Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

2 September 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.

KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Mike Edmonds	Chair	Kaikohe Mechanical and Historic Trust	Council Funding	Decide at the time
Mike Edmonds	Committee member	Kaikohe Rugby Football and Sports Club	Council Funding	Withdraw and abstain
Kelly van Gaalen	No form received
Louis Toorenburg	No form received
Alan Hessell	Nil	Nil	Nil	Nil
Laurie Byers	Kaikohe Golf Club
	Kaikohukohu Trust
	North Point Trust
	Patron Bay of Islands Hockey
Emma Davis	Secretary	Pompallier Hokianga Trust	Council Funding	Decide at the time to withdraw and/or abstain
	Trustee	Raiatea Resource Centre	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Rawene Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Kohukohu Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Member of teaching staff	Broadwood Area School	Council Funding	Decide at the time to withdraw and/or abstain
John Vujcich	Board Member	Pioneer Village	Matters relating to funding and assets	Declare interest and abstain
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest
	Member	Kaikohe Business Association	Possible funding provider	Declare a Conflict of Interest
Moko Tepania	Teacher	Te Kura Kaupapa Māori o Kaikohe.	Potential Council funding that will benefit my place of employment.	Declare a perceived conflict
	Chairperson	Te Reo o Te Tai Tokerau Trust.	Potential Council funding for events that this trust runs.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Te Rarawa	As a descendent of Te Rarawa I could have a perceived conflict of interest in Te Rarawa Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Whaingaroa	As a descendent of Te Rūnanga o Whaingaroa I could have a perceived conflict of interest in Te Rūnanga o Whaingaroa Council relations.	Declare a perceived conflict
	Tribal Member	Kahukuraariki Trust Board	As a descendent of Kahukuraariki Trust Board I could have a perceived conflict of interest in Kahukuraariki Trust Board Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga ā-Iwi o Ngāpuhi	As a descendent of Te Rūnanga ā-Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā-Iwi o Ngāpuhi Council relations.	Declare a perceived conflict

Kaikohe-Hokianga Community Board Meeting Agenda

2 September 2020

MINUTES OF
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 5 August 2020 AT 10.30 am

PRESENT: Chairperson Mike Edmonds, Member Emma Davis, Member Louis Toorenburg (until 12:30 pm), Member Kelly van Gaalen, Member Alan Hessell, Member Laurie Byers, Member John Vujcich, Member Moko Tepania

STAFF PRESENT: Shaun Clark (Chief Executive Officer) until 11:35 am, Aisha Huriwai (Team Leader - Democracy Services), Kathryn Trewin (Funding Advisor), Marlema Baker (Meetings Administrator)

1 Apologies and conflicts of Interest

Member Toorenburg apologised that he would need to depart the meeting if still in session by 12:30 pm.

Chair Mike Edmonds declared a conflict of interest in relation to item 7.3 Kaikohe Sewing Club Funding Application.

2 Public Forum

Shaun Reilly – Cleaning up the Mill site in Kaikohe and suggested that the Far North District Council acquire 2 separate parcels of land in Kaikohe for future public use.

3 Deputations

10:35 am Geraldine Pinao - Reed Park Project.

10:40 am Rhonda Zielinki - Transitional Housing.

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

4 Speakers

10:50 am Jackie Sanders – Jacman Entertainment.

10:55 am Joe Carr - Far North Life Education Trust.

11:00 am Theresia Van Wingerden – Kaikohe Sewing Group.

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A2918723, pages 10 - 14 refers.

Resolution 2020/42

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 1 July 2020 as a true and correct record.

Carried

6 Reports

6.1 Opononi Bowling Club - Contribution to rates

Agenda item 7.1 document number A2920916, pages 15 - 17 refers.

Motion

Moved: Member Moko Tepania

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board approve that:

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

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

LOST

Resolution 2020/43

Moved: Member Moko Tepania

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board approve that the Opononi Bowling Club annual lease payment be $1,500 including GST. The reason for this amount is that it is a recognition that payment of rates by the tenant is otherwise not included.

Carried

Meeting adjourned for lunch 12:00 pm and reconvened at 12:40 pm.

Member Toorenburg left the meeting 12:00 pm.

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

Agenda item 7.2 document number A2919070, pages 18 - 21 refers.

Resolution 2020/431

Moved: Member Kelly van Gaalen

Seconded: Member Laurie Byers

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

Carried

6.3 Funding Applications

Agenda item 7.3 document number A2861920, pages 22 - 27 refers.

Resolution 2020/45

Moved: Member Moko Tepania

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Jacman Entertainment for costs towards Hullabaloo Children’s Arts Festival 2020 to support the following Community Outcomes:

(i) Proud vibrant communities.

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

Carried

Chairperson Edmonds declared a conflict of interest in relation to the application from Kaikohe Sewing Club Funding Application and abstained from any discussion and vacated the chair.

Deputy Chairperson Davis assumed the Chair for this application.

Resolution 2020/46

Moved: Member John Vujcich

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $5,300 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe Sewing Club for costs towards Community Sewing Skills Course to support the following Community Outcomes:

(i) Proud vibrant communities.

