AGENDA
Kaikohe-Hokianga Community Board Meeting
Wednesday, 7 April 2021
|
Time:
|
10.30 am
|
|
Location:
|
Council Chamber
Memorial Avenue
Kaikohe
|
Membership:
Member Mike Edmonds - Chairperson
Member Emma Davis – Deputy
Chairperson
Member Laurie Byers
Member Kelly van Gaalen
Member Alan Hessell
Member Moko Tepania
Member Louis Toorenburg
Member John Vujcich
Far North District Council
The Local Government Act 2002 states the
role of a Community Board is to:
(a) Represent, and act as an
advocate for, the interests of its community.
(b) Consider and report on
all matters referred to it by the territorial authority, or any matter of
interest or concern to the community board.
(c) Maintain an
overview of services provided by the territorial authority within the
community.
(d) Prepare an annual
submission to the territorial authority for expenditure within the community.
(e) Communicate with
community organisations and special interest groups within the community.
(f) Undertake any
other responsibilities that are delegated to it by the territorial authority
Council Delegations to Community Boards - January
2013
The "civic amenities" referred to in
these delegations include the following Council activities:
·
Amenity lighting
·
Cemeteries
·
Drainage (does not include reticulated
storm water systems)
·
Footpaths/cycle ways and walkways.
·
Public toilets
·
Reserves
·
Halls
·
Swimming pools
·
Town litter
·
Town beautification and maintenance
·
Street furniture including public
information signage.
·
Street/public Art.
·
Trees on Council land
·
Off road public car parks.
·
Lindvart Park – a
Kaikohe-Hokianga Community Board civic amenity.
Exclusions: From time to time Council may consider some activities and
assets as having district wide significance and these will remain the
responsibility of Council. These currently include: The roading network,
Hundertwasser toilets, District Library Network, Baysport, the Kerikeri,
Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far
North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe
Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of
Islands/Hokianga Cycle Trail.
Set local priorities for minor capital works
in accordance with existing strategies,
1.
Recommend local service levels and
asset development priorities for civic amenities as part of the Annual Plan and
Long-Term Plan processes.
2.
Reallocate capital budgets within the
Annual Plan of up to 5% for any specific civic amenity, provided that the
overall activity budgetary targets are met.
3.
Make grants from the allocated
Community Funds in accordance with policy 3209, and the SPARC/Sport Northland
Rural Travel fund in accordance with the criteria set by the respective body,
and, for the Bay of Islands-Whangaroa Community Board, the power to allocate
the Hundertwasser Donations Account.
4.
Provide comment to council staff on
resource consent applications having significance within the Community,
including the provision of land for reserves or other public purposes.
5.
To hold, or participate in hearings, as
the Council considers appropriate, in relation to submissions pertinent to
their community made to plans and strategies including the Long-Term Plan and
Annual Plan, and if appropriate recommend decisions to the Council.
6.
To hold hearings of submissions
received as a result of Special Consultative Procedures carried out in respect
of any matter other than an Annual or Long-Term Plan and make recommendations
to the Council.
7.
Where recommended by staff to appoint
management committees for local reserves, cemeteries, halls, and community
centres.
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 Meeting Agenda
|
7 April 2021
|
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
|
|
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
|
Members need to
stand aside from decision-making when a conflict arises between their role as a
Member of the Community Board and any private or other external interest they
might have. This note is provided as a reminder to Members to review the
matters on the agenda and assess and identify where they may have a pecuniary
or other conflict of interest, or where there may be a perception of a conflict
of interest.
If a Member
feels they do have a conflict of interest, they should publicly declare that at
the start of the meeting or of the relevant item of business and refrain from
participating in the discussion or voting on that item. If a Member thinks they
may have a conflict of interest, they can seek advice from the Chief Executive
Officer or the Team Leader Democracy Support (preferably before the meeting).
It is noted
that while members can seek advice the final decision as to whether a conflict
exists rests with the member.
2 Public
Forum
3 Deputations
No requests for deputations were received at the time of the
Agenda going to print.
4 Speakers
Funding Applicants:
·
Shirley May representing BOI Country Music Festival – Item
xxx refers.
·
Cheryl Smith representing Kaikohe Rugby Football and Sports Club
– Item xxx refers.
5 Confirmation
of Previous Minutes
5.1 Confirmation
of Previous Minutes
File
Number: A3052577
Author: Marlema
Baker, Meetings Administrator
Authoriser: Aisha
Huriwai, Team Leader Democracy Services
Purpose of the Report
The minutes are attached to allow the Kaikohe-Hokianga
Community Board to confirm that the minutes are a true and correct record of
the previous meeting.
|
Recommendation
That the Kaikohe-Hokianga Community Board
confirms the minutes of their meeting held 3 March 2021 as a true and correct
record.
|
1) Background
Local Government Act 2002 Schedule 7 clause 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 unconfirmed minutes of the meeting are attached.
