Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

2 March 2021

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 Māori.

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

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

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

a) Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a. the disposal and purchase of land

b. proposals to acquire or dispose of reserves

c. representation reviews

d. development of new maritime facilities

e. community development plans and structure plans

f. removal and protection of trees

g. local economic development initiatives

h. changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc.)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Adele Gardner	N/A - FNDC Honorarium
	Te Hiku Education Trust	Trustee
	Te Ahu Charitable Trust	Trustee
	ST Johns Kaitaia Branch	Trustee/ Committee Member
	Te Hiku Sports Hub
	I know many FNDC staff members as I was an FNDC staff member from 1994-2008.
Partner of Adele Gardner	N/A as Retired
Darren Axe	Wharf Warden at Far North Holding Limited	Council Controlled organisation
Sheryl Bainbridge	Ex-employee of Far North District Council			There should be no conflict of interest if we are all heading in the same direction
Sheryl Bainbridge	Property in Coopers Beach
Jaqi Brown	Te Hiku Navigation	Manager
	Whangape Marae	Māori Land Owner Trustee over Whangape School and marae		Will manage any potential interests/conflicts and it arises
	Te Rawawa Rugby Club Committee	TRRC Lease Ahipara Domain from FNDC		Will manage any potential interests/conflicts and it arises
	Property in Ahipara
John Stewart	Printing.com Kaitaia	Managing Director	Produces some work for FNDC	Step aside for any decisions at the time
	Zenstone N.Z Limited	Managing Director	N/A	N.A
	90 Mile Snapper Bonanza Limited	Shareholder / Organiser	May apply for event funding from FNDC	Step aside for any decisions at the time
	Property in Whatuwhiwhi and Kaitaia			Step aside for any decisions at the time
John Stewart – Partner	Printing.com Kaitaia
John Stewart – Partner	Property in Whatuwhiwhi and Kaitaia			Step aside for any decisions at the time
Felicity Foy	Shareholder - Northland Planning & Development 2020	A planning and development consultancy that is based in the Far North and have two employees. Property owner of Commerce Street, Kaitaia.		I will abstain from any debate and voting on proposed plan change items for the Far North District Plan.
				I will declare a conflict of interest with any planning matters that relate to resource consent processing, and the management of the resource consents planning team.
				I will not enter into any contracts with Council for over $25,000 per year. I have previously contracted to Council to process resource consents as consultant planner.
	Flick Trustee Ltd	I am the director of this company that is the company trustee of Flick Family Trust that owns properties Seaview Road – Cable Bay, and Allen Bell Drive - Kaitaia.
	Elbury Holdings Limited	This company is directed by my parents Fiona and Kevin King.	This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight, and Allen Bell Drive.
	Foy Farms Partnership	Owner and partner in Foy Farms - a farm on Church Road, Kaingaroa
	Foy Farms Rentals	Owner and rental manager of Foy Farms Rentals for 7 dwellings on Church Road, Kaingaroa and 2 dwellings on Allen Bell Drive, Kaitaia, and 1 property on North Road, Kaitaia, one title contains a cell phone tower.
	King Family Trust	This trust owns several titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane.	These trusts own properties in the Far North.
	Previous employment at FNDC 2007-16	I consider the staff members at FNDC to be my friends
	Shareholder of Coastline Plumbing NZ Limited
Partner Felicity Foy	Director of Coastline Plumbing NZ Limited
Partner Felicity Foy	Friends with some FNDC employees

Te Hiku Community Board Meeting Agenda

2 March 2021

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

File Number: A3052772

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

The minutes are attached to allow the Te Hiku Community Board to confirm that the minutes are a true and correct record of the previous meetings.

Recommendation

That the Te Hiku Community Board agrees that the minutes of the meeting held 26 January 2021 be confirmed as a true and correct record.

1) Background

Local Government Act 2002 Schedule 7 Section 28 states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.

2) Discussion and Options

The minutes of the meetings are attached.

The Te Hiku Community Board Standing Orders Section 27.3 states that no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Reason for the recommendation

The reason for the recommendation is to confirm the minutes as a true and correct record of the previous meetings.

3) Financial Implications and Budgetary Provision

There are no financial implications or the need for budgetary provision.

