Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

6 April 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	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.
	112 Commerce Street Holdings Ltd	Owner of commercial property in Commerce Street Kaitaia.
	Foy Property Management Ltd	Owner of company that manages properties owned by Foy Farms Rentals and Flick Family Trust.
	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

6 April 2021

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

File Number: A3125259

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Te Take Pūrongo / 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.

ngĀ tŪtohunga / Recommendation

That the Te Hiku Community Board agrees that the minutes of the meeting held 2 March 2021 be confirmed as a true and correct record.

1) te TĀhuhu kŌrero / 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) Te matapaki me NgĀ KŌwhiringa / 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”.

Te Take Tūtohunga / 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) NgĀ PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision

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

ngĀ Āpitihanga / Attachments

1. 2021-03-02 Te Hiku Community Board Unconfirmed Minutes - A3096188 ⇩

Te Hōtaka Take Ōkawa / 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.

He Take Ōkawa / Compliance Requirement	Te Aromatawai Kaimahi / 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 (for example – youth, the aged and those with disabilities).	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

6 April 2021

MINUTES OF
Te Hiku Community Board Meeting
HELD AT THE Houhora Bowling Club, 3920 Far North Road, Pukenui
ON Tuesday, 2 March 2021 AT 10:00 am

PRESENT: Chairperson Adele Gardner, Member Jaqi Brown (via Microsoft TEAM’s), Member Darren Axe, Member Sheryl Bainbridge, Member John Stewart, Member William (Bill) Subritzky, Member Felicity Foy

1 Karakia Timatanga – Opening Prayer

Member Darren Axe opened the meeting with a prayer.

2 Apologies and conflicts of Interest

Member John Stewart declared a conflict of interest in relation to item 7.3 – Funding Applications for the application received from Kaitaia Sport and Leisure Trust.

3 Public Forum

Margaret McIntyre presented the Community Board with a petition in regards to the planting taking place at Monkey Point, Houhora.

Delwyn Shepherd presented the Community Board with information on the restoration and installation project for the Kaitaia Town Clock.

Letter of Support for Delwyn Shepherd - Restoration and Installation of the Kaitaia Town Clock

Resolution 2021/11

Moved: Chairperson Adele Gardner

Seconded: Member William (Bill) Subritzky

That Te Hiku Community Board agree to provide a letter of support to Delwyn Shepherd to provide to external funders for the restoration and installation of the Kaitaia Town Clock.

Carried

4 Deputations

Nil

5 Speakers

Nil

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A3052772, pages 12 - 19 refers.

Resolution 2021/12

Moved: Member Darren Axe

Seconded: Member John Stewart

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.

Carried

7 Reports

7.1 Chairperson and Member Reports

Agenda item 7.1 document number A3052853, pages 20 - 26 refers.

Resolution 2021/13

Moved: Member Sheryl Bainbridge

Seconded: Member Felicity Foy

That the Te Hiku Community Board:

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

b) acknowledges that Cable Bay Block Road has been 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 and notified of when the review of the Footpaths Programme/Matrix will be taking place and completed.

Carried

The meeting was adjourned from 11.27 am to 11.40 am.

7.2 Te Hiku Statement of Community Board Fund Account as at 31 January 2021

Agenda item 7.2 document number A3083390, pages 27 - 30 refers.

Resolution 2021/14

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That Te Hiku Community Board receives the report “Te Hiku Statement of Community Board Fund Account as at 31 January 2021“.

Carried

7.3 Funding Applications

Agenda item 7.3 document number A3085760, pages 31 – 48 refers.

Resolution 2021/15

Moved: Chairperson Adele Gardner

Seconded: Member William (Bill) Subritzky

That Te Hiku Community Board approves the sum of $2,753 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaitaia Sport and Leisure Trust for costs towards boxing tournament to support the following Community Outcomes:

i) Proud Vibrant Communities

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

Carried

Abstained: Cr John Stewart

RESOLUTION 2021/16

Moved: Member John Stewart

Seconded: Member Darren Axe

That Te Hiku Community Board

a) approves the sum of $862.50 (plus GST if applicable) be paid from the Board’s Community Fund account to Paula Matthews for costs towards re-planting pohutukawa trees at Pukenui to support the following Community Outcomes:

i) Proud Vibrant Communities

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

b) agrees that funding will not be paid and work cannot be undertaken until Paula Matthews attends the Far North District Council Health and Safety Volunteer Training programme.

Carried

7.4 Project Funding Reports

Agenda item 7.4 document number A3085762, pages 49 - 69 refers.

.Resolution 2021/17

Moved: Member Sheryl Bainbridge

Seconded: Member Felicity Foy

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)

Carried

8 Information Reports

8.1 Community Funding and Reporting Review

Agenda item 8.1 document number A3085964, pages 70 - 71 refers.

