Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

9 December 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
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

9 December 2020

MINUTES OF
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 11 November 2020 AT 10:30am

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

IN ATTENDANCE: Member Laurie Byers (arrived at 11:11am)

STAFF PRESENT: Marlema Baker (Meeting Administrator), Casey Gannon (Meeting Administrator), Kathryn Trewin (Funding Advisor), Tanya Proctor (Manager – Infrastructure Program Delivery), Sandi Morris (Road Safety & Traffic Planning Engineer), Aram Goes (Manager - Maintenance & Operations).

1 Apologies and conflicts of Interest

Member Laurie Byers gave his apologies for late arrival.

2 Public Forum

· Shaun Reilly: Kaikohe Community meeting 20.10.20. 2-acre section available for Council to purchase.

· Kirsty Joiner representing Rawene Area Residents Association: Concerns traffic and pedestrian safety in Rawene.

· Trevor Jones – Road Naming Koutu Loop Road (Private Road).

· Charmaine Peri – requesting that the unsafe roads in Otaua be fixed.

· Murray Joy – Acknowledges local Police for reducing bike-riding on Lindvart Park.

3 Deputations

· Perry van Gaalen: Petition for Speedbumps on Hillcrest Road Kaikohe.

· Pani Hauraki: Representing Te Puna o Kupenuku Roopu regarding the Rawene Campus Lease.

Item of business Not On The Agenda which cannot be delayed - Te Puna o Kupenuku Access to Rawene Campus.

Resolution 2020/50

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board;

a) resolve to discuss this item of business not on the agenda which cannot be delayed for the following reasons:

I. This item was only received today.

II. Council has delayed the signing of the Lease by two months.

III. Te Puna o Kupenuku require immediate access to the buildings.

b) support Te Puna o Kupenuku being granted immediate access to the Rawene Campus site effect immediately.

Carried

Deputations continued

· Rob Pink: Rubbish dumping in Rawene. Rawene Junction display boats in a state of disrepair. Rawene Beach esplanade urgently needs replacement sand.

Meeting adjourned for lunch 11:54 am to 12:27 pm.

4 Speakers

Funding Applicants

· Rob Pink representing Hokianga Treks for Kids. Funding Application 6.6c refers.

· Graeme Kettle representing Te Tai Tokerau Timebank. Funding Application 6.6d refers.

· Cheryl Smith representing Kaikohe Rugby & Football Club. Funding Application 6.6a refers.

o Also verbally requested a further $500 on top of the amount specified in their funding application for grandstand water-blasting.

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A2984834, pages 10 - 10 refers.

Resolution 2020/51

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 7 October 2020 as a true and correct record.

Carried

6 Reports

6.1 Petition of Perry van Gaalen - Speedbumps on Hillcrest Road - Kaikohe.

Agenda item 7.1 document number A2991289, pages 16 - 17 refers.

Resolution 2020/52

Moved: Member Moko Tepania

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board;

a) request a report investigating options, including speed bumps, to reduce speed along Hillcrest Road in Kaikohe.

b) draft a letter of support for this petition to be sent to Mayor Carter.

Carried

Item of business Not On The Agenda which cannot be delayed - Rawene Road Safety

Resolution 2020/53

Moved: Member Louis Toorenburg

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board;

a) resolve to discuss this item of business not on the agenda which cannot be delayed for the following reasons:

I. this item was only received today; and

II. if this discussion and resolution is delayed until December there will not be any Council staff available to action the request before the year ends.

b) request that staff provide a report on road and speed safety in Rawene.

Carried

6.2 Setting of 2021 Meeting schedule

Agenda item 7.2 document number A2990793, pages 20 - 22 refers

Resolution 2020/54

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board adopt the following meeting dates:

· 3 February 2021

· 3 March 2021

· 7 April 2021

· 12 May 2021

· 2 June 2021

· 7 July 2021

· 4 August 2021

· 1 September 2021

· 6 October 2021

· 3 November 2021

· 8 December 2021

Carried

6.3 Road Naming - Peras Road Waima

Agenda item 7.3 document number A2926734, pages 23 - 25 refers.