Attachments

1. 2021-01-26 Te Hiku Community Board Unconfirmed Minutes - A3066960 ⇩

Compliance schedule:

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

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	This report complies with the Local Government Act 2002 Schedule 7 Section 28.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	This report is asking for the minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision arising from this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

2 March 2021

MINUTES OF Te Hiku Community Board Meeting
HELD AT THE Conference Room, Te Ahu, Cnr Matthews Road and South Road, KaitaiaON Tuesday, 26 January 2021 AT 10:00 am

PRESENT: Chairperson Adele Gardner, Member Jaqi Brown, Member Darren Axe, Member Sheryl Bainbridge, Member John Stewart, Member William (Bill) Subritzky

1 Karakia Timatanga – Opening Prayer

Member Jaqi Brown opened the meeting with a Karakia/Prayer.

2 Apologies and conflicts of Interest

Nil

3 Public Forum

· Melanie Chandler-Winter, representing Creative Northland updated the Board of the changes and work that Creative Northland are undertaking in Arts and Culture in the Te Hiku Community Board area.

· Julie Gordon from Pukenui spoke about roadside fire at Monkey Point and the request to reduce the fire risk in this area by clearing the site of dry matter, creating a landscape plan and then maintenance of the area.

Attachments tabled at meeting

1 Tabled Document - Julie Gordon speaking notes on Monkey Point, Pukenui

4 Deputations

Nil

5 Speakers

· Brian Bellingham and Tracey Mold spoke on behalf of Houhora Big Game and Sports Fishing Club, in regards to Item 7.2 – Funding Applications.

· Joan Fletcher spoke on behalf of Houhora Bowls and Sports Club, in regards to Item 7.2 – Funding Applications.

· John Paitai spoke on behalf of Saint Clements Anglican Māori Church, in regards to Item 7.2 – Funding Applications.

Attachments tabled at meeting

1 Tabled Document - Houhora Big Game and Sport Fishing Club INC - Funding Application

The meeting was adjourned from 11.13 am to 11.31 am.

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A3052763, pages 12 - 25 refers

Resolution 2021/1

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That the Te Hiku Community Board:

a) agrees that the minutes of the meeting held 17 November 2020 be confirmed as a true and correct record.

b) agrees that the minutes of the Extraordinary meeting held 08 December 2020 be confirmed as a true and correct record.

Carried

7 Reports

7.1 Chairperson and Member Reports

Agenda item 7.1 document number A3052848, pages 26 - 33 refers

Resolution 2021/2

Moved: Member Darren Axe

Seconded: Member John Stewart

That the Te Hiku Community Board note the reports from Chairperson Gardner and Members Axe and Bainbridge.

Carried

At 12:15 pm, Member Jaqi Brown left the meeting. At 12:17 pm, Member Jaqi Brown returned to the meeting.

7.2 Funding Applications

Agenda item 7.2 document number A3055176, pages 34 - 37 refers

motion

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

RESOLUTION 2021/3

Moved: Member Darren Axe

Seconded: Member John Stewart

That Te Hiku Community Board approves the sum of $20,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Houhora Big Game and Sport Fishing Club for costs towards wharf repairs to support the following Community Outcomes:

i) Proud Vibrant Communities

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

RESOLUTION 2021/4

Moved: Member Darren Axe

Seconded: Member Jaqi Brown

That Te Hiku Community Board approves the sum of $4,485 (plus GST if applicable) be paid from the Board’s Community Fund account to Houhora Bowls and Sports Club for costs towards greenkeeper accommodation repairs to support the following Community Outcomes:

i) Proud Vibrant Communities

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

CARRIED

RESOLUTION 2021/5

Moved: Member Sheryl Bainbridge

Seconded: Member Jaqi Brown

That Te Hiku Community Board approves the sum of $20,000 (plus GST if applicable) be paid from the Board’s Community Fund account to St Clements Anglican Māori Church Ahipara for costs towards church repairs to support the following Community Outcomes:

i) Proud Vibrant Communities

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

CARRIED

8 Information Reports

8.1 Te Hiku Hall Budget Information for 2020/2021

Agenda item 8.1 document number A3016643, pages 60 - 61 refers

Resolution 2021/6

Moved: Member Jaqi Brown

Seconded: Member William Subritzky

That the Te Hiku Community Board

a) agree to uplift the item left to lie on the table ‘Te Hiku Hall Budget Information for 2020/2021’.

b) receive the report Te Hiku Hall Budget Information for 2020/2021.