.Resolution 2021/18

Moved: Member Sheryl Bainbridge

Seconded: Member Darren Axe

That the Te Hiku Community Board receive the report Community Funding and Reporting Review.

Carried

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

Agenda item 8.2 document number A3082197, pages 72 - 82 refers.

.Resolution 2021/19

Moved: Member Sheryl Bainbridge

Seconded: Member William (Bill) Subritzky

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

Carried

9 Meeting Close

The meeting closed at 12.15 pm.

The minutes of this meeting will be confirmed at the Te Hiku Community Board Meeting held on 6 April 2021.

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

CHAIRPERSON

Te Hiku Community Board Meeting Agenda

6 April 2021

7 Reports

7.1 Chairperson and Members Reports

File Number: A3125161

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Te Take Pūrongo / 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.

ngĀ tŪtohunga / Recommendation

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

1) te TĀhuhu kŌrero / 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) Te matapaki me NgĀ KŌwhiringa / 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.

Te Take Tūtohunga / 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) NgĀ PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision

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

ngĀ Āpitihanga / Attachments

1. Chairperson Gardner Report - A3125208 ⇩

2. Member Axes Report - A3126308 ⇩

3. Member Bainbridges Report - A3125151 ⇩

4. Member Subritzkys Report - A3125199 ⇩

Te Hōtaka Take Ōkawa / 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.

He Take Ōkawa / Compliance Requirement	Te Aromatawai Kaimahi / 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 (for example – youth, the aged and those with disabilities).	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

6 April 2021

COMMUNITY BOARD MEMBERS REPORT

Report to Community Board: Te Hiku

Members Name: Bill Subritzky

Subdivision: Whatuwhiwhi/Awanui

Date: 18/3/2021

REPORT

1) Meetings/Functions

15/2 Meeting with local FNDC staff to review road and drainage RFS.

17/2 Meeting Kaingaroa Hall.

24/2 Whatuwhiwhi hall visit (Adele and Bill) to look at options for onsite toilets and check two potential sites for the relocation of the Whatuwhiwhi Dump station.

25/2 Talking with New Zealand Transport Agency representatives about Roundabout for Awanui.

2/3 Te Hiku Community Board meeting.

3/3 Awanui Progressive and Ratepayers meeting.

10/3 Meeting Lake Ohia and Civil Defence debrief.

11/3 Meeting Whatuwhiwhi and Civil Defence debrief.

12/3 Attended New Zealand Transport Agency forum at Te Ahu.

15/3 Onsite meeting (intersection shwy 1 and 10) with CCTV service firms.

2)Issues -

1 - The two sites identified by the Whatuwhiwhi Ratepayers committee were later found to be unsuitable. The installation of new toilets planned for the Whatuwhiwhi community hall will continue, while other options will be looked at for the dump station. It has always been my argument that why should we supply such a service to an organisation (Camper van Association or something similar) who boasts a paying membership which is huge and continues to grow as does their property portfolio.

2 - Since 2012 Awanui Progressive and Ratepayers Inc have requested a roundabout at the intersection SHWY 1/10 in Awanui and were always told by NZTA that this area was too small. The new roundabout at Matthews Ave shoots holes in that excuse. Thankyou Sheryl for inviting them to our next board meeting as there are other outstanding issues to table and seek clarification on.

3 - The meeting at Lake Ohia and Whatuwhiwhi were excellent including presentations by Civil Defence representatives. Both strengths and weakness in our response to the recent tsunami emergency were tabled and discussed by a wide variety of stakeholders who attended. The urgency now is to review, update and where required, develop Response Plans for areas who do not have one. Civil Defence representatives also stated the importance of community halls and the future roles these would play for the respective communities, whether it be tsunami, earthquake, fire or other major emergency event.

NOTE: The CCTV Project proposed for Awanui is an APR Inc funded project.

3)Resource Consents: 0

4)Request for Service:

RFS 4048891 - Clear roadside vegetation on SHWY 1, (both sides of the road) heading north from the Awanui Bridge to the Awanui Primary School.

RFS 4047737 - Request for FNDC policy on Sealing roads in front of Marae.

RFS 4047731 - Request for higher level of security and safety for Retirement Village in Awanui via fencing and area lighting.

RFS 4047726 - Request to remove tree branches broken in the last heavy winds and trim trees in the Awanui Park/Reserve.

Te Hiku Community Board Meeting Agenda

6 April 2021

7.2 Kaitaia Business Improvement District Targeted Rate 2021-2022

File Number: A3136568

Author: Shayne Storey, Community Development Advisor

Authoriser: William J Taylor MBE, General Manager - Strategic Planning and Policy (Acting)

Purpose of the Report / TE TAKE PŪRONGO

To provide reporting from the Kaitaia Business Association to the Te Hiku Community Board in order that the Kaitaia Business Improvement District targeted rate for 2021-2022 can be set.