The Kaikohe-Hokianga Community Board Standing Orders Section
3.17.3 states that “no discussion may arise on the substance of the
minutes at any succeeding meeting, except as to their correctness”.
Reason
for the recommendation
The reason for the recommendation is to confirm the minutes
as a true and correct record of the previous meeting.
3) Financial Implications and Budgetary
Provision
There are no financial implications or the need for
budgetary provision.
Attachments
1. 2021-03-03
KHCB Minutes - Unconfirmed - A3102620 ⇩ 
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
MINUTES OF
Kaikohe-Hokianga
Community Board Meeting
HELD AT THE Council
Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 3 March
2021 AT 10.31
am
PRESENT: Chairperson
Mike Edmonds, Member Emma Davis, Member Louis Toorenburg, Member Kelly van
Gaalen, Member Alan Hessell, Member Laurie Byers, Member John Vujcich, Member
Moko Tepania
IN
ATTENDANCE:
STAFF
PRESENT: Shaun Clarke (Chief Executive Officer), Kathryn Trewin (Funding
Advisor), Ken Ross (Community Development Advisor), Aisha Huriwai (Team Leader
– Democracy Services), Marlema Baker (Meetings Administrator).
Reminder from Chair Mike Edmonds that the meeting was being
livestreamed.
1 Public
Forum
· David
Cortesi – kids on bikes in Kaikohe township a major safety concern.
· Rachel
Smith and Moko Tepania – Outward Bound Scholarships; Partnership
opportunity for FNDC and our Community Boards, supporting our young people.
(Document tabled)
· Shaun
Reilly – Bikes down the footpath in Kaikohe. Attended Taiamai Residents
meeting. Ohaeawai road naming. Bridge railing over Pekapeka stream needs
repair. Footpaths in Ohaeawai need attention. Dam needs to be moved to Hillcrest
Road. Roadside mowing.
· Charmaine
Peri. Roading issues in Otaua. (document tabled)
· Shem
Kerr – Broadwood Bridge. The Chairperson requested a report for the
April meeting. (document tabled)
Meeting adjourned 11:33 am – 11:49 am.
2 Speakers
· CHI
Festival Funding Application - Willie Maihi and Bill Edwards – Bill
supports Willie’s application (Heritage role). Willie Maihi acknowledged
Council for their help with the Kaikohe Aerodrome CHI Festival but requested
they reconsider the application considered at the last meeting.
3 Confirmation
of Previous Minutes
|
3.1 Confirmation
of Previous Minutes
Agenda item 6.1 document number
A3052575, pages 10 - 16 refers.
|
|
Resolution 2021/12
Moved: Chairperson
Mike Edmonds
Seconded: Member
Emma Davis
That the Kaikohe-Hokianga Community Board
confirms the minutes of their meeting held 3 February 2021 as a true and
correct record.
Carried
|
4 Reports
|
4.1 Road
Naming - 5978B State Highway 12, Ohaeawai
Agenda item 7.1 document number
A3080628, pages 17 - 36 refers.
|
|
Resolution 2021/13
Moved: Member
Moko Tepania
Seconded: Member
John Vujcich
That the
Kaikohe-Hokianga Community Board, pursuant to Council’s Road Naming and
Property Addressing Policy #2125, name a private road, Te Mania Drive that is currently addressed at 5978b State Highway 12, Ohaeawai as per
application and maps (A3080460).
Carried
|
|
4.2 Road
Naming - 6 Bisset Road Kaikohe
Agenda item 7.2 document number
A3083222, pages 37 - 57 refers.
|
|
Resolution 2021/14
Moved: Member
John Vujcich
Seconded: Member
Alan Hessell
That the Kaikohe-Hokianga
Community Board, pursuant to Council’s Road Naming and Property
Addressing Policy #2125, name a private road, Timatanga Place that is currently addressed at 6 Bisset Road, Kaikohe as per map
(A3080456).
Carried
|
|
4.3 Kaikohe-Hokianga
Statement of Community Board Fund Account as at 31 January 2021
Agenda item 7.3 document number
A3083803, pages 58 - 60 refers.
|
|
Resolution 2021/15
Moved: Member
Moko Tepania
Seconded: Member
Alan Hessell
That the Kaikohe-Hokianga Community Board receives the
report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31
January 2021.
Carried
|
|
4.4 Motion to Rescind Previous Funding Decision
|
|
Resolution 2021/16
Moved: Chairperson
Mike Edmonds
Seconded: Member
Alan Hessell
That the Kaikohe-Hokianga Community Board rescinds the
previous resolution 2020/60 made 7 October 2020 regarding item 6.5 Funding
Application: Maihi Memorial Parks Charitable Trust.