Carried

The meeting was adjourned from 12.35 pm to 12.51 pm.

At 12:47 pm, Member John Stewart left the meeting.

9 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2021/7

Moved: Chairperson Adele Gardner

Seconded: Member Jaqi Brown

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

9.1 - Update on the Procurement of the 2020/2021 New Footpaths Programme in the Te Hiku Ward

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

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

10 confirmation of information and decisions to be released in public

Resolution 2021/4

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That the Te Hiku Community Board confirms that the decisions contained in the part of the meeting held with public excluded can be restated in public meeting.

9.1 Update on the Procurement of the 2020/2021 New Footpaths Programme in the Te Hiku Ward

Resolution 2021/5

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That the Te Hiku Community Board

a) receive the report Update on the Procurement of the 2020/2021 New Footpaths Programme in the Te Hiku Ward.

b) endorse the recommended adjustment to the programme to ensure it remains within approved budgets.

CARRIED

In Favour: Crs Adele Gardner, Jaqi Brown, Darren Axe and William Subritzky

Against: Cr Sheryl Bainbridge

RESOLUTION 2021/6

Moved: Member Sheryl Bainbridge

Seconded: Member Darren Axe

That the Te Hiku Community Board

a) request that Mill Bay Road from Rangikapti Road to Beach Road be added to the Footpaths Matrix,

b) request that Cable Bay Block Road, Cable Bay, be added to the Footpaths Matrix due to pedestrian safety and to be considered as part of Northland Transport Alliance funding,

c) request that an update be provided to the Te Hiku Community Board during an ordinary meeting.

Carried

Carried

11 Karakia Whakamutunga – Closing Prayer

12 Meeting Close

The meeting closed at 1.28 PM.

The minutes of this meeting will be confirmed at the Te Hiku Community Board Meeting held on 2 March 2021.

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

CHAIRPERSON

Te Hiku Community Board Meeting Agenda

2 March 2021

7 Reports

7.1 Chairperson and Member Reports

File Number: A3052853

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

The reason for the recommendation is to note the reports from the Chairperson and Members. The reports provide feedback to the community on matters of interest or concern to the Community Board and how the Community Board has communicated with community organisations and special interest groups within the community.

Recommendation

That the Te Hiku Community Board:

a) note the reports from Chairperson Gardner and Members Axe, Bainbridge and Subritzky.

b) request that Cable Bay Block Road be added to Te Hiku Community Board Footpaths Programme/Matrix for consideration in 2021/2022.

c) request that pedestrian safety is added to the Footpaths Programme/Matrix as a weighting criteria.

1) Background

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

2) Discussion and Options

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

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

The reports from the Chairperson and Members are attached.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. Chairperson Gardners Report to February 2021 - A3083435 ⇩

2. Members Axe Report January 2021 - February 2021 - A3088590 ⇩

3. Member Bainbridges Report to March 2021 - A3083388 ⇩

4. Member Subritzky Report October 2020 - January 2021 - A3085218 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Not applicable.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Not applicable.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This is a Community Board report.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Not applicable.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Yes.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

2 March 2021

COMMUNITY BOARD MEMBERS REPORT

Report to Community Board: Te Hiku

Members Name: Bill Subritzky

Subdivision: Whatuwhiwhi/Awanui

Date: 14/02/21

REPORT

1) Meetings/Functions

28/10/2020 Lake Ohia hall meeting

30/10/2020 Tehiku Ward Tour

4/11/2020 Awanui Progressive @ Ratepayers meeting

11/11/2020 Lake Ohia meeting

17/11/2020 Haititai Marangai Marae meeting

17/11/2020 Whatuwhiwhi Ratepayers meeting

18/11/2020 Kaiangaroa Hall meeting

19/11/2020 Tehiku Ward Tour

2/12/2020 Awanui Progressive @ ratepayers meeting

8/12/2020 Combined Community board meeting, Kaikohe

15/12/2020 Combined Community Board workshop, Kaikohe

2/01/2021 Rangiputu Ratepayers AGM

18/01/2021 Meetig Doc Kaitaia

27/01/2021 Meeting Whatuwhiwhi Fire Brigade

28/01/2021 Kaikohe ward meeting

2)Issues -

1 Lake Ohia Committee aware of the obligation to submit a 6-month report

2 Haititai marae introductions. Issues include current sewage management and possible risk to eco systems and possibility of linking to FNDC sewage. Dust levels directly outside the marae also a problem. I will need to see if FNDC has a policy relating to sealing of Marae frontages.