Resolution 2020/55

Moved: Member Louis Toorenburg

Seconded: Member Moko Tepania

That the Kaikohe-Hokianga Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, recommends to Council the immediate renaming of a public road, Pera Road that is currently addressed at Peras Road Waima as per map (A2901303).

Carried

6.4 Road Naming - 594 Koutu Loop Road Opononi

Agenda item 7.4 document number A2936560, pages 34 - 35 refers.

Resolution 2020/56

Moved: Chairperson Mike Edmonds

Seconded: Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private road as Dune Rise that is currently addressed at 594 Koutu Loop Road Opononi, as per map (A2933712).

Carried

6.5 Kaikohe-Hokianga Statement of Community Board Fund Account as at 30 September 2020

Agenda item 7.5 document number A2976997, pages 50 - 51 refers.

Resolution 2020/57

Moved: Member Moko Tepania

Seconded: Member John Vujcich

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

Carried

6.6 Funding Applications

Agenda item 7.6 document number A2861930, pages 53 - 57 refers.

Motion

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 $xxx (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe Rugby and Sports Club for costs towards adjusting the lighting for the televised Mitre 10 Rugby Game at Lindvart Park in November 2020 to support the following Community Outcomes:

(i) Proud vibrant communities.

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

LEFT TO LIE

Motion

Moved: Member Emma Davis

Seconded: Member Moko Tepania

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $xxx (plus GST if applicable) to be paid from the Board’s Community Fund account to Ngapuhi Hokianga Ki te Raki Inc for costs towards Mangamuka Christmas in the Park 2020 to support the following Community Outcomes:

(i) Proud vibrant communities.

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

LEFT TO LIE

motion

Moved: Member Louis Toorenburg

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $xxx (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Treks 4 Kids for costs towards refreshing the display at the Rawene turnoff to support the following Community Outcomes:

(i) Proud vibrant communities.

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

LEFT TO LIE

motion

That the Kaikohe-Hokianga Community Board uplifts the report from the Far North Environment Centre that was left to lie on the table at the meeting in August 2020 and approves the sum of $xxx (plus GST if applicable) be paid from the Board’s Community Fund account to Far North Environment Centre for costs towards Te Tai Tokerau Timebank – Kohukohu and Kaikohe branches to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

Resolution to exclude the public

Resolution 2020/58

Moved: Chairperson Mike Edmonds

Seconded: Member Moko Tepania

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
6.6 – Funding Applications	s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

Motion to move out of closed meeting in to open meeting

Resolution 2020/59

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board moves out of closed meeting into open meeting.

Carried

6.6 Funding Applications continued

Resolution 2020/60

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 $3,972 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe Rugby and Sports Club for costs towards adjusting the lighting for the televised Mitre 10 Rugby Game at Lindvart Park in November 2020 to support the following Community Outcomes:

(i) Proud vibrant communities.

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

Carried

Resolution 2020/61

Moved: Member Emma Davis

Seconded: Member Moko Tepania

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $2,320 (plus GST if applicable) to be paid from the Board’s Community Fund account to Ngapuhi Hokianga Ki te Raki Inc for costs towards Mangamuka Christmas in the Park 2020 to support the following Community Outcomes:

(i) Proud vibrant communities.

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

Carried

Resolution 2020/62

Moved: Member Lois Toorenburg

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board, in considering the provisions of the Community Grant Policy authorise the sum of $3,400 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Treks 4 Kids for costs towards refreshing the display at the Rawene turnoff to support the following Community Outcomes:

(i) Proud vibrant communities.

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

Carried

Resolution 2020/63

Moved: Member Alan Hessell

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board uplifts the report from the Far North Environment Centre that was left to lie on the table at the meeting in August 2020 and approves the sum of $1,300 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North Environment Centre for costs towards Te Tai Tokerau Timebank – Kohukohu and Kaikohe branches to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

Carried

6.7 Project Funding Reports

Agenda item 7.7 document number A2861852, pages 86 - 87 refers.

Resolution 2020/64

Moved: Member Moko Tepania

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board note the project reports received from Rawene and Districts Community Development Inc.