Resolution 2020/60
Moved: Member
Laurie Byers
Seconded: Member
Louis Toorenburg
That the Kaikohe-Hokianga Community
Board, in considering the provisions of the Community Grant Policy authorise
the sum of $1,000 (plus GST if applicable) to
be paid from the Board’s Community Fund account to Maihi Memorial
Parks Charitable Trust for costs towards the CHI Festival 2021 to support
the following Community Outcomes:
(i) Proud
vibrant communities.
(ii) Communities
that are healthy, safe, connected and sustainable.
Carried
Carried
|
|
4.5 Funding
Application
Agenda item 7.4 document number
A3086614, pages 61 - 69 refers.
|
|
4.5a Resolution to exclude the Public
|
|
Resolution 2021/16
Moved: Member
Louis Toorenburg
Seconded: Member
Alan Hessell
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
|
|
4.5 – 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
|
|
4.5b Motion To Move out of Closed Meeting into
Open Meeting
|
|
Resolution 2021/17
Moved: Chairperson
Mike Edmonds
Seconded: Member
Moko Tepania
That the Kaikohe-Hokianga Community Board moves out of
closed meeting into open meeting.
Carried
|
|
4.5c Funding Application
Agenda item 7.4 document number A3086614, pages 61 - 69
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
$1,000 (plus GST if applicable) to be paid from the
Board’s Community Fund account to Maihi Memorial Parks Charitable
Trust for costs towards the CHI Festival 2021 to support the following
Community Outcomes:
(i) Proud
vibrant communities.
(ii) Communities
that are healthy, safe, connected and sustainable.
lost
Resolution 2021/18
Moved: Chairperson
Mike Edmonds
Seconded: Member
Emma Davis
That the
Kaikohe-Hokianga Community Board, in considering the provisions of the
Community Grant Policy declines to make an out of policy decision regarding
the funding application for Maihi Memorial Parks Charitable Trust.
Carried
|
|
4.6 Project
Funding Reports
Agenda item 7.5 document number
A3084602, pages 70 – 89 refers
|
|
Resolution 2021/19
Moved: Member
John Vujcich
Seconded: Member
Moko Tepania
That the Kaikohe-Hokianga Community Board note
the project reports received from:
a) Ngapuhi
Hokianga ki te Raki Incorporated Society
b) North
Hokianga A&P Show (2020 report)
c) Te
Rau o Te Huia
Carried
|
5 Information
Reports
|
5.1 Community
Funding and Reporting Review
Agenda item 8.1 document number
A3085298, pages 90 - 91 refers
|
|
Resolution 2021/20
Moved: Chairperson
Mike Edmonds
Seconded: Member
John Vujcich
That the Kaikohe-Hokianga Community Board receive the
report Community Funding and Reporting Review.
Carried
|
|
5.2 Community
and Customer Services Report 1 July 2020 - 31 December 2020
Agenda item 8.2 document number
A3082526, pages 92 - 99 refers
|
|
Resolution 2021/21
Moved: Member
Kelly van Gaalen
Seconded: Member
John Vujcich
That the Kaikohe-Hokianga
Community Board receive the report Community and Customer Services Report 1
July 2020 - 31 December 2020.
Carried
|
|
5.3 Items of business not on the agenda which
cannot be delayed - Cycling Bylaw Enforcement
|
|
Resolution 2021/22
Moved: Member
Moko Tepania
Seconded: Chairperson
Mike Edmonds
That the Kaikohe-Hokianga Community Board resolves,
under Section 46A (7), LGOIMA, to address the Community Cycling Bylaw and the
Chairperson provides the following information during the public part of the
meeting:
a) the
reason the item is not on the agenda is that it was raised at this meeting
during Public Forum as a major community concern.
b) the
reason why the discussion of the item cannot be delayed until a subsequent
meeting is that urgent action is required.
and
c) write
a letter to the NZ Police regarding concerns around the antisocial cycling
behaviour in the Kaikohe community and the need for enforcement of its laws
and bylaws.
Carried
|
6 Meeting
Close
The meeting closed at 12:48 am.
The minutes of this meeting were confirmed at the Kaikohe-Hokianga Community Board Meeting held on 7 April 2021.
...................................................
CHAIRPERSON
6 Reports
6.1 Chairperson
and Members Report
File
Number: A3117411
Author: Marlema
Baker, 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.
Member Louis Toorenburg's report has brought a number of
items to the attention of the Community Board. Two of those items have been
brought to the attention of the Chief Executive of Far North District Council who
has asked that, in addition to the informal requests already made, the Board
gives added weight to his requests by formal resolution.
The first is the issue of the risk of damage to historical
Pōhutukawa trees in Ōpononi by vehicles driving over their roots.
