Te Kaunihera o Tai Tokerau ki te Raki
AGENDA
Te Hiku Community Board Meeting
Tuesday, 25 August 2020
Time: |
10:00 am |
Location: |
Te Rarawa Rugby Football Club 252 Ahipara Road Ahipara |
Membership:
Chairperson Adele Gardner
Member Darren Axe
Member Sheryl Bainbridge
Member Jaqi Brown
Member John Stewart
Councillor Felicity Foy
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;
(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.
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 |
|
|
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The Far North 20/20, ICT Trust |
Trustee |
|
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|
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 |
Property in Coopers Beach |
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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 |
|
|
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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. |
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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. |
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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. |
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|
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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 |
|
|
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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 |
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 |
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|
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Shareholder of Coastline Plumbing NZ Limited |
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|
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Partner Felicity Foy |
Director of Coastline Plumbing NZ Limited |
|
|
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Friends with some FNDC employees |
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|
Te Hiku Community Board Meeting Agenda |
25 August 2020 |
Te Hiku Community Board Meeting
will be held in the Te Rarawa Rugby Football Club, 252 Ahipara Road, Ahipara on:
Tuesday 25 August 2020 at 10:00 am
Order Of Business
1 Karakia Timatanga – Opening Prayer
2 Apologies and Conflicts of Interest
6.1 Notice of Motion - Adoption of Te Hiku o te Ika Open Spaces Revitalisation Master Plan
6.2 Notice of Motion - Investigation into Divesting Rangitoto Reserve, Mangonui
7 Confirmation of Previous Minutes
7.1 Confirmation of Previous Minutes
8.1 Election of Deputy Chairperson
8.2 Chairperson and Member Reports
8.3 Te Hiku Statement of Community Board Fund Account as at 30 June 2020
9.1 Community and Customer Services Activities 1 January - 30 June 2020
10 Karakia Whakamutunga – Closing Prayer
2 Apologies and Conflicts of Interest
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Democracy Support (preferably before the meeting).
It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
No requests for deputations were received at the time of the Agenda going to print.
10.30 am Representative from Donna Doolittle Animal Rescue.
10.35 am Representative from Far North Joyfest.
10.40 am Representative from Far North Safer Community Council.
10.45 am Representative from Life Education Trust.
25 August 2020 |
6.1 Notice of Motion - Adoption of Te Hiku o te Ika Open Spaces Revitalisation Master Plan
File Number: A2939455
I, Chair Adele Gardner, give notice that at the next Ordinary meeting of Te Hiku Community Board, to be held on 25 August 2020, I intend to move the following motion:
That the Te Hiku Community Board adopts the Te Hiku o te Ika Open Spaces Revitalisation Master Plan as its overarching document that will sit within the Te Hiku Community Boards Strategic Plan (including guiding the Board in identifying, confirming and allocating funding to its strategic and community planning projects).
|
Rationale
On 26 July 2020 a copy of the Te Hiku o te Ika Open Spaces Revitalisation Master Plan was circulated to the Te Hiku Community Board and others. The document prepared by Councillor Felicity Foy, Landscape Architect Delwyn Shepherd and others, formed the basis of the successful funding application to Minister Shane Jones. It also provides guidance which will assist the Board in identifying, confirming and allocating funding to its community planning projects plan.
The Board therefore wishes to formally adopt the document prior to completing its strategic plan.
I commend this Notice of Motion to Council.
1. Submitted Notice of Motion - Te Hiku o te Ika Open Spaces Revitalisation Master Plan - A2939442 ⇩
2. Te Hiku o te Ika Open Space Revitalisation Plan - A2939450 ⇩
Te Hiku Community Board Meeting Agenda |
25 August 2020 |
I, Adele Gardner (Te Hiku Community Board Chair) give notice that at the next Te Hiku Community Board meeting to be held on 25 August 2020, I intend to move the following motion:
MOTION
That the Te Hiku Community Board adopts the Te Hiku o te Ika Open Spaces Revitalisation Master Plan as its overarching document that will sit within the Te Hiku Community Board Strategic Plan (including guiding the Board in identifying, confirming and allocating funding to its strategic and community planning projects).
On 26 July 2020 a copy of the Te Hiku o te Open Spaces Revitalisation Master Plan was circulated to the Te Hiku Community Board and others. The document prepared by Councillor Felicity Foy, Landscape Architect Delwyn Shepherd and others formed the basis of the successful funding application to Minister Shane Jones. It also provides guidance which will assist the Board in identifying, confirming and allocating funding to its community planning projects plan.
The Board therefore wishes to formally adopt the document prior to completing its strategic plan.
I commend this Notice of Motion of the Te Hiku Community Board for consideration.