Carried

6.8 Item of business Not On The Agenda which cannot be delayed - Te Puna o Kupenuku Access to Rawene Campus.

Resolution 2020/65

Moved: Chair Mike Edmonds

Seconded: Member John Vujcich

c) remove the sentence “The Board stipulates that the funding granted will not be released until the Memorandum of Understanding and Lease Agreement for the site are signed” from resolution 2020/48 in the minutes dated 7 October 2020. The reason for this is that there have been technical difficulties with the lease agreement and it is now not likely to be signed until after the Council meeting on December 10^th.2020.

Carried

7 Information Reports

7.1 Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 30 September 2020

Agenda item 8.1 document number A2981135, pages 109 - 110 refers.

Resolution 2020/66

Moved: Member Moko Tepania

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 30 September 2020.

Carried

7.2 Kaikohe/Hokianga Ward Halls Budget Information for 2020-21

Agenda item 8.2 document number A2984217, pages 112 - 112 refers.

Resolution 2020/67

Moved: Member Moko Tepania

Seconded: Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board receive the report Kaikohe/Hokianga Ward Halls Budget Information for 2020-21.

Carried

QUESTION related to item 7.2:

· Chair Edmonds asked whether “Renewals Funding” means a positive depreciation reserve or that we spent half a million more than was collected in depreciation?

8 Meeting Close

The Meeting closed at 1:47 pm.

The minutes of this meeting were confirmed at the Kaikohe-Hokianga Community Board Meeting held on 9 December 2020.

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CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

9 December 2020

6 Reports

6.1 Lease of Local Purpose (Education Facilities) Reserves, Rawene to Te Puna o Kupenuku.

File Number: A3001212

Author: Kay Meekings, Property Legalisaton Officer

Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management

Purpose of the Report

To seek the Community Board’s support to Far North District Council leasing the Rawene Campus to the community organisation Te Puna o Kupenuku under Section 61 Reserves Act 1977. The campus is sited on the local purpose (community facilities) reserve at 26 Nimmo Street East, Rawene. See Attachment 1.

Executive Summary

· The reserve comprises of sections 154 -156 and 159 – 166 Town of Rawene.

· The reserve is classified for educational purposes by NZ Gazette 1998-page 2905.

· The proposed lease is consistent with the reserve purpose.

· Section 61 provides for an administering body to lease a local purpose reserve to an incorporated society.

· Te Puna o Kupenuku (50021761) is an incorporated society.

· Council delegations require a supporting Council resolution for a lease not included in the LTP.

Recommendation

That the Kaikohe-Hokianga Community Board recommends the Far North District Council make the following resolution:

Pursuant to the Reserves Act 1977 the Far North District Council consents to a new lease over the local purpose (educational facilities) reserve (Sections 154 - 156 and 159 - 166 Town of Rawene Block XIV Mangamuka Survey District) to Te Puna o Kupenuku subject to the following conditions:

i) Rental - $1 plus GST

ii) Term of lease - 3 years

iii) Right of Renewal - 3 years

iv) Rent Review - On renewal

v) Authorise the General Manager Infrastructure and Assets Management to negotiate and agree the final terms and conditions of the lease.

1) Background

This local purpose reserve was originally part of the Rawene Domain (recreation reserve). It has undergone changes to its purpose over the years having been classified as a local purpose (site for nursery) reserve in January 1981 and a reclassification in August 1998 to local purpose (educational facilities) reserve.

The reserve is vested in Council and in accordance with Section 61 Reserves Act 1977. Council has the power to lease the reserve for its stated purpose requiring neither public consultation nor the Minister’s consent. The term of the proposed lease is three years with one renewal term of three years i.e.3 plus 3.

The Rawene Campus site has not been occupied since Northland Polytechnic withdrew from the premises in 2019. Council as the administering body and lessor of the vacated site became the owners of all assets remaining on site.

The Hokianga Community Education Trust along with community groups within the wider Hokianga area have amalgamated to form Te Puna o Kupenuku to represent the education and training needs of the people of the Hokianga. The Council accepted Rawene Community Plan records community education as a key action for three out of the five goals set out in the Community Plan.

