Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

25 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;

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

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

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

Council Delegations to Community Boards - January 2013

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

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated storm water systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12. Recommend new bylaws or amendments to existing bylaws.

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

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

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

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

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

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

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

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

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

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

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

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

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

Terms of Reference

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

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

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

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

4. Have special regard for the views of Maori.

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

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

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

a) Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a. the disposal and purchase of land

b. proposals to acquire or dispose of reserves

c. representation reviews

d. development of new maritime facilities

e. community development plans and structure plans

f. removal and protection of trees

g. local economic development initiatives

h. changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc.)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Adele Gardner	N/A - FNDC Honorarium
	The Far North 20/20, ICT Trust	Trustee
	Te Ahu Charitable Trust	Trustee
	ST Johns Kaitaia Branch	Trustee/ Committee Member
	I know many FNDC staff members as I was an FNDC staff member from 1994-2008.
Partner of Adele Gardner	N/A as Retired
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

25 August 2020

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Te Hiku Community Board Meeting Agenda

25 August 2020

7 Confirmation of Previous Minutes

7.1 Confirmation of Previous Minutes

File Number: A2932220

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 14 July 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. 2020-07-14 Te Hiku Community Board Unconfirmed Minutes - A2916455 ⇩

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

25 August 2020

MINUTES OF
Te Hiku Community Board Meeting
HELD AT THE Te Ahu, Cnr Matthews Ave and South Road, Kaitaia
ON Tuesday, 14 July 2020 AT 10:01 am

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

APOLOGIES: Councillor Felicity Foy

1 Karakia Timatanga – Opening Prayer

Member Darren Axe opened the meeting with a Prayer.

2 Public Forum

Sheryl Shine spoke regarding Item 7.2 – Item Left to Lie on the Table Naming of Paper Road off Kaimaumau Road, Waiharara Between 224 & 32 Kaimaumau Rd, To Shine Road.

Sheryl Shine presented a petition to the Te Hiku Community Board requesting a walkway at Houhora Heads.

Fiona King spoke regarding Item 7.2 Item Left to Lie on the Table - Naming of Paper Road off Kaimaumau Road, Waiharara Between 224 & 32 Kaimaumau Rd, To Shine Road.

Attachments tabled at meeting

1 Tabled Document - Sheryl Shine Map of Shine Road

2 Tabled Document - Petition Houhora Heads Road walkway

3 Apologies and Conflicts of Interest

Apology

Resolution 2020/35

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That the apology received from Cr Foy be accepted and leave of absence granted.

Carried

4 Deputations

Nil

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A2891309, pages 12 - 22 refers.

resolution 2020/36

Moved: Member Darren Axe

Seconded: Member Sheryl Bainbridge

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 with the following amendments:

i) Item 7.3 Naming of Paper Road Off Kaimaumau Road, Waiharara Between 224 and 232 Kaimaumau Road to Shine Road – resolution should read

“That the Te Hiku community 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 consultation with property owners on the road be provided”.

ii) Item 7.4 Establishment of Te Hiku Drainage Area Committees – Member Sheryl Bainbridge confirmed Aaron Bainbridge has confirmed that he will sit on the Kaikino and Waiharara Area Drainage Committee and correction of Fred Petricevich who will also sit on the Kaikino and Waiharara Area Drainage Committee.

iii) Item 7.5 Funding Applications – resolution b should say “requests that Friends of Rangikapiti Reserve Society Incorporated provide the Te Hiku Community Board with evidence of confirmation from the Department of Conservation before installing the steps in the reserve takes place.

Carried

6 Speakers

Evan MacKay, representing Tokerau Beach-Whatuwhiwhi Residents and Ratepayers, spoke regarding Item 7.6 – Funding Applications.

7 Reports

7.1 Chairperson and Member Reports

Agenda item 7.1 document number A2891314, pages 23 - 40 refers.

Resolution 2020/37

Moved: Chairperson Adele Gardner

Seconded: Member Jaqi Brown

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.

Carried

Attachments tabled at meeting

1 Additional Information for Member Bainbridge’s Report

The meeting was adjourned from 11.05 am to 11.16 am.

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

Agenda item 7.2 document number A2908032, pages 41 - 58 refers.