ATTACHMENTS
1 – Te Hiku o te Ika Open Spaces Revitalisation Master Plan
25 August 2020 |
6.2 Notice of Motion - Investigation into Divesting Rangitoto Reserve, Mangonui
File Number: A2939763
I, Member Sheryl Bainbridge, give notice that at the next Te Hiku Community Board meeting to be held on 25 August 2020, I intend to move the following motion:
That the Te Hiku Community Board a) requests that staff investigate the process of divesting the ownership of Rangitoto Recreation Reserve, Mangonui to the Crown. b) requests that a report be provided back to the Te Hiku Community Board with information and options. |
Rationale
The Rangitoto Recreation Reserve is a headland of an area of 5.26ha. on the eastern entrance to the Mangonui Harbour. A historic fortification trench and pa site form part of the reserve.
It was reserved for purposes of defence in 1878 due to concerns with the Russian war. In 1962 the Ministry of Lands changed the purpose of the reserve from a reserve for defence to a reserve for recreation purposes and vested it in the Chairman, Councillors and inhabitants of the County of Mangonui.
The reserve can only be accessed through private property, by sea, or by walking around rocks when the tide is suitably low. Its lack of accessibility means that the reserve has limited value to ratepayers. It also has a significant weed problem which is currently adversely affecting neighbouring properties and potentially causing damage to the historic pa site. The site has been visited by archaeologist James Robinson who has reported on the wider local area for the Department of Conservation. A copy of his report is held within the council (objective number A2939800) and other relevant information can be provided if required.
From a regional or national perspective, the Rangitoto Recreation Reserve is a significant site, but it is not considered that 'recreation reserve' is the correct status. Given the requirement for extensive and ongoing vegetation control that does not damage the pa site, it is more appropriately owned by an entity such as the Crown, which has the means to manage it more effectively than the council does. There has been informal discussion with local iwi.
I commend this Notice of Motion to the Te Hiku Community Board for consideration.
1. Notice of Motion - Rangitoto Reserve - A2939359 ⇩
2. Rangitoto Reserve - Gazette2 - A2939850 ⇩
Te Hiku Community Board Meeting Agenda |
25 August 2020 |
I, Sheryl Bainbridge (Te Hiku Community Board) give notice that at the next Te Hiku Community Board meeting to be held on 25 August 2020, I intend to move the following motion:
MOTION:
That the Te Hiku Community Board
a) requests that staff investigate the process of divesting the ownership of Rangitoto Recreation Reserve, Mangonui to the Crown.
b) requests that a report be provided back to the Te Hiku Community Board with information and options.
RATIONALE
The Rangitoto Recreation Reserve is a headland of an area of 5.26ha. on the eastern entrance to the Mangonui Harbour. A historic fortification trench and pa site form part of the reserve.
It was reserved for purposes of defence in 1878 due to concerns with the Russian war. In 1962 the Ministry of Lands changed the purpose of the reserve from a reserve for defence to a reserve for recreation purposes and vested it in the Chairman, Councillors and inhabitants of the County of Mangonui.
The reserve can only be accessed through private property, by sea, or by walking around rocks when the tide is suitably low. Its lack of accessibility means that the reserve has limited value to ratepayers. It also has a significant weed problem which is currently adversely affecting neighbouring properties and potentially causing damage to the historic pa site. The site has been visited by archaeologist James Robinson who has reported on the wider local area for the Department of Conservation. A copy of his report is held within the council (objective number A2939800) and other relevant information can be provided if required.
From a regional or national perspective, the Rangitoto Recreation Reserve is a significant site, but it is not considered that 'recreation reserve' is the correct status. Given the requirement for extensive and ongoing vegetation control that does not damage the pa site, it is more appropriately owned by an entity such as the Crown, which has the means to manage it more effectively than the council does. There has been informal discussion with local iwi.
I commend this Notice of Motion to the Te Hiku Community Board for consideration.
ATTACHMENTS
1 Gazette notice 1878
2 Gazette notice 1962
Signed: Sheryl Bainbridge Te Hiku Community Board
Adele Gardner, Chairman Te Hiku Community Board
John Stewart Te Hiku Community Board
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.
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.
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
25 August 2020 |
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.
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.
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 |
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. |
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.
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.
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
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 |
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.
25 August 2020 |
COMMUNITY BOARD MEMBERS REPORT
Report to Community Board: Te Hiku
Members Name: Darren Axe
Subdivision: North Cape
Date: July 1 – July 31
REPORT
1) Meetings/Functions
July 14 – Community Board Meeting, Kaitaia
July 16 - Combined Community Board 2100 Meeting, Kaikohe
July 16 – Met with local Houhora Commercial Fishermen to discuss alternative unloading plans while the new wharf is being built.
July 21- Met with Aaron Bainbridge in Cox Road to discuss drainage and the next drainage meeting.
July 27 – Community Board Strategic Plan meeting, Kaitaia
July 27 – Meeting at Te Ahu Centre to hear Minister Jones make the financial announcement for Te Hiku and the Far North. Gave a speech at the announcement concerning the Houhora Commercial Wharf and the financial contributions that it will be receiving.
July 30 – Met with Kirk Dennison in Houhora to discuss possible start date for the new wharf and also discussed unload possibilities for the Mussel Barge.
July 30 – Met with Glen Subritzky. He said that he would contact the CEO of Westpac Mussels to formulate a plan.