3 Linked Kaiangaroa to community service workers to carry out hall weeding and general grounds work. Work complete.

4 Rangiputa AGM introduction. Followed by meeting with DOC representative 18/1 to review aspects or the Puheke car park. Informed that meetings are pending in 2021 with all stakeholders to clarify overall development in this area. Reported this to Rangiputa committee

5 Meeting with Fire Brigade staff at Whatuwhiwhi to review reporting and the growing fire risk on the pennisula. A further meeting of those present will be held to develop a management plan for the area

6 Awanui Progressive @ ratepayers would like to know how to access the funds of approximately $33000 which was specifically allocated to Awanui township as the society is investigating the installation of CCTV for the town

A meeting with Tehiku roading staff is scheduled for Monday 15/2 to review issues related to RFS submitted.

3)Resource Consents: 0

4)Request for Service:

RFS 4043537 To clear road side tree cutting left by contractors Paparore Rd

RFS 4043034 Inspect public toilets in the reserve/park as the alarm is constantly activating and causing a nuisance with local residence and business.

RFS 4046319 Arawhata road Kaingaroa.Request by residents to water road (same mix that was used before as this was very effective) The road has many roadside houses and the combination of day to day traffic and users of the wharf at the end of the road are creating a dust problem .

RFS4046321 Residents on Tokerau beach road have requested judder bars along this stretch of road to control the rising speed of vehicles

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
Kaitaia Sport and Leisure Trust	Community Boxing tournament	$2,753 (5%)	$2,753 (5%)	This is an annual boxing tournament that is well supported by the local community and engages young people.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Event
Paula Matthews	Planting of Pohutukawa trees at Pukenui	$862.50 (68%)	$862.50 (68%)	The original trees were cut down due to storm damage. The applicant is seeking funding to replace the trees. This would be an out of policy decision, as the applicant is seeking more than 50% funding from the Board. The applicant has been unable to secure funding from other sources, but has support from her local community.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Community Development

Te Hiku Community Board Meeting Agenda

2 March 2021

7.4 Project Funding Reports

File Number: A3085762

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 Te Hiku Community Board note the project reports received from:

a) Coopers Beach Christian Youth Camp

b) Far North Safer Community Council (Footpath marking project)

c) Northland Area Floral Art

d) Takahue Hall Society Inc

e) Te Tuhua ki Aotearoa Charitable Trust

f) Mangonui Lions (Fun Run)

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. Project Report - Coopers Beach Christian Youth Camp - A3087911 ⇩

2. Project Report - Far North Safer Community Council - Footpath Markings Kaitaia - A3087920 ⇩

3. Project Report - Northland Area Floral Art Designer of the Year - A3087917 ⇩

4. Project Report - Takahue Hall Society Inc - A3087914 ⇩

5. Project Report - Te Tuhua ki Aotearoa Charitable Trust - A3087913 ⇩

6. Project Report -Mangonui Lions Club - Fun Run - A3087912 ⇩

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.

Te Hiku Community Board Meeting Agenda

2 March 2021

8.2 Community and Customer Services Report 1 July - 31 December 2020

File Number: A3082197

Author: Chris Pigott, Manager - Libraries and Museums

Authoriser: Dean Myburgh, General Manager - District Services

Purpose of the Report

The purpose of the report is to provide information to Te Hiku Community Board for the community and customer service activities.

Executive Summary

This is an information only report and provided by way of an update to Community Boards.

Recommendation

That Te Hiku Community Board receive the report Community and Customer Services Report 1 July - 31 December 2020.

Background

Statistical information in relation to the Community and Customer Services Department (District Services Group) is provided to Te Hiku Community Board to provide an overview of activity and performance for the months of July to the end of December 2020 for Te Hiku area.