Resolution 2020/38

Moved: Member Sheryl Bainbridge

Seconded: Member Darren Axe

That the Te Hiku Community Board:

a) Uplifts the report “Naming of Paper Road Off Kaimaumau Road, Waiharara 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).

c) as per map (A2908019), the named portion of the road is to start at Kaimaumau Road and to end at the eastern end of Pt Lot 1 DP 13971 (the Lily Pond).

In Favour: Members Darren Axe, Sheryl Bainbridge and John Stewart

Against: Members Adele Gardner and Jaqi Brown

Carried

Note: request staff contact affected property owner/s and support them to notify relevant service providers/organisations of the name change so that there is as little action as possible for the property owners to be undertaken.

7.3 Te Hiku New Footpaths Programme 2020/21

Agenda item 7.3 document number A2896404, pages 59 - 66 refers.

Resolution 2020/39

Moved: Member Darren Axe

Seconded: Member Sheryl Bainbridge

That the Te Hiku Community Board:

a) agrees to the 2020/21 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

b) requests that Council consider undertaking the work for v) and vi) at the same time for cost efficiencies.

Carried

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

Agenda item 7.4 document number A2896180, pages 67 - 77 refers.

Resolution 2020/40

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

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 metres as highlighted on the plan attached as Attachment 1.

Carried

7.5 Te Hiku Statement of Community Board Fund Account as at 31 May 2020

Agenda item 7.5 document number A2900240, pages 78 - 81 refers.

Resolution 2020/41

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

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

Carried

7.6 Funding Applications

Agenda item 7.6 document number A2861988, pages 82 - 106 refers.

Resolution 2020/42

Moved: Member Sheryl Bainbridge

Seconded: Chairperson Adele Gardner

That Te Hiku Community Board:

a) approves the sum of $2,400 (plus GST if applicable) be paid from the Board’s Community Fund account to Goodlife Projects Charitable Trust for costs towards purchasing a shipping container for equipment storage to support the following Community Outcomes:

i) Proud Vibrant Communities

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

b) agrees that the applications received from Omatai Waka Ama Club and Tokerau Beach – Whatuwhiwhi Residents and Ratepayers funding applications are left to lie on the table until after the Infrastructure Grant decisions are made.

Carried

Attachments tabled at meeting

1 Tabled Document - Tokerau-Whatuwhiwhi Residents and Ratepayers Donation Form

2 Tabled Document - Tokerau-Whatawhiwhi Residents and Ratepayers Camera Installation Proposal

At 12:25 pm, Member John Stewart left the meeting. At 12:27 pm, Member John Stewart returned to the meeting.

The meeting was adjourned from 12.31 pm to 1.17 pm.

8 Notice of Motion

8.1 Notice of Motion - Allocation of Funding

Supplementary Agenda item 8.1 document number A2913477, pages 4 - 7 refers.

Resolution 2020/43

Moved: Chairperson Adele Gardner

Seconded: Member John Stewart

That the Te Hiku Community Board allocates $26,000 from the 2020/2021 Community Grants Fund and $11,150 from the 2020/2021 Placemaking Fund to XCape Design Limited to undertake the following projects:

i) Allen Bell Park $7,250

ii) Awanui $11,800

iii) Korora Park Ahipara $9,850

iv) Unahi Wharf $8,250

Carried

9 Karakia Whakamutunga – Closing Prayer

Member Jaqi Brown closed the meeting with a Prayer.

10 Meeting Close

The meeting closed at 1.29 pm.

The minutes of this meeting will be confirmed at the Te Hiku Community Board Meeting to be held on 25 August 2020.

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

CHAIRPERSON

Te Hiku Community Board Meeting Agenda

25 August 2020

8 Reports

8.1 Election of Deputy Chairperson

File Number: A2924333

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

The purpose of this report is to explain the procedure for the election of the Deputy Chairperson of the Board and to elect a Deputy Chairperson.

Executive Summary

· Lawrie Atkinson was elected as Deputy Chairperson at the Inaugural Te Hiku Community Board meeting on 5 November 2019.

· Lawrie Atkinson resigned as a member of the Te Hiku Community Board, which has created a vacancy for the Deputy Chairperson.