2) Issues - NIL
3) Resource Consents: 0
4) Request for Service: 0
25 August 2020 |
TE HIKU COMMUNITY BOARD MEMBER’S REPORT
Member Name: Sheryl Bainbridge
Subdivision: Doubtless Bay
Date: to 31 July 2020
REPORT
1) Meetings
14 July - Te Hiku Community Board meeting
16 July - Combined Community Board meeting
21 July – Museum meeting
27 July – Strategic Plan workshop. Thanks to John for professional new-look document. Minister Shane Jones presentation. Congratulations to Cr Foy, Chairman Adele Gardner and others involved in obtaining funding for local projects.
29 July - Doubtless Bay Promotions AGM. Matters discussed included request for BBQ tables, welcome signage for Mangonui, moving the 60kph sign on the state highway and footpaths. Members of the group were receptive to the idea of a community plan for Hihi/Mangonui/Coopers Beach/Cable Bay.
31 July – meeting with local resident about signage issue following on from an email from Mayor Carter.
2) Issues
Funding grant to Friends of Rangikapiti. When funding was approved, a letter of approval from the Department of Conservation was requested. A copy of the letter is attached for information.
3) Resource Consents
Query about a request to form a body corporate.
Query about the lack of industrial/commercial zoning in Mangonui/Coopers Beach area.
4) Requests for Service
Historic ballast in Mill Bay was buried under concrete works by contractors. Request that more care is taken in future.
25 August 2020 |
Tena Kourua Te Hiku Community board and Friends of Rangikapiti,
Please accept this letter of support for you to proceed with the building of the stairs on the western side of Rangikapiti.
We have carried out our diligence in checking with Tangata whenua and have had an archaeologist access the site.
Both are happy and supportive for you to proceed.
Apologies for the delay, and we thank you for allowing us to carry out what was needed on our behalf.
As always, we are very appreciative of your efforts in the restoration and preservation of Rangikapiti Pa.
Nga mihi
Jamie Werner
Community relationships ranger
Kaitaia
25 August 2020 |
COMMUNITY BOARD MEMBERS REPORT
Report to Community Board Te Hiku
Members Name John Stewart
Subdivision Kaitaia
REPORT
1) Meetings/Functions
2 July – THCB Strategic plan meeting
14 July - Te Hiku Community Board Meeting
16 July - Combined Community boards meeting Kaikohe
27 July – Strategic Planning Workshop 10am – 1pm
27 July – Shovel ready project announcement Te Ahu
June 22 – Aug 3
Re: Pukenui/Ahipara walkways WIP
Continued working in the boardwalk ideas getting pricing and engineering consulting from experts. Approximate costings etc. Waiting for meeting with Chris Galbraith, and Darren Axe to take this further.
www.farnorthtorpedocompetition.co.nz
Have created a new event for the Kaitaia Fire Brigade to run as a fundraiser. Numerous meetings, with the brigade and Iwi, sponsors etc.
Spent days working and planning this event with Dave Collard. Used our experience of running the Snapper Bonanza to get this event going for the Community
Decided to add a fish auction in so people are not just catching the fish to take home, any fish weighed in during the event will be auctioned.
Had a meeting with the Tokerau/Whatuwhiwhi CCTV project committee. They are happy to run a fish auction from the torpedo comp all proceeds to the project.
Helped them with this idea and printed them some leaflets, everything is in place for the event. Very confident it will be a success.
2) Issues -
3) Resource Consents:
4) Request for Service:
25 August 2020 |
8.3 Te Hiku Statement of Community Board Fund Account as at 30 June 2020
File Number: A2923905
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 Te Hiku Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.
That the Te Hiku Community Board receives the report “Te Hiku 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 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 |
Discussion and Next Steps
Board members will consider the applications on the agenda and decide on what level of funding to allocate. The balance in the Community Fund account as at 30 June 2020 is $20,122.96.
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 Te Hiku Community Board. The statement of the Community Fund account as at 30 June 2020 is attached.
1. Statement of Te Hiku Community Board Fund Account as at 30 June - A2923956 ⇩
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 |
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.
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
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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 |
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 |
3) Financial Implications and Budgetary Provision
Budgetary provision has been made and the grant is allocated in accordance with the Community Grant Policy.
1. THCB - Application - Coopers Beach Christian Youth Camp - A2932690 ⇩
2. THCB - Application - Donna Doolittle Animal Rescue - A2932713 ⇩
3. THCB - Application - Far North Joyfest Group - A2932692 ⇩
4. THCB - Application - Far North Safer Community Council - A2932710 ⇩
5. THCB - Application - Jacman Entertainment - Hullabaloo Outreach - A2932696 ⇩
6. THCB - Application - Life Education Trust - A2932699 ⇩
7. THCB - Application - Northland Area Floral Art - A2932704 ⇩
Te Hiku Community Board Meeting Agenda |
25 August 2020 |
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. |
25 August 2020 |
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.
That the Te Hiku Community Board receive the report Community and Customer Services Activities 1 January - 30 June 2020.
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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.
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 1st 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
Nil