The second is the issue of boat trailer parking at
Ōpononi and Ōmāpere. This issue closely parallels
the issue of boat trailer parking at Whangaroa, where the council is making a
determined effort to resolve the problem.
|
Recommendation
That the Kaikohe-Hokianga
Community Board:
a) requests
that the Far North District Council restores protection to the trees by
either replacing the sandbag measures, or some better and longer lasting
method, and that any such work be carried out with the utmost haste.
b) requests that the Far North District Council
direct similar attention and resources as those directed to the issue of the
Whangaroa boat ramp parking, to the issue of congestion around the boat ramps
of Ōpononi and Ōmāpere.
|
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 report from the Member is 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. Members
Report - Louis Toorenburg - April 2021 - A3118778 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the
Local Government Act 2002 S77 in relation to decision making, in particular:
1. A
Local authority must, in the course of the decision-making process,
a) Seek
to identify all reasonably practicable options for the achievement of the
objective of a decision; and
b) Assess
the options in terms of their advantages and disadvantages; and
c) If
any of the options identified under paragraph (a) involves a significant
decision in relation to land or a body of water, take into account the relationship
of Māori and their culture and traditions with their ancestral land, water
sites, waahi tapu, valued flora and fauna and other taonga.
2. This
section is subject to Section 79 - Compliance with procedures in relation to
decisions.
|
Compliance
requirement
|
Staff
assessment
|
|
State the level of significance
(high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy
|
Not applicable
|
|
State the relevant Council
policies (external or internal), legislation, and/or community outcomes (as
stated in the LTP) that relate to this decision.
|
Not applicable
|
|
State whether this issue or
proposal has a District wide relevance and, if not, the ways in which the
appropriate Community Board’s views have been sought.
|
This is a Community Board report.
|
|
State the possible implications for Māori
and how Māori have been provided with an opportunity to contribute to
decision making if this decision is significant and relates to land and/or
any body of water.
|
Not applicable
|
|
Identify persons likely to be
affected by or have an interest in the matter, and how you have given
consideration to their views or preferences.
|
Yes
|
|
State the financial implications
and where budgetary provisions have been made to support this decision.
|
There are no financial
implications or the need for budgetary provision.
|
|
Chief Financial Officer review.
|
The Chief Financial Officer has
not reviewed this report
|
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
6.2 Kaikohe-Hokianga
Statement of Community Board Fund Account as at 28 February 2021
File
Number: A3124829
Author: Ajay
Kumar, Management Accountant
Authoriser: Janice
Smith, Chief Financial Officer
Purpose of the Report
The Community Fund account provides
information on financial matters relating to the Kaikohe-Hokianga Community
Board’s Community Fund which is allocated in accordance with the
Community Grant Fund Policy.
|
Recommendation
That the Kaikohe-Hokianga Community Board receives the
report Kaikohe-Hokianga Statement of Community Board Fund Account as at 28
February 2021.
|
Background
The statement is attached for the Board’s information
and to provide sufficient information to enable the Board to allocate funds in
accordance with the funds available.
|
Community Fund Account
balance as at 1 July 2020
|
$115,902.00
|
|
· Plus,
uncommitted funds from 2019-20 carried forward
|
$40,545.99
|
|
· Plus, Unspent
from 2018/19 - Matihetihe School support children participating in regular
sporting activity for 2019 winter season
|
$85.00
|
|
· Plus, Unspent
from 2018/19 - Rawene Golf Club Inc. to assist with the cost of The Hokianga
Golf Fun Day 2019
|
$115.79
|
|
· Plus, Unspent
from 2019/20 - Kaikohe Community & Youth Centre Trust for installation of
the basketball court and hoops at Memorial Park
|
$21,019.01
|
|
· Plus,
Commitments from 28/06/17 meeting towards Junior Bike Park
|
$14,376.54
|
|
· Less funds
granted and uplifted to 28 February 2021
|
$97,212.00
|
|
· Less funds
not uplifted from 05 August 2020 for Life Education Trust
|
$5,001.00
|
|
· Less funds
not uplifted from 07 October 2020 for Maihi Memorial Charitable Trust
|
$1,000.00
|
|
· Less funds
not uplifted from 09 December 2020 for Kaikohe Business Association
|
$4,750.00
|
|
· Less funds
not uplifted from 03 February 2021 for North Harbour A&P Society
|
$3,720.00
|
|
Community Fund Account balance as at 28 February 2021
|
$80,361.33
|
Discussion and Next Steps
Board members will consider the
applications on the agenda and decide on what level of funding to
allocate. The uncommitted balance in the Community Fund account as at 28
February 2021 is $80,361.33.
Recent amendments to the Community
Grant Fund Policy allow the Community Board to allocate, by resolution, funding
directly to key projects identified in their strategic plan to the maximum
amount of $20,000 in any financial year.