Executive Summary / TE WHAKARĀPOPOTO MATUA

· The Te Hiku Community Board is required to receive and accept the following documents prior to recommending that the Business Investment Targeted Rate is struck for businesses that fall within the Kaitaia Business Improvement District (BID):

o Annual Report for the previous year

o Strategic Plan covering a three to five-year period

o Annual Business Plan

o Budget for the following year

· The Kaitaia Business Association (KBA) has provided the following documents to support the recommendation of the Te Hiku Community Board to strike the targeted rate for 2021/2022:

o Annual Report for year ending 30 June 2020

o Strategic Plan 2021-2024

o Annual Plan 2021

o Budget for 2021/2022

Recommendation / NGĀ TŪTOHUNGA

That the Te Hiku Community Board receive the attached reports from the Kaitaia Business Association and recommend that Council levy the Kaitaia Business Improvement District Targeted Rate 2021-2022 for $50,000.

Background / TE tĀHUHU KŌRERO

A business improvement district (BID) is a public-private partnership in which businesses in a defined area pay an additional tax or fee to fund improvements within the district's boundaries. The public-private partnership is established between the local district council (e.g. FNDC) and a business orientated incorporated society (e.g. Kaitaia Business Association) who then levy a targeted rate.

In 2010 Council resolved to support the BID concept and promoted their establishment in the main towns of the district. The Kaitaia Business Association (KBA) formally wrote to Council on 30 June 2011 requesting that a BID be established for Kaitaia and for Council funding to establish a BID. This request was approved at a meeting of the KBA on 16 June 2011.

The KBA defined the BID area, developed its strategic plan, and decided on a targeted BID rate of $50,000 based on land value and on a proportional basis for charged rates. An independent postal ballot was held, and a simple majority was achieved that resulted in the establishment of the Kaitaia BID as part the Long Term Plan (LTP) 2012-22

The following map was included in the LTP 2012-22 as the proposed BID area for Kaitaia,

As a result of Council adopting a Kaitaia BID targeted rate, Council developed a Memorandum of Understanding (MOU) between the KBA and the Te Hiku Community Board (THCB) as the representative of Council. This agreement was later updated to a Partnership Agreement/Memorandum of Understanding (Attachment 5). The Kaitaia BID area map as identified in the LTP 2012-22 (the map above) remained unchanged in the updated agreement.

The Kaitaia BID was identified on the 1 July 2018 Adopted Long Term Plan 2018-28 (Pg. 26) as one of small number of ‘targeted improvement rates’ that are in place in the District.

Discussion and Next Steps / TE MATAPAKI ME NGĀ KŌWHIRINGA

The Kaitaia Business Association has provided the required documents to support the recommendation of the Te Hiku Community Board to strike the targeted rate for 2021/2022 in the amount of $50,000.

Implications if the targeted rate is not struck:

KBA will be unable to meet their financial obligations, including:

o Insurance fees

o Audit fees

o Electronic technology and website maintenance

o Security Camera maintenance and monitoring

o Co-ordination of KBA

o Digital noticeboard maintenance

o Student scholarship

o Accounting

o Database update

o Admin expenses

o Annual General Meeting expenses

Implications if the targeted rate is struck:

The KBA will be able to carry out their obligations and meet their budgetary requirements for the 2021/2022 financial year as stated above, including:

o Promotion and marketing of Te Hiku Open Spaces Revitalisation Project

o Garden beautification programme in collaboration with the Eco Centre

o Promotion of Northland Inc.’s Regional Partnership Programme.

Option No.	Option Description	Advantages	Disadvantages
1	Support the setting of the targeted rate	The KBA will be able to meet their financial obligations and strategic objectives for 2021-22. The economic wellbeing of Kaitaia will be positively impacted.	Kaitaia businesses in the BID area of benefit will have to contribute to target rate.
2	Do not support setting the targeted rate	Kaitaia businesses in BID area of benefit will not have to contribute to the target rate.	The KBA will not be able to meet their financial obligations and strategic objectives for 2021-22. The economic wellbeing of Kaitaia will be negatively impacted.

Option No.

Option Description

Advantages

Disadvantages

Support the setting of the targeted rate

The KBA will be able to meet their financial obligations and strategic objectives for 2021-22.

The economic wellbeing of Kaitaia will be positively impacted.

Kaitaia businesses in the BID area of benefit will have to contribute to target rate.

Do not support setting the targeted rate

Kaitaia businesses in BID area of benefit will not have to contribute to the target rate.

The KBA will not be able to meet their financial obligations and strategic objectives for 2021-22.

The economic wellbeing of Kaitaia will be negatively impacted.