Recommendation

That the Te Hiku Community Board:

a) use System ____ as the preferred voting system to elect a Deputy Chairperson.

b) Elect _________________ as Deputy Chairperson for the remainder of the triennium, in accordance with Standing Orders.

1) Background

Lawrie Atkinson was appointed as the Deputy Chairperson of the Te Hiku Community Board at the Inaugural Te Hiku Community Board meeting held 5 November 2020.

Due to illness, Lawrie Atkinson resigned from the Te Hiku Community Board on 5 June 2020 and a new member of the Te Hiku Community Board will need to be elected as the Deputy Chairperson.

The Chairperson of the Board will call for nominations for Deputy Chairperson, who will then be elected using the preferred voting system.

2) Discussion and Options

Schedule 7, 21(5)(e) of the Local Government Act 2002 provides for the election of a Deputy Chairperson. Section 54 (2), states that Schedule 7 (excluding clauses 15 and 33 to 36) applies to Community Boards.

A Deputy Chairperson of a Community Board shall be elected from among its members at its first meeting following the election of the Community Board. When electing a Deputy Chairperson the community board must resolve to use one of the following two voting systems as set out in Standing Orders 5.2.

Option 1

System A -

The candidate will be elected or appointed if he or she receives the votes of a majority of the members of the local authority or committee who are present and voting. This system has the following characteristics:

(a) there is a first round of voting for all candidates;

(b) if no candidate is successful in the first round, there is a second round of voting from which the candidate with the fewest votes in the first round is excluded; and

(c) if no candidate is successful in the second round, there is a third round, and if necessary subsequent rounds, of voting from which, each time, the candidate with the fewest votes in the previous round is excluded.

In any round of voting, if two or more candidates tie for the lowest number of votes, the person to be excluded from the next round is resolved by lot.

Option 2

System B -

(a) requires that a person is elected or appointed if he or she receives more votes than any
other candidate; and

(b) has the following characteristics:

(i) there is only one round of voting; and

(ii) if 2 or more candidates tie for the most votes, the tie is resolved by lot.

Option 2 is the recommended option. This is the system used by Council and Committees as per their Standing Orders.

Reason for the recommendation

To elect a Deputy Chairperson in accordance with Standing Orders.

3) Financial Implications and Budgetary Provision

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

Attachments

Nil

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This report is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Te Hiku Community Board Standing Orders.
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 is of local 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.	Not applicable.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	Not applicable.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or budgetary provision required as a result of this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

25 August 2020

8.2 Chairperson and Member Reports

File Number: A2926789

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

1) Background

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

2) Discussion and Options

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

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

The reports from the Chairperson and Members are attached.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. Chair Gardner Report - A2931254 ⇩