Financial Implications and Budgetary Provision
The Far North District Council has delegated the allocation
of relevant community board funds to the Kaikohe-Hokianga Community
Board. The statement of the Community Fund account as at 28 February 2021
is attached.
Attachments
1. Statement
of Kaikohe-Hokianga Community Board Fund Account as at 28 February 2021 -
A3124824 ⇩ 
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
6.3 Funding
Applications
File
Number: A3125203
Author: Kathryn
Trewin, Funding Advisor
Authoriser: Ana
Mules, Team Leader - Community Development and Investment
Purpose of the Report
This report summarises applications for Local Community
Grant funding to enable the Kaikohe-Hokianga Community Board to determine which
application/s will receive funding at the 7 April 2021 meeting.
Executive Summary
· Kaikohe-Hokianga Community Board has $49,843 unallocated funding
available for the 2020/21 financial year.
· Kaikohe-Hokianga Community Board has an additional $24,964 place
making funding available for the 2020/21 financial year.
· Three applications for funding have been received, requesting a
total of $8,665.
· Three requests have also been received from applicants who have been
unable to complete their projects in the time initially indicated.
· Applications in excess of $3,000 may require the applicant to attend
a Board meeting, subject to the Chairperson’s discretion.
|
Recommendation
a)
That the Kaikohe-Hokianga Community Board, in
considering the provisions of the Community Grant Policy authorise the sum of
$2,986 (plus GST if applicable) to be paid
from the Board’s Community Fund account to Bay of Islands Country
Music Festival for costs towards the 2021 festival to support the
following Community Outcomes:
(i) Proud vibrant communities.
(ii) Communities that are healthy, safe,
connected and sustainable.
RECOMMENDATION
b) That the Kaikohe-Hokianga Community
Board, in considering the provisions of the Community Grant Policy authorise
the sum of $3,075 (plus GST if applicable) to
be paid from the Board’s Community Fund account to Kaikohe Rugby
Football and Sports Club Inc for costs towards installation of additional
lights at Lindvart Park to support the following Community Outcomes:
(i) Proud vibrant
communities.
(ii) Communities that are
healthy, safe, connected and sustainable.
Recommendation
c) That
the Kaikohe-Hokianga Community Board, in considering the provisions of
the Community Grant Policy authorise the sum of $2,605
(plus GST if applicable) to be paid from the Board’s Community
Fund account to Kaikohe & District Historical & Mechanical Trust
(Pioneer Village) Inc for costs towards construction of a stage for
entertainment to support the following Community Outcomes:
(i) Proud vibrant
communities.
(ii) Communities that are
healthy, safe, connected and sustainable.
Recommendation
d)That the Kaikohe-Hokianga
Community Board grant the request from the North Hokianga A&P Society
to utilise the funds granted by the Board at their meeting on 3 February 2021
for the 2022 show, and that the applicant may not apply to the Board for
additional funding for the 2022 event.
e)
That the Kaikohe-Hokianga Community Board grant the request
from the Bay of Islands Waldorf Trust (Oromahoe Kindergarten) for an
extension of time to utilise the funds granted by the Board at their meeting
on 3 June 2020 for workshops to be rescheduled prior to the end of the 2021
calendar year.
f)
That the Kaikohe-Hokianga Community Board grant the request
from Kaikohe & Districts Sportsville for an extension of time to
utilise the funds granted by the Board at their meeting on 5 August 2020 for
filming a promotional video prior to 30 September 2021.
|
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7
April 2021
|
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
|
|
Bay of Islands Country Music
Festival
|
Bay of Islands Country Music Festival
|
$2,986
(36%)
|
$2,986
(36%)
|
This is the 32nd event and is run by
volunteers. They have applied for funding to assist with the shuttle
vans between venues and have asked the Bay of Islands-Whangaroa Board for the
same amount. It is noted that the percentage shown is for the costs
provided for the shuttle and promotion – the actual percentage against
the total overall cost is <5%.
|
(i) Proud vibrant communities.
(ii) Communities that are healthy, safe, connected and
sustainable.
|
Event
|
|
Kaikohe Rugby Football and
Sports Club Inc
|
Additional lights at Lindvart Park
|
$3,075
(20%)
|
$3,075
(20%)
|
The club would like to augment existing lighting to allow
more high-level training and games, and to improve the playing experience of
current uses.
|
(i) Proud vibrant communities.
(ii) Communities that are healthy, safe, connected and
sustainable.
|
Infrastructure
|
|
Kaikohe & District
Historical & Mechanical Trust (Pioneer Village) Inc
|
Construction of a stage
|
$2,604
(35%)
|
$2,604
(35%)
|
The Pioneer Village has become a hub for events in
Kaikohe. The need for a permanent stage has been established and a link
with the local college carpentry trade academy will allow it to be built and
give students work experience while doing so.
|
(i) Proud vibrant communities.