Since its inception Te Puna o Kupenuku have been in negotiation with Council to use the Rawene Campus for community education. On 13 November 2020 a Memorandum of Understanding was put in place to formalise the relationship between both parties and outline the intent to work together for the next three years. See Attachment 3.

In the past months Council has engaged professionals to assess the site to progress bringing the facility up to a standard where it can be used by the public in a safe and sound manner. Some parts of the campus will remain substandard until funding becomes available to upgrade them. These parts will not be able to be used by Te Puna o Kupenuku. The Lease document will reflect this situation recording those parts that are out of bounds due to health and safety concerns.

2) Discussion and Options

Rental:

Councils Charges and Fees Policy sets the following costs for providing a new lease to a community group • Rental: $108 annually • Processing Charge: $434.00

It is understood during a meeting between Council representatives and TPoK, held on Friday 13th December 2019, Rawene Service Centre, Mayor Carter verbally confirmed to Ipu Absolum Council would lease the Campus for a $1.00 per annum rental. A written record has not been located.

Notes from a meeting between Council representatives, Haigh Workman and TPoK, held on 31 August 2020 at the Rawene Campus site, records the rental to be set at $1.00 per annum. See Attachment 2.

Lease Document:

Council Delegation: Chief Executive to Senior Leadership Team: Note 1: Deeds are required to be signed by two (2) Councillors, and long-term leases (longer than 1 year) not included in the LTP require a supporting resolution of Council.

While the final lease will be signed by two Councillors the Resolution seeks authorisation for the General Manager Infrastructure and Assets Management to negotiate and agree the final terms and conditions of the lease. The terms and conditions will reflect the remedial work required to be completed and record the areas unsuitable for use due to public safety concerns.

Option 1: Enter into a lease agreement for land and buildings for a 3-year term with a 3 year right of renewal for $1.00 per annum and no Council administration processing fee being invoiced.

Option 2: Enter into a lease agreement for land and buildings for a 3-year term with a 3 year right of renewal for $100.00 per annum and a Council administration processing fee of $434 being invoiced.

Option 3: The lease is not to be progressed.

Reason for the recommendation

Section 61 The Reserves Act 1977 allows Council as the administering body to lease a local purpose reserve to an incorporated society. The proposed lease is consistent with the reserve purpose.

3) Financial Implications and Budgetary Provision

Council as the asset owner will need to put in place and finance a maintenance and renewal programme of works to maintain the land and buildings into the future. Council as the asset owner is responsible for the structural integrity of the buildings and the safety of the building users.

Te Puna o Kupenuku as an incorporated society made up of community representatives will have access to alternative funding streams once a lease is in place. Te Puna o Kupenuku are to be responsible for repairing and maintaining the buildings up to the required standard based on the building condition assessment / structural engineers report/s, maintaining the grounds, paying water rates, power bills, internet bills, security services and any other services provided to the campus. Te Puna o Kupenuku have recently received funding form the Kaikohe-Hokianga Community Board to enable clean up works on the campus and purchase furnishings for the buildings. They have also gained funding from Foundation North formerly known as ASB Community Trust.

Attachments

1. Lease of LP (education facilities) Reserve, Rawene - Map of Lease Area - A3002618 ⇩

2. Rawene Campus Meeting 31 August 2020 Meeting Notes - A3019846 ⇩

3. MoU for Rawene Campus (signed both parties) FNDC and TPoK - A3019989 ⇩

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.	The Reserves Act 1977 allows for Council to lease a local purpose reserve to an incorporated society. Rawene Community Plan records community education as a key action to achieving the goals of the Plan.
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.	The lease proposal is relevant to the wider Hokianga community. The Kaikohe - Hokianga Community Board and have been in discussion with Te Puna o Kupenuku for many months. The Community Board have recently provided a community grant to Te Puna o Kupenuku to prepare the site for the proposed lease.
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.	The Hapu of the Hokianga have representation in Te Puna o Kupenuku. Te Reo, Tikanga and traditional crafts will be an important part of educational programming.
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.	All communities of the Hokianga will have access to an educational facility.
State the financial implications and where budgetary provisions have been made to support this decision.	A nominal rent for the land of $1.00 per annum is proposed.
Chief Financial Officer review.	Chief Financial Officer review as part of the authorisation process.

