence Force to assist Councils gravediggers had there been a need to do so.

The New Zealand Funeral Directors Association provided guidance and the New Zealand Cemetery and Crematoria Collective held webinars to address concerns and assist in operational processes and planning. 

The Ministry of Health set the lockdown levels for COVID-19 with very clear restrictions on what could or could not be done at burials.  Council’s contracted gravediggers worked with the Funeral Directors to ensure the health and safety measures of social distancing and personal and equipment sanitisation were adhered to at all burials.

One of the major concerns during COVID-19 levels 4 and 3, was the health and wellbeing of the 7 Funeral Directors (due to age) in our district.  But during that time the number of burials decreased, and the number of cremations increased as families decided to hold ash burial at a later date. 

There were 5 full burials and one ash burial in the Kaikohe-Hokianga Ward over the January-June period.

The number of cemetery enquiries dropped dramatically after COVID-19 Levels 2, 3 and 4.  They returned to normal in Level 1.

 

The reservation of plots for use future use has not been allowed during the COVID-19 pandemic.  All plots are available for immediate use only.

 

Housing for the Elderly

Council owns and rents out 147 Housing for the Elderly units and bedsits overall.

In the Kaikohe-Hokianga area there are Villages at:

 

Location

Two/Three bedroom

One bedroom

Bed-sit

Vacancies

Horeke

-

2

-

0

Kaikohe

-

2

36

3

Kohukohu

-

6

-

0

Omapere

6

3

-

0

Rawene

-

6

4

1

Waima

-

3

-

1

During the period from 1 January – 30 June 2020, two tenancies ended (1 x Kaikohe and 1 x Rawene) and two tenancies began (1 x Kaikohe and 1 x Rawene).

There are currently 3 units undergoing refurbishment in Kaikohe, 1 in Rawene and 1 in Waima.

It is also worth noting that one of the units previously tenanted to North Point Trust has returned to Far North District Council management after the North Point Trust tenant vacated.

There is continued focus around the Healthy Homes regulations that are set to take effect on 1 July 2021. Units require heating, ventilation and extraction methods to be installed in the next 12 months to comply with the regulations. With insulation already completed, heating will be installed next.

 

 

Reason for the recommendation

Information only report.

Financial Implications and Budgetary Provision

No financial implications.

Attachments

Nil

  


Kaikohe-Hokianga Community Board Meeting Agenda

5 August 2020

 

8            Meeting Close