Discussion and Next Steps

Contact Centre

Customer interactions district wide for the 6 months ending December 2020 totalled 83,230 (which was less than the same 6 months in the previous year at 90,413.) These interactions included Phone calls: 42,930, Ask Us emails: 9,649, Requests for Service: 13,518, Booking Building Inspections: 2,915.

In comparison to the previous year, incoming calls are holding at a similar number.

· Incoming emails (AskUs Emails) overall are decreasing compared to the same period last year which may reflect a change in customers preferred channel in which to contact council.

· Customers use of the Afterhours phone service has shown an overall increase.

· District wide the top two issues that customers contacted Council about were Rates: 17,899 (including payments, account balances and direct debits) and Building: 12,054 (including booking Building inspections).

Service Centre

For the last six months the financial interactions at the Te Ahu service centre are declining, aligning with the overall district as more customers are entering into Rates Easy Pay arrangements and direct debit payments.

Building Inspections are maintaining similar numbers to the same time last year.

The results from the Customer Experience Programme indicates that the service centres district wide are consistently high functioning and meeting the needs of customers. The staff are engaged with customers and strive to deliver the best service possible.

Kaitaia Library

The range of programmes available to the public grew in the second half of 2020. New programmes included Lego Club, Robot Fridays, Tamariki Tune Time and Digital Help. Aimed at children community attendance has been high, although it has proved more difficult to attract an audience for Tamariki Tune Time, aimed at babies and their parents.

The library team helped facilitate a full day of community musicians to support the IO festival in Te Ahu in early December. Attendance for the session was high, both in person and virtually.

The Summer Reading Programme for local students has had high uptake. This year’s challenge included book-based tasks, but also asked participants to complete actions out in the community and around the district.

Outreach Service

The library outreach service has grown effectively during the second half of 2020. A monthly pop-up library has been established at Opononi Hall, a number of visits were made to kura, kohanga and schools across the district. Over the holiday period, three successful sessions in partnership with DOC were held for children staying on Urupukapuka Island. Attendees had the opportunity to engage with library books, crafts and virtual reality.

In the new year, the outreach librarian will be supporting provision of Skinny Jump internet modems into FNDC-managed Housing for Elderly facilities. These modems are free, and customers can then top up data under a low cost model provided by the Spark Foundation.

Other Library News

New online databases have been added to the library package of eResources. Made possible in part by National Library fee waivers post-Covid, new sites include Press Reader (Local and international magazines and Newspapers), Beamafilm (independent films and documentaries) and EBSCO (academic databases). Customer uptake has been high, especially with Press Reader. The library has also added Niche Academy, an online help dataset, that provides video on how to get started with digital tools and resources.

National Library funding also enabled the appointment of a Services for Māori Specialist to our library team. This role has been filled and will begin in late January. Another funded role, Digital Programmes Specialist, has yet to be filled and will be re-advertised.

A project to bring customer self-check units into our libraries is currently underway. There are some compatibility issues with FNDC IT systems to manage before this project moves forwards, but the hope is to begin work this financial year.

Another project to enable collections work to be outsourced to a book supplier has been completed. Work will get underway at the start of the next financial year. It will result in cataloguing being done off-site and books arriving in our libraries shelf-ready. This will enable staff currently engaged in collections work to focus on future projects and increased levels of programming and services.

Museum@Te Ahu

The museum ran a second successful IO festival at Te Ahu. The festival included speakers from around the world, local and national artists and musicians, and a market that ran in the stall. Held over two days, the festival attracted hundreds of attendees and was a platform for a range of discourse and cultural awareness.

In November, museum staff held a strategic workshop to gather input into future directions of the site. The workshop was attended by a range of community, cultural sector and council stakeholders. The draft strategy that is the outcome of this work and prior research will be made available for public consultation from late January 2021.

Kaitaia (Far North) i-SITE

Visitor numbers to the region have dropped significantly due to COVID-19 and the decrease in international visitors.

Retail sales have generally been good with strong local support. Again, due to visitor numbers, sales are down. Fridge magnets have been good sellers with 90 Mile Beach and Cape Reinga being the most popular.

