Te Kaunihera o Tai Tokerau ki te Raki





Extraordinary Te Hiku Community Board Meeting


Thursday, 5 November 2020


4.00 pm


Virtually via Microsoft Teams




Chairperson Adele Gardner - Chairperson

Member Darren Axe

Member Sheryl Bainbridge

Deputy Chair Jaqi Brown

Member John Stewart

Member William Subritzky

Member Felicity Foy



Extraordinary Te Hiku Community Board Meeting Agenda

5 November 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.


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.




Responsibility (i.e. Chairperson etc.)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

Adele Gardner

N/A - FNDC Honorarium




The Far North 20/20, ICT Trust




Te Ahu Charitable Trust




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




Jaqi Brown

Te Hiku Navigation




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



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




Property in Whatuwhiwhi and Kaitaia



Step aside for any decisions at the time

Felicity Foy

Director - Northland Planning & Development

I am the director of a planning and development consultancy that is based in the Far North and have two employees.


Property owner of Commerce Street, Kaitaia


I will abstain from any debate and voting on proposed plan change items for the Far North District Plan.

I will declare a conflict of interest with any planning matters that relate to resource consent processing, and the management of the resource consents planning team.

I will not enter into any contracts with Council for over $25,000 per year. I have previously contracted to Council to process resource consents as consultant planner.

Flick Trustee Ltd

I am the director of this company that is the company trustee of Flick Family Trust that owns properties Seaview Road – Cable Bay, and Allen Bell Drive - Kaitaia.



Elbury Holdings Limited

This company is directed by my parents Fiona and Kevin King.

This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight, and Allen Bell Drive.


Foy Farms Partnership

Owner and partner in Foy Farms - a farm on Church Road, Kaingaroa



Foy Farms Rentals

Owner and rental manager of Foy Farms Rentals for 7 dwellings on Church Road, Kaingaroa and 2 dwellings on Allen Bell Drive, Kaitaia, and 1 property on North Road, Kaitaia, one title contains a cell phone tower.



King Family Trust

This trust owns several
titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane.

These trusts own properties in the Far North.


Previous employment at FNDC 2007-16

I consider the staff members at FNDC to be my friends



Shareholder of Coastline Plumbing NZ Limited




Partner Felicity Foy

Director of Coastline Plumbing NZ Limited




Friends with some FNDC employees







Extraordinary Te Hiku Community Board Meeting Agenda

5 November 2020


Far North District Council

Extraordinary Te Hiku Community Board Meeting

will be held virtually via Microsoft Teams on:

Thursday 5 November 2020 at 4.00 pm

Order Of Business

1          Karakia Timatanga – Opening Prayer. 11

2          Apologies and Conflicts of Interest 11

3          Public Forum.. 11

4          Deputations. 11

5          Speakers. 11

6          Reports. 12

6.1            Funding Application - Mangonui Lions Fun Run. 12

7          Karakia Whakamutunga – Closing Prayer. 31

8          Meeting Close. 31



1            Karakia Timatanga – Opening 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.

3            Public Forum

4            Deputations

No requests for deputations were received at the time of the Agenda going to print.

5            Speakers

Extraordinary Te Hiku Community Board Meeting Agenda

5 November 2020


6            Reports

6.1         Funding Application - Mangonui Lions Fun Run

File Number:           A2989977

Author:                    Kathryn Trewin, Funding Advisor

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


Purpose of the Report

This report summarises the application for Local Community Grant funding to enable Te Hiku Community Board to determine if the application will receive funding.

Executive Summary

·    Mangonui Lions Club run an annual fun run and their submission (which was sent in on time) was not received by the funding team to be considered at the October meeting.

·    The fun run is due to take place on 8 November 2020 (before the next Community Board meeting).

·    Te Hiku Community Board has $92,332 unallocated funding available for the 2020/21 financial year.  This includes $20,122 carried over from the 2019/20 financial year.



That Te Hiku Community Board approves the sum of $322 (plus GST if applicable) be paid from the Board’s Community Fund account to Mangonui Lions Club for costs towards the 2020 Mangonui Lions Fun Run to support the following Community Outcomes:

i)       Proud Vibrant Communities

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



1) Background

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

2) Discussion and Options

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

For each application, the Board has three options.

Option 1    Authorise funding for the full amount requested

Option 2    Authorise partial funding

Option 3    Decline funding

Reason for the recommendation

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


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 - Mangonui Lions Fun Run - A2989937  

Extraordinary Te Hiku Community Board Meeting Agenda

5 November 2020


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.


Extraordinary Te Hiku Community Board Meeting Agenda

5 November 2020


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Extraordinary Te Hiku Community Board Meeting Agenda

5 November 2020


7            Karakia Whakamutunga – Closing Prayer

8            Meeting Close