2. Member Axes Report - A2931340 ⇩

3. Member Bainbridge’s Report - A2931249 ⇩

4. Letter from Department of Conservation - Rangikapiti Reserve - A2931259 ⇩

5. Member Stewarts Report - A2926787 ⇩

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

25 August 2020

COMMUNITY BOARD CHAIRPERSON’S REPORT

Report to Community Board Te Hiku

Chairperson’s Name Adele Gardner

Subdivision Kaitaia – Te Hiku

Date May – July 2020

REPORT

1) Meetings/Functions

13 May - Far North Holdings Limited workshop – virtual

14 May - Infrastructure Committee Workshop – virtual

18 May - Visited the Doubtless Bay area with Board Member Bainbridge –

Where outlying issues were identified in Coopers Beach & Mill Bay

19 May - Attended a virtual Webinar –assisting communities post Covid-19

21 May - Attended the Council Meeting – virtual

25 May - Attended the LGNZ Zone 1 Meeting – virtual

26 May - Attended the ‘Shovel Ready Projects’ workshop – virtual

29 May - Attended the ‘Big Lab Ideas’ workshop – virtual

2 June - Te Hiku Community Board Meeting – virtual

3 June - Annual Plan workshop – virtual

5 June - Annual Plan Deliberations – virtual

8 June - Events & Infrastructure Funds workshop - virtual

9 June - Met with Awanui Ratepayer group at Unahi Wharf

12 June - Te Ahu Trust Meeting

12 June - Te Hiku Sports Hub Meeting

17 June - Infrastructure Workshop - virtual

17 June - Audit Risk & Finance committee Meeting - virtual

18 June - Community Board Strategic Plan Workshop

23 June - Jaycee/Centennial Park workshop via virtual Teams

24 June - Voting System & Maori Wards workshop in Kaikohe

25 June - Council Meeting – virtual

30 June - Council Meeting Adoption Annual Plan in Kaikohe

30 June - Events funding & Infrastructure workshop in Kaikohe

1 July - Community Consultation at Pak n Save on Master Plan for

Te Hiku

2 July - Community Board Strategic Plan workshop at Te Ahu

8 July - Cycleway workshop – virtual

8 July - Kaitaia Business Ass, Te Hiku Revitalisation Plan w/shop - virtual

9 July - Long Term Plan Workshop at Kaikohe

10 July - Te Ahu Trust Meeting

14 July - Te Hiku Community Board Meeting at Te Ahu

14 July - Council Meeting – virtual

15 July - Chairs quarterly workshop with Far North Holdings in Kaikohe

16 July - Combined Community Board Workshop in Kaikohe

17 July - Te Hiku Sports Hub meeting

22 July - Sustainable Procurement Workshop – virtual

22 July - Whatuwhiwhi Ratepayers meeting

27 July - Te Hiku CB Strategic Plan workshop

27 July - Te Hiku announcements at Te Ahu by Minister Jones

28 July - Zone 1 meeting and Northland Forward Together in Whangarei

29 July - Audit Risk & Finance Committee Meeting – virtual

30 July - Strategy Committee Meeting in Kaikohe

30 July - Regulatory Committee Meeting in Kaikohe

30 July - Council Meeting in Kaikohe

31 July - Te Hiku Sports Hub Meeting at Te Ahu

2) Issues

Lake Ohia Hall – a meeting to be arranged with the Committee re the usage of the Hall.

3) Resource Consents

RMA 2200545 – Cutler Farms Ltd 6640 S.H.1 Kaitaia To subdivide 13 lots of Rural Production zone from Lot 2 DP 419260.

4) RFS

RFS: 3999456 – to remove a caravan parked on a Council Reserve.

RFS: 4015416 – Kaka St Ahipara – part of the road has been washed away

RFS’s 4016131, 4016138, 4016141, 4016146 – relate to Kaitaia Business Association issues for the BID area of Kaitaia.

RFS 4016693 – Ratepayer concerned re lost Building consents from files.

Te Hiku Community Board Meeting Agenda

25 August 2020

Allocation Grants & Donations Annual Budget 2019-20	113,368.00	146,787.96
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
June 20
Kaitaia Business Association - landscape architect consultant fees	15,000.00
Friends of Rangikapiti Reserve Society Inc for costs towards construction of steps within the reserve	3,699.00
Hospice Far North for costs towards specialist palliative care services	4,000.00
Mangonui Cemetery Committee for costs towards spraying and clearing of felled trees	6,100.00		66,682.00
Balance as at 30 June 2020			$80,105.96
Less Commitments 2019/20 (Funds not yet uplifted)
Meeting 02.06.20
Volunteering Northland for volunteer centre, recruitment and promotion	3,000.00
Mangonui Cemetery Committee for costs towards spraying and clearing of felled trees	6,100.00
Meeting 04.02.20
Centennial Park planting project in Kaitaia	17,000.00
Meeting 10.12.19
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
			59,983.00
Balance 30 June 2020 Uncommitted/(Overcommitted)			$20,122.96

8.4 Funding Applications

File Number: A2861990

Author: Kathryn Trewin, Funding Advisor

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

Purpose of the Report

This report summarises applications for Local Community Grant funding to enable Te Hiku Community Board to determine which application/s will receive funding at the 25 August 2020 meeting.

Executive Summary

· Te Hiku Community Board has $110,968 unallocated funding available for the 2020/21 financial year.

· The Kaikohe-Hokianga Community Board has $22,183 remaining of its annual placemaking funding for the 2020/21 financial year.

· Seven applications for funding have been received, requesting a total of $31,893.