Generally, there is a lack of accommodation and product inventory in Kaitaia with many accommodation providers now providing emergency accommodation through arrangements with the Ministry of Social Development. The lack of product was compounded with tours only departing on certain days and subject to numbers.

Continued processing of Council payments etc and Kaitaia i-SITE is assisting Environmental Services in processing dog registrations.

Department of Conservation enquiries have been strong but DoC have advised their camps to date have been 10-20% lighter than usual.

Intercity bookings have been steady over these six months with customers frustrated that travel to/from Kaitaia is only every second day.

There have been a lot of domestic travellers with Te Araroa walkers calling in for information.

Events on Council Reserves and other Council Managed Spaces

Permits are issued to applicants for the use of Councils open spaces for many kinds of activities such as weddings, family picnics, sporting events, circuses, fairs and large community events.

From July to the end of December, 29 events were successfully held across the district.

Unfortunately, 5 scheduled events were cancelled because of the COVID-19 pandemic moved to Level 2 in August. This included the much-anticipated tours by The Great Moscow Circus and the Royal New Zealand Navy Band.

Cemeteries - Sexton Services

In Te Hiku area Council manages the Kaitaia public cemetery on Pukepoto Road and the Totara North public cemetery on Totara North School Road under the legislation of the Burial and Cremation Act 1964 and Far North District Council By-Law 1401-1442.

Plans are actively in place for the management the Council run cemeteries during the COVID-19 pandemic. The reservation of plots for use future use has not been allowed during the pandemic. All plots are available for immediate use only.

At the time of writing this report New Zealand is at COVID-19 Level 1, but this can change at any time. When the pandemic is declared over there will be a return to normal practices.

There were 9 full burials and 4 ash burials and the Northern Ward from the 1^st July 2020 to 31 December 2020.

The number of cemetery enquiries have followed the normal trend of dropping in numbers in the second half the year.

Takahue Public Cemetery - Obituary

It is with great sadness that we have to report the passing of Mabel Rickit the leading member of the Takahue Public Cemetery Committee.

Mrs Rickit began her service to the Takahue Public Cemetery in 1964 supporting her late husband George Rickit when he became the kaitiaki/groundsman, maintenance officer and go-to person for the cemetery. When George Rickit passed away in 1983 Mabel took over his role until her own passing in March 2020.

The tireless work, effort and time put in by Mrs Rickit and by her husband before her, has ensured the Takahue Public Cemetery remains open and operational to this day.

Mabel Rickit is one of our unsung heroes and her passing cannot go by without recognising and honouring her service to the district and the Takahue community.

She will be greatly missed. Rest in peace.

Housing for the Elderly

Council owns and rents out 147 Housing for the Elderly units and bedsits overall. In Te Hiku there are Villages at:

During the period 1 July – 31 December 2020, four tenancies ended (1 x Oxford St and 3 x Puckey Avenue) and two tenacies began (2 x Puckey Avenue) in Te Hiku. There are currently 5 vacancies in Te Hiku, (2 x Awanui, 1 x Puckey and 2 x Oxford Street), 3 of these are under going refurbishment with the District Facilities team and 1 is ready for a new tenant soon after the New Year and 1 is in the process of being handed to the District Facilities team for refurbishment.

There is continued focus around the Healthy Homes regulations that are set to take effect on 1 July 2021. Units require heating, ventilation and extraction methods to be installed in the next 12 months to comply with the regulations. With insulation already completed, heating will be installed next.

Financial Implications and Budgetary Provision

There are financial implications associated with this report.

Attachments

Nil

Community Fund Account balance as at 01 July 2020	$146,701.00
· Plus uncommitted funds from 2019-20 carried forward	$20,122.96
· Less funds granted and uplifted to 31 January 2021	$87,692.00
· Less funds not uplifted from 14 July 2020 for XCape Design Limited for Unahi Wharf project	$8,250.00
· Less funds not uplifted from 06 October 2020 for Far North Safer Community Council	$80.00
· Less funds not uplifted from 17 November 2020 for Be Free	$2,720.00
· Less funds not uplifted from 26 January 2021 for Houhora Big Game and Sport Fishing Club, Houhora Bowls and Sports Club, and St Clements Anglican Māori Church	$44,485.00
Community Fund Account balance as at 31 January 2021	$23,596.96