Financial Implications and Budgetary Provision / NGĀ PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA

No changes have been requested by the Kaitaia Business Association to amend the total of $50,000 to be levied through the targeted rate.

Targeted rate revenue of $50,000 for the Kaitaia Business Improvement District has been included in the LTP 2012-22.

Attachments / ngĀ Āpitihanga

1. KBA Annual Budget 2021-22.docx - A3097644 ⇩

2. KBA Annual Plan 2021 - A3097642 ⇩

3. KBA Annual Report June 2020 - A3097639 ⇩

4. THE KAITAIA BUSINESS ASSOCIATION STRATEGIC PLAN 2021 - A3097631 ⇩

5. Signed Partnering Agreement and MOU Kaitaia BID - A3099284 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	The level of significance is considered to be low for the following reasons; · minimal financial implications · the document is not a statutory requirement · it is consistent with council policies.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Council’s community development framework is relevant as it defines the approach we take in supporting the development of Far North communities. The framework includes; · Empowering communities The following Long Term Plan outcomes and strategic priorities are also considered to be of relevance; · A safe and healthy district · Prosperous communities supported by a sustainable economy · A vibrant and thriving economy · Supports the promotion of the economic well-being of the Kaitaia community
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 plan has ward relevance and is now being presented to the Community Board for their endorsement and consideration for alignment with the Te Hiku Community Board Strategic Plan.
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.	Iwi, hapū and whanau are a component of the Kaitaia Business Association, as well as business owners within the Business Improvement District.
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).	Persons likely to be affected or have an interest include those who have a business within the Kaitaia Business Improvement District. Kaitaia Business Association has put a great deal of effort into capturing the thoughts and aspirations of everyone affected.
State the financial implications and where budgetary provisions have been made to support this decision.	The targeted rate revenue of $50,000 for the Kaitaia Business Improvement District has been included in the LTP 2012-22.
Chief Financial Officer review.	The Chef Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

6 April 2021

7.3 Te Hiku Statement of Community Board Fund Account as at 28 February 2021

File Number: A3137857

Author: Ajay Kumar, Management Accountant

Authoriser: Janice Smith, Chief Financial Officer

TAKE PŪRONGO / Purpose of the Report

The Community Fund account provides information on financial matters relating to the Te Hiku Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.

TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Te Hiku Statement of Community Board Fund Account as at 28 February 2021.

tĀHUHU KŌRERO / 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. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.

Community Fund Account balance as at 01 July 2020	$146,701.00
· Plus uncommitted funds from 2019-20 carried forward	$26,222.96
· Plus Unspent from 2019/20 - Volunteering Northland for volunteer centre, recruitment and promotion	$2,000.00
· Plus Unspent from 2019/20 - Whakawhiti Ora Pai -venue hire and consumables for whanau life-skills camp January 2020	$50.00
· Plus Unspent from 2019/20 - 2020 Anzac Day Te Ahu Service Expenses	$500.00
· Plus Unspent from 2019/20 - Placemaking project for Awanui, consultation with Awanui Progressives Ratepayers Association and the Awanui Community	$33,333.00
· Less funds granted and uplifted to 28 February 2021	$113,177.00
· Less funds not uplifted from 14 July 2020 for XCape Design Limited for Unahi Wharf project	$8,250.00
· Less funds not uplifted from 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	$20,000.00
Community Fund Account balance as at 28 February 2021	$64,659.96

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Board members will consider the applications on the agenda and decide on what level of funding to allocate. The balance in the Community Fund account as at 28 February 2021 is $64,659.96

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.

PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of relevant community board funds to the Te Hiku Community Board. The statement of the Community Fund account as at 28 February 2021 is attached.

Āpitihanga / Attachments

1. Statement of Te Hiku Community Board Fund Account as at 28 February 2021 - A3123285 ⇩

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
Born to Run Adventure Racing	Great Northern Gallop	$7,576 (50%)	$7,576 (50%)	This is a new event and is one that travels off the beaten track, with a 100km trek completed with miniature horses over four days. The applicant hopes to be able to make a donation to local community groups at the end of the “gallop”.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event

Te Hiku Community Board Meeting Agenda

6 April 2021

8 Information Reports

8.1 Te Hiku Community Hall Annual Information Update

File Number: A3137936

Author: Ngawaiata Harris, Support Officer

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

TAKE PŪRONGO / Purpose of the Report

The purpose of the report is to present to the Te Hiku Community Board the Minutes of the annual AGM minutes, financial statements and statistical data as provided by the Awanui Sports Complex.

TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Te Hiku Community Hall Annual Information Update.

tĀHUHU KŌRERO / Background

Several Council owned community halls are managed by community committees as per the Hall and Facilities Strategy dated June 2015 and the Community Halls Policy