Kaikohe-Hokianga Community Board Meeting Agenda

9 December 2020

6.2 Opononi Toilet Location

File Number: A3019397

Author: Tanya Proctor, Manager – Infrastructure Programme Delivery (Acting)

Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management

Purpose of the Report

To seek approval for the proposed location of a new public toilet and associated increased operational costs in accordance with the Kaikohe-Hokianga Community Board delegations.

Executive Summary

· The proposed location of the toilets

· The increased operational costs for additional toilets

Recommendation

That the Kaikohe-Hokianga Community Board;

a) approve the location of the toilet and

b) approve the increased operational expenditure for the servicing of the new toilets.

1) Background

Council applied and was successful in obtaining Tourism Infrastructure Funding (TIF) for additional toilet facilities at Opononi, Haruru Falls, Waitangi Boat Ramp, Mitimiti and Waitangi Mountain Bike Trail. The need for these facilities is identified with an increase of approximately 10% each year.

These project locations represent the highest priority projects that will add value to the tourism offering of the Far North District and identified as providing the best fit with strategic aims and objectives of the TIF and provides additional facilities required from tourism.

The toilets have been requested by the community to cater for tourism and agreed by Council. The budget was originally in the 18/19 Annual Plan with delays due to engagement, lease agreements and Covid resulting in the funds being carried forward to the current financial year.

In accordance with Council’s Procurement Policy, the work was procured via an open tender process with the contract awarded to a local construction company in November.

Public toilets are within the Community Boards delegations.

2) Discussion and Options

Engagement with both hapū and the wider community was carried out and several locations were considered. A meeting in May 2019 at Te Whakarongotai Marae was well attended and the location discussed.

A further public meeting on 12 June 2019 held by the Omapere/Opononi Ratepayer & Residents Association (OORRA). The location options of the new toilet were voted on and the preferred location is as proposed.

Other locations of adjacent to the Toi Box and below the upper carpark were excluded due to proximity to a notable tree and the loss of the car parks respectively.

The final location is within the water and wastewater area of benefit to connect to both services. There are no issues with any other legislation or policies and the proposal is of benefit to the community and users.

The external finish will be further discussed and agreed to as the building nears completion.

Reason for the recommendation

The proposed location is within an existing car parking facility which services a café, the I-site and the 4 Square. This location will alleviate the pressure off local businesses who shoulder the burden of the tourist buses and beach goers at present. The site is off the road and in an open space offering both a safe and secure location.

3) Financial Implications and Budgetary Provision

In accordance with the Annual Plan the budget for this project is $266,000.

	Estimated Total Annual Cost
Servicing two pan toilet block	$5,100.00
Consumables	$ 900.00
Repairs and Maintenance	$2,000.00
Water Supply	$ 600.00
	$9,100.00

Cleaning is based on the Community and Town Maintenance Contract 05/15/001 specifications, the proposed toilet will be serviced daily.

Attachments

Nil

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	The location of the toilets has a low degree of significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Type here
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.	A decision is not required for any other Community Board than the Kaikohe-Hokianga Board. The location is within the delegations of this board.
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.	Engagement has been carried out as noted in this report. Concerns have been raised by a few regarding the discharge to the reticulated sewage system however the alternative of not providing sufficient toilets increases the risk of defecation in public.
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).	Two of the three pans have accessible facilities.
State the financial implications and where budgetary provisions have been made to support this decision.	The funding is in FY20/21 and sufficient budget is available for the construction of the toilets.
Chief Financial Officer review.	Type here