(ii) Communities that are healthy, safe, connected and
sustainable.
|
Infrastructure
|
|
North Hokianga A&P Society
|
2021 North Hokianga A&P show
|
$3,720
(50%)
|
$3,720
|
The applicant was granted funding for the event stage at
the 2021 show. It was cancelled less than a week before it was due to
take place, due to covid-19. The applicant has asked if they may use it
for the 2022 show instead.
|
(i) Proud vibrant communities.
(ii) Communities
that are healthy, safe, connected and sustainable.
|
Event
|
|
Bay of Islands Waldorf Education
Trust
|
Parent Education Workshops
|
$6,518
(95%)
|
$500
|
The applicant was granted funding for Oromahoe Pre-School
to run workshops on sustainability for parents including creating edible
landscapes and waste-free parenting. The ongoing covid-19 cancellations
meant they were unable to run these workshops as scheduled, and they have
asked if they may have an extension of time to reschedule the
workshops. They intend to run these prior to the end of the 2021
calendar year.
|
(i) Proud vibrant communities.
(ii) Communities that are healthy, safe, connected and
sustainable.
|
Community Development
|
|
Kaikohe & Districts
Sportsville
|
Lindvart Park Promotional Video
|
|
$625
|
The video was due to be recorded prior to the end of
2020. The videographer became unavailable and a new one has been engaged
(from the Hokianga). The applicant has asked if they can have an
extension of time to complete their project, which they anticipate will be
completed by 30 June 2021.
|
(i) Proud vibrant communities.
(ii) Communities that are healthy, safe, connected and
sustainable.
|
Community Development
|
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
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. Pages
from KHCB - Application - BOI Country Music Festival - A3125233 ⇩
2. Pages
from KHCB - Application - Kaikohe Rugby Football and Sports Club Inc - A3125237
⇩
3. Pages
from KHCB - Application - Pioneer Village KHO - A3125236 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the
Local Government Act 2002 S77 in relation to decision making, in particular:
1. A
Local authority must, in the course of the decision-making process,
a) Seek
to identify all reasonably practicable options for the achievement of the
objective of a decision; and
b) Assess
the options in terms of their advantages and disadvantages; and
c) If
any of the options identified under paragraph (a) involves a significant
decision in relation to land or a body of water, take into account the
relationship of Māori and their culture and traditions with their
ancestral land, water sites, waahi tapu, valued flora and fauna and other
taonga.
2. This
section is subject to Section 79 - Compliance with procedures in relation to
decisions.
|
Compliance
requirement
|
Staff
assessment
|
|
State the level of significance
(high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy
|
This is a matter of low
significance.
|
|
State the relevant Council
policies (external or internal), legislation, and/or community outcomes (as
stated in the LTP) that relate to this decision.
|
Community Grant Policy.
|
|
State whether this issue or
proposal has a District wide relevance and, if not, the ways in which the
appropriate Community Board’s views have been sought.
|
This report does not have
district-wide relevance.
|
|
State the possible implications for Māori
and how Māori have been provided with an opportunity to contribute to
decision making if this decision is significant and relates to land and/or
any body of water.
|
No implications for Māori in
relation to land and/or water.
|
|
Identify persons likely to be
affected by or have an interest in the matter, and how you have given consideration
to their views or preferences (for example – youth, the aged and those
with disabilities.
|
Considered in the application.
|
|
State the financial implications
and where budgetary provisions have been made to support this decision.
|
Budgetary Provision has been made
and the grant is allocated in accordance with the Community Grant Policy.
|
|
Chief Financial Officer review.
|
The Chief Financial Officer has
not reviewed this report.
|
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
6.4 Project
Funding Reports
File
Number: A3125219
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) Kaikohe
Business Association – Christmas in the Village 2020
b) Kaikohe
Pioneer Village – Halloween 2020
c) Te
Puna o Kupenuku Inc
|
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. Pages
from KHCB - Project Report - Kaikohe Business Assoc - Xmas in the village -
A3125224 ⇩ 
2. Pages
from KHCB - Project Report - Pioneer Village Kaikohe - Halloween - A3125230 ⇩
3. Pages
from KHCB - Project Report - Te Puna o Kupenuku Inc - A3125232 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the
Local Government Act 2002 S77 in relation to decision making, in particular:
1. A
Local authority must, in the course of the decision-making process,
a) Seek
to identify all reasonably practicable options for the achievement of the
objective of a decision; and
b) Assess
the options in terms of their advantages and disadvantages; and
c) If
any of the options identified under paragraph (a) involves a significant
decision in relation to land or a body of water, take into account the
relationship of Māori and their culture and traditions with their
ancestral land, water sites, waahi tapu, valued flora and fauna and other
taonga.