Recommendation

That Te Hiku Community Board approves the sum of $1,427 (plus GST if applicable) be paid from the Board’s Community Fund account to Coopers Beach Christian Youth Camp for costs towards construction of a firepit to support the following Community Outcomes:

i) Proud Vibrant Communities

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

Recommendation

That Te Hiku Community Board approves the sum of $7,5247 (plus GST if applicable) be paid from the Board’s Community Fund account to Donna Doolittle’s Animal Rescue for costs towards installation of kennels and animal runs to support the following Community Outcomes:

i) Proud Vibrant Communities

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

Recommendation

That Te Hiku Community Board approves the sum of $3,880 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North Joyfest for costs towards Far North Joyfest 2021 to support the following Community Outcomes:

i) Proud Vibrant Communities

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

Recommendation

That Te Hiku Community Board approves the sum of $5,362 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North Safer Community Council for costs towards Graffiti Guard operations to support the following Community Outcomes:

i) Proud Vibrant Communities

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

Recommendation

That Te Hiku Community Board approves the sum of $1,700 (plus GST if applicable) be paid from the Board’s Community Fund account to Jacman Entertainment for costs towards Hullabaloo Children’s Festival Outreach to support the following Community Outcomes:

i) Proud Vibrant Communities

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

Recommendation

That Te Hiku Community Board approves the sum of $10,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Life Education Trust Far North for costs towards refurbishment of the mobile classroom to support the following Community Outcomes:

i) Proud Vibrant Communities

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

Recommendation

That Te Hiku Community Board approves the sum of $2,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Northland Area Floral Art for costs towards hosting Northland Floral Art Designer of the Year 2020 to support the following Community Outcomes:

i) Proud Vibrant Communities

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

1) Background

Each application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the LTP and all provisions listed on the application form.

2) Discussion and Options

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

For each application, the Board has three options.

Option 1 Authorise funding for the full amount requested

Option 2 Authorise partial funding

Option 3 Decline funding

Reason for the recommendation

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

Te Hiku Community Board Meeting Agenda

25 August 2020

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
Coopers Beach Christian Youth Camp	Construction of a fire pit	$1,427 (50%)	$1,427	While this is not a public facility, it is well utilised by local groups, as well as those travelling from further afield (eg school groups). This project is to enhance the available facilities.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Infrastructure
Donna Doolittle Animal Rescue	Installation of kennels and secure animal runs	$7,524 (50%)	$7,524	This project is located on private land, but is being developed for to provide appropriate accommodation for animal rescue for the benefit of the wider community, with a number of local residents volunteering. An application for funding was also made to the Infrastructure Grant fund for the development/levelling of the site.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Infrastructure
Far North Joyfest Group	Far North Joyfest, Hihi	$3,880 (11%)	$3,880	This event was held for the first time last year and was given partial funding by Te Hiku Community Board.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Event
Far North Safer Community Council	Graffiti Guard operating costs	$5,361.72 (23%)	$5,362	This is a group that works within the community to erase graffiti and minimise the risks of graffiti being created if possible.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Community Development
Jacman Entertainment Ltd	Hullabaloo Outreach	$1,700 (39%)	$1,700	This application is for a wider festival taking place across all three wards, with events in each ward being applied for from all three Community Boards.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Event
Life Education Trust Far North	Mobile classroom refurbishment	$10,000 (17%)	$10,000	The Life Education Trust Far North mobile was built in the 1990’s and has not been significantly overhauled since then. Applications have been made to all three Community Boards and Kaipara District Council, where this classroom operates.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Infrastructure
Northland Area Floral Art	Northland Floral Art Designer of the Year 2020 (hosted in Doubtless Bay)	$2,000 (33%)	$2,000	This is an annual event that moves around the wider Northland area. This year, it will be held in Doubtless Bay, and the group is seeking assistance to hold this event.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Event

Te Hiku Community Board Meeting Agenda

25 August 2020

9 Information Reports

9.1 Community and Customer Services Activities 1 January - 30 June 2020

File Number: A2917802

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 Te Hiku 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 Te Hiku Community Board receive the report Community and Customer Services Activities 1 January - 30 June 2020.

Background

Statistical information in relation to the Community and Customer Services Department (District Services Group) is provided to the Te Hiku Community Board as an overview of activity and performance for the six-month period to June 2020 for the Te Hiku 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 areas, 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.