Kaikohe-Hokianga Community Board Meeting Agenda

9 December 2020

1) Background

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

2) Discussion and Options

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
a) Kaikohe Business Association	updated town/cycle trail signage	$4,750 (62%)	$4,750 (62%)	While this application is for slightly more than 50% of the total costs, this application is made on behalf of the Business Association and is aimed at increasing economic contributions from visitors to the area, particularly those using the cycle trail.	(i) Proud vibrant communities. (ii) Communities that are healthy, safe, connected and sustainable.	Infrastructure
b) Okaihau Bowling Club	Okaihau Bowling Club renovations and repairs	$7,350 (50%)	$7,350 (50%)	The Okaihau Bowling Club is coming out of a recession and looking to revitalise their facilities. They have members able to do the work and make the club rooms more appropriate for the use the community has indicated they need.	(i) Proud vibrant communities. (ii) Communities that are healthy, safe, connected and sustainable.	Infrastructure
c) Wekaweka Valley Community Trust	sports equipment for community use	$4,855 (19%)	$1,000 (4%)	It is noted that the Trust has made their contribution completely in volunteer time and has no financial contribution noted. The applicant has been asked if it is possible to source items within the district, and if so, to provide quotes for same.	(i) Proud vibrant communities. (ii) Communities that are healthy, safe, connected and sustainable.	Community Development
d) Heritage New Zealand	181^st Commemorations of signing of Te Tiriti at Mangungu Mission	$3,230 (25%)	$3,230 (25%)	This is the first application made by this organisation for assistance for this event. (They would have applied for the Events Funding if it were still available.) While some funding has been received from the national office, this event is primarily being funded by the local office and they are asking for assistance as this is a local event. This is supported by the local community and marae, and Heritage NZ are making the application as the umbrella for all groups involved.	(i) Proud vibrant communities. (ii) Communities that are healthy, safe, connected and sustainable.	Event

Kaikohe-Hokianga Community Board Meeting Agenda

9 December 2020

Assessment of Applications

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

For each application, the Board has three options.

Option 1 Authorise funding for the full amount requested.

Option 2 Authorise partial funding.

Option 3 Decline funding.

Reason for the recommendation

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

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 - Application - Kaikohe Business Assc - Signage for cycle trail - A3010537 ⇩

2. KHCB - Application - Okaihau Bowling Club - A3010547 ⇩

3. KHCB - Application - Wekaweka Valley Community Trust - A3010546 ⇩

4. KHCB - Application - Heritage New Zealand - A3023133 ⇩

Compliance schedule:

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

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

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

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

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

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

Kaikohe-Hokianga Community Board Meeting Agenda

9 December 2020

6.5 Project Funding Reports

File Number: A2861854

Author: Kathryn Trewin, Funding Advisor

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

Purpose of the Report

Recipients of funds from the Community Board’s Local Grant Fund must complete and submit a project report no later than two months after the completion of their project.

Recommendation

That the Kaikohe-Hokianga Community Board note the project reports received from:

a) Rawene Community Hall Management Committee

b) Wekaweka Valley Community Trust

1) Background

Clause 15 of the Community Grant Policy states that: “At the completion of a project that received community funding, recipients are required to complete a Project Report. These reports must be received no later than two months after the completion of the project, or, if the activity is ongoing, within two months of the funding being spent. Recipients who do not complete this form are ineligible for Council funding for a period of five years.”

2) Discussion and Options

Copies of the project reports are attached for the Board’s information. Should Board members have concerns or issues with these reports, these should be discussed at this part of the meeting.

Reason for the recommendation

To receive the project reports from funding applicants in accordance with the Community Grant Policy.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Attachments

1. KHCB - Project Report - Rawene Community Hall Management Committee - A3010006 ⇩

2. KHCB - Project Report - Wekaweka Valley Community Trust - A3010007 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This 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.	It is the responsibility of each Community Board to confirm the funding that they allocated has been spent correctly.
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 the project reports. Any implications on Māori arising from matters included in project reports 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 (for example – youth, the aged and those with disabilities.	This report is asking for the project reports to be approved, 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.
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
· Plus uncommitted funds from 2019-20 carried forward	$59,550.00
· Less funds granted and uplifted to 31 October 2020	$45,539.00
· Less funds not uplifted from 05 August 2020 for Okaihau Bowling Club and Life Education Trust	$5,005.00
· Less funds not uplifted from 07 October 2020 for Kaikohe Business Association, Te Puna o Kupenuku Inc, and Maihi Memorial Charitable Trust	$20,791.00
Community Fund Account balance as at 31 October 2020	$104,117.00