2. This
section is subject to Section 79 - Compliance with procedures in relation to
decisions.
|
Compliance
requirement
|
Staff
assessment
|
|
State the level of significance
(high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy
|
This is a matter of low
significance.
|
|
State the relevant Council
policies (external or internal), legislation, and/or community outcomes (as
stated in the LTP) that relate to this decision.
|
Community Grant Policy.
|
|
State whether this issue or
proposal has a District wide relevance and, if not, the ways in which the
appropriate Community Board’s views have been sought.
|
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.
|
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
7 Information
Reports
7.1 Kaikohe
- Hokianga Community Hall Annual Information update
File Number: A3120658
Author: Ngawaiata
Harris, Support Officer
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Purpose of the Report
The purpose of the report is to present to
the Kaikohe – Hokianga Community Board the annual AGM minutes, financial
statement and statistical data as provided by the Taheke Community Centre,
Okaihau Hall and Kaikohe Senior Citizens Hall Committees.
|
Recommendation
That the Kaikohe-Hokianga Community
Board receives the “Kaikohe-Hokianga Community Hall Annual Information
Update”.
|
Background
Several Council
owned community halls are managed by community committees as per the Hall and
Facilities Strategy dated June 2015 (as attached) and the Community Halls
Policy dated September 2016 (as attached).
The Hall and
Facilities Strategy notes Council’s vision for community halls is: "A
network of fit for purpose, affordable community facilities that connect and support
resilient, healthy and vibrant communities.”
The Community
Halls Policy includes the following key statements:
1. Ensure
that communities’ current and future needs for halls or similar
facilities are met.
2. Ensure
that communities take active roles in facilitating the provision of an
appropriate number of accessible, safe ad well maintained facilities.
3. Adopt
preferred frameworks for the Council’s involvement in community halls and
for partnership arrangements.
4. Encourage
and enhance the capability of communities to improve their facilities.
The policy also
identifies the ‘Procedures for Hall Committees’ including:
c) Committee will produce annual audited accounts
and statistical information on the usage of the hall, income received, and any
investments made in the hall.
The Policy also
outlines the responsibilities between Council, Community Board, and that of the
Hall Committee.
The following
table identifies the ownership details of the community halls, the various and
complex circumstances per Ward:
|
|
Council owned on Council land
|
Community owned on Council land
|
Council owned on Crown Land
|
Community owned buildings on community
owned land
|
|
Kaikohe – Hokianga Ward
|
Kaikohe War Memorial Hall, Kohukohu, South Hokianga
War Memorial, Kaikohe Senior Citizen’s Hall, Horeke, Okaihau and Rawene
|
|
Taheke Community Centre
|
Ngawha, Waimamaku and Umawera
|
|
Te Hiku Ward
|
Herekino and Mangonui
|
Whatuwhiwhi
|
Lake Ohia and Kaingaroa
|
Broadwood, Fairburn, Waiharara and Araiawa
|
|
BOI – Whangaroa Ward
|
Paihia, Russell, Totara North, Waipapa and Whangaroa
Memorial Hall (Kaeo)
|
Moerewa
|
Maromaku
|
Opua and Pakaraka
|
|
Notes:
|
Oruru is closed
|
|
|
Takahue – no longer exists
|
Around September /
October annually, Council requests hall committees to provide a copy of their
AGM minutes, financial statements, and usage data. Further reminders are sent
to the hall committees around November / December and January / February.
It is the
intention of Council staff to present Community Hall Committee information
around April / May annually.
At the time of writing this report,
community hall information had not been received from Kohukohu, South Hokianga
War Memorial, Horeke and Rawene Hall Committees.
However, reports have been received from
Okaihau Hall, Kaikohe Senior Citizens Hall and Taheke Community Centre
Committees which have been attached.
Discussion and Next Steps
Board members will consider the
content of the information received.
The Community Board to decide what
steps to take next with those Community Hall Committees who have yet to provide
the information requested as per the 2016 Community Halls
Policy.
Financial Implications and
Budgetary Provision
There
are no financial implications or budgetary provisions.
Attachments
1. Okaihau Hall Report -
A3120575 ⇩
2. Kaikohe Senior Citizens Hall
- A3120571 ⇩
3. Taheke Community Hall Report
- A3120568 ⇩
4. Community Halls Policy 2016 -
A2125076 ⇩
5. Halls and Facilities Strategy
2015 - A2925940 ⇩
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
Each Community Board has delegated responsibility for community buildings that provide a
space for social interaction. These facilities (hereafter referred to as ‘halls’) may be used for leisure,
arts, cultural, educational, sporting, and other community activities.
They may accommodate community groups and organisations.
The policy gives effect to the Far North District Council -
Halls and Facilities Strategy 2015. It provides additional guidance
on the management of community halls either owned by the Council or situated on
Council land.
As at May 2016, there were 16 Council owned halls on Council
land, 4 Council owned halls on Crown land and 2 community owned halls on
Council land. See Appendix 1 for a schedule of facilities.