For the last six months the financial transactions at the Te Ahu service centre have gradually decreased, aligning with trends in the overall district, as more customers are entering into Rates Easy Pay arrangements and direct debit payments.

Due to the COVID-19 lockdown there were no payments received across the front counters in April.

Building Inspections Kaitaia (bookings)

Kaitaia Library

The Kaitaia library team has undergone significant change over the past six months, with two long- term staff departing and new librarians joining. This has led to a period of adjustment as new staff learn the ropes and get up to speed with library services.

However, the team has still managed to lead the way with new successful programmes for children including Tamariki Tune Time, a literacy and movement programme aimed at 0-2 year olds and their families, and Friday after school Lego club which has drawn larger numbers of under 12s and their families for a weekly challenge. Kaitaia is also still amongst national leaders for delivery of Skinny Jump low cost internet modems to families without an existing connection.

During the COVID-19 lockdown the Kaitaia team contributed significantly to delivery of online programming delivered through social media channels, and the project which saw Far North Libraries join the Kotui consortium of 40 other public library services and resulted in installation of a new library system. There was also high use of the click and collect service for contactless pickup of books at Kaitaia library when service resumed at Level 2.

Customer numbers have gradually returned to normal, with more returning when access to Wi-Fi and public computers was restored. Families and school children are also returning. However, statistics for the half year should be read with the lockdown in mind.

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@Te Ahu Facebook at a glance

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 Vernon (Museum Management System) 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 digitisation project, capturing 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.

Kaitaia (Far North) i-SITE

Visitor numbers began dropping in January as COVID-19 became more prevalent around the world. The i-SITE was closed in April and part of May.

Generally, there is a lack of accommodation and product inventory in Kaitaia with many accommodation providers now providing emergency accommodation through arrangements with the Ministry of Social Development. January and February retail sales were strong and have recovered well in June.

The i-SITE has a good range of retail and is well supported by locals. i-SITEs are continuing to identify retail products that customers want and that sell well.

i-SITEs are scheduled for a service delivery review this coming financial year (2020-21). Local authorities are under an obligation to review the cost-effectiveness of current arrangements for meeting community needs for good quality infrastructure, local public services and local regulation. Where a review is undertaken local authorities must consider options for the governance, funding and delivery of infrastructure, local public services and local regulation that include, but are not limited to:

a) in-house delivery

b) delivery by a CCO, whether wholly owned by the local authority, or a CCO where the local authority is a part owner

c) another local authority

d) another person or agency (for example central government, a private sector organisation or a community group).

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 Te Hiku area Council manages the Kaitaia public cemetery on Pukepoto Road and the Totara North public cemetery on Totara North School Road 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. Councils 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 in our district. But during that time the number of burials decreased, and the number of cremations increased as families decided to hold ash burials at a later date.

There were 5 full burials and 3 ash burials in the Te Hiku ward from the 1^st January 2020 to 30 June 2020.

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 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 Te Hiku area there are Villages at:

Locations	One bedroom	Current Vacancies
Ahipara	6	0
Awanui	12	2
Oxford Street, KTA	26	1
Puckey Ave, KTA	22	0

During the period 1 January – 30 June 2020, four tenancies ended (2 x Awanui, 1 x Oxford Street and 1 x Puckey Avenue) and two tenacies began (1 x Puckey Avenue and 1 x Awanui) in the Te Hiku area. There are currently three units undergoing refurbishment (2 x Awanui and 1 x Oxford Street).

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

This report is for information only.

Financial Implications and Budgetary Provision

No financial implications

Attachments

Nil

Community Fund Account balance as at 01 July 2019	$146,701.00
· Plus Grant refunded from Be Free Inc	$86.96
· Less funds granted and uplifted to 30 June 2020	$66,682.00
· Less funds not uplifted from 2 June 2020 for Volunteering Northland and Mangonui Cemetery Committee	$9,100.00
· 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	$50.00
· Less funds not uplifted from 1 October 2019 for 2020 Anzac Day Te Ahu Service Expenses and Placemaking project for Awanui	$33,833.00
Community Fund Account balance as at 30 June 2020	$20,122.96