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

Carried

Chairperson Edmonds resumed the Chair.

Resolution 2020/47

Moved: Member Laurie Byers

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $1,304 (plus GST if applicable) to be paid from the Board’s Community Fund account to Okaihau Bowling Club costs towards new mats and jacks to support the following Community Outcomes:

(i) Proud vibrant communities.

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

Carried

Resolution 2020/48

Moved: Member John Vujcich

Seconded: Member Kelly van Gaalen

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $1,095 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe Community Arts Council for costs towards Te Wairua o Kaikohe art exhibition to support the following Community Outcomes:

(i) Proud vibrant communities.

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

CARRIED

Resolution 2020/49

Moved: Member Kelly van Gaalen

Seconded: Member Moko Tepania

That the application from Te Tai Tokerau Timebank be left to lie on the table.

CARRIED

Resolution 2020/49

Moved: Member Kelly van Gaalen

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $625 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe & Districts Sportsville for costs towards Lindvart Park Promotional Video to support the following Community Outcomes:

(i) Proud vibrant communities.

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

CARRIED

Resolution 2020/50

Moved: Member Moko Tepania

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $5,001 (plus GST if applicable) to be paid from the Board’s Community Fund account to Life Education Trust for costs towards mobile classroom refurbishment to support the following Community Outcomes:

(i) Proud vibrant communities.

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

Carried

7 Information Reports

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

Agenda item 8.1 document number A2917985, pages 78 - 87 refers.

Resolution 2020/51

Moved: Member Moko Tepania

Seconded: Member Emma Davis

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

Carried

8 Meeting Close

The Meeting closed at 1:54 pm.

The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board Meeting held on 2 September 2020.

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

CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

2 September 2020

7.3 Funding Application - Te Wakamanamai Whanau Trust

File Number: A2942716

Author: Kathryn Trewin, Funding Advisor

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

Purpose of the Report

This report summarises applications for Local Community Grant funding to enable the Kaikohe-Hokianga Community Board to determine which application/s will receive funding at the 2 September 2020 meeting.

Executive Summary

· Kaikohe-Hokianga Community Board has $59,736 unallocated funding available for the 2020/21 financial year. This does not include funding carried over from the 2019/20 funding year.

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

· The Board requested the applicant lodge an application for funding following their presentation at the August 2020 Board meeting and is presented as received.

Recommendation

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $20,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Ngawha Springs Forward Charitable Trust on behalf of Te Wakamanamai Whanau Trust for costs towards whare to whenua to support the following Community Outcomes:

(i) Proud vibrant communities.

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

1) Background

The applicant presented at the Kaikohe-Hokianga Community Board in August 2020 regarding the work being done to help those who are homeless in the Kaikohe area into more appropriate accommodation. While some may not be technically homeless, the properties where they are residing are not weather-proofed and lack basic essential services such as water, heating, cooking and toilet facilities. The trust is currently working with approximately 50 families and individuals to provide them with more appropriate facilities.

Due to the Covid-19 lockdown, the trust has been unable to open a bank account of their own, but they have worked with the Ngawha Springs Forward Trust, who have agreed to umbrella Te Wakamanamai Whanau Trust for funding until such time as they are able to open an appropriate bank account of their own.

The applicant has applied for a blanket amount of $20,000 and has supplied a partial quote for califonts required to provide hot water. They note that the quote provided is for 8 gas califonts, instead of the 10 requested.

2) Discussion and Options

Assessment of Application

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

For each application, the Board has three options.

Option 1 Authorise funding for the full amount requested.

Option 2 Authorise partial funding.

Option 3 Decline funding.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. KHCB - Funding Application - Wakamanamai Trust - A2942653 ⇩

Compliance schedule:

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

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report does not have district-wide relevance.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	No implications for Māori in relation to land and/or water.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Community Fund Account balance as at 1 July 2020	$115,902.00
· Less funds granted and uplifted to 31 July 2020	$5,500.00
Community Fund Account balance as at 31 July 2020	$110,402.00

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
Hokianga Community Educational Trust	Cleaning Rawene Campus and Grounds	$2,619 (36%)	$2,619 (36%)	The Board has already indicated their support for this community-led project. This could come out of placemaking funding if the Board would prefer.	(i) Proud vibrant communities. (ii) Communities that are healthy, safe, connected and sustainable.	Community Development
South Hokianga War Memorial Hall	Erection of a sign for the hall	$3,070 (43%)	$3,070 (43%)	This application is for a sign outside the hall advertising who is present and upcoming events and the like.	(i) Proud vibrant communities. (ii) Communities that are healthy, safe, connected and sustainable.	Infrastructure
Te Rau o te Huia	Four-day weaving workshop	$4,300 (86%)	$2,500 (50%)	This applicant has applied to multiple funding sources and is continuing to look for further funding to allow as many participants to attend as possible.	(i) Proud vibrant communities. (ii) Communities that are healthy, safe, connected and sustainable.	Community Development