A network of fit for purpose affordable community
facilities that connect and support resilient, healthy, and vibrant
communities.
1. Ensure that communities’ current and future
needs for halls or similar facilities are met.
a. Council aims
to have a network of community venues across the district so people can meet
and participate in the life of their communities. The network consists of
both Council and non-Council owned facilities. It is important that the
community has access to a variety of spaces and venues. Who owns those
facilities is secondary to their existence and function.
b. Halls will not be acquired unless it can be
demonstrated that they are fit for purpose, with affordable facilities to meet
current and projected community needs.
2. Ensure that communities take active roles in
facilitating the provision of an appropriate number of accessible, safe, and well-maintained
facilities.
a. Community
Boards support communities in achieving their goals for facilities by providing
expertise, supporting establishment of a Community Trust, and, if appropriate,
contributing funds. Ownership of new facilities may remain with the
community, usually managed by a community not-for-profit entity.
b. Council will
actively encourage and support organisations to provide community access to
existing venues, such as school halls and church meeting spaces.
c. Council will consider innovative types of
facilities in response to diverse community needs and to changing trends in
community and leisure activities. These could include multi-purpose
facilities and facilities as part of commercial, retail, or residential
developments.
3. Adopt preferred frameworks for the
Council’s involvement in community halls and for partnership
arrangements.
a. The Council leases land,
buildings, or land and buildings to community groups for a wide range of
activities. It may transfer ownership of a hall to a community
not-for-profit organisation where the community wants to take a greater role.
b. Council has a
partnership approach to community facilities consistent with the Community Grant Policy .
c. If Council is
building a new facility or developing an existing facility, it will actively
seek opportunities to do so in partnership with other organisations, such as
schools or churches.
d. Where no
community organisation or committee can be formed within the community, the
facility may be managed by the Community Board (or by the Council in
exceptional instances, such as the Kaikohe Memorial Hall).
e. Community Boards, through consultation
with their community, may retain ownership and have a Hall Committee under
delegated authority to oversee the hall’s operation.
4. Encourage and enhance the capability of
communities to improve their facilities.
a. The Council
will consider community-empowered management and community-led divestment.
b. Communities will be encouraged to upgrade
halls by their own resources, including through seeking external funding and
voluntary work.
Procedures for Hall Committees
1. When Community Boards have a Hall Committee under
delegated authority to oversee the hall’s operation, the following
procedures will apply:
a. The Committee
will have a minimum of 5 elected members. In addition, a Community Board Member
will be seconded to the committee to provide a liaison and advisory role but
shall not hold an office on the Committee.
b. The Committee
will hold an Annual General Meeting every 12 months; this meeting must be
publicly notified. Elections will take place at the Annual General
Meeting. As Council’s financial year starts in July, this is the
suggested month for elections.
c. The Committee
will produce annual audited accounts and statistical information on the usage
of the hall, income received, and any investments made in the hall.
d. The Committee
is responsible for all bookings, fee collections and resolving any operational
issues.
e. The Committee
is responsible for all operational expenditure, including water, pan charges,
power, phone, and cleaning.
f. Public
halls owned by Council are non-rateable, except for water and sewerage charges.
g. The Committee
is responsible for internal maintenance, refurbishments, and purchase of
replacement equipment, but not for building renewals.
h. The Committee is responsible
for insurance of the hall committee’s chattels, such as chairs, tables,
and crockery. Council
will insure the facility, which will include fixtures such as stoves and zip
water heaters.
i. Where
fee income does not meet expenses, an approach can be made through the
Community Board for a one-off grant or for the Community Board to fund a
specific shortfall each financial year. The Committee’s Community Board
Member will advise if fees may need to be increased or if a hall may no longer
meet the community’s needs.
The table below gives a
summary of the relative responsibilities of Council, Community Board and Hall
Committee:
|
Council
Responsibility
|
Community
Board
Responsibility
|
Hall
Committee
Responsibility
|
|
Asset
management
|
Governance
|
Operation
|
|
Delegations
|
Appointment
of Committee Advisor
|
AGM
& appointment of Committee and Officers
|
|
Renewals
and upgrades planning and delivery
|
Reporting
of income, expenditure & usage
|
Bookings
management
|
|
To
maintain the external building envelope
|
Internal
maintenance of building and equipment
|
|
Water
& wastewater infrastructure provision and maintenance
|
Replacement
of internal equipment
|
|
Insurance
payments
|
Water
& wastewater rates
|
|
Car
park & grounds control, maintenance, and upgrades
|
Services
& utilities payments
|
|
Fences
control, maintenance, and upgrades
|
Cleaning
|
|
Kaikohe-Hokianga
Community Board Meeting Agenda
|
7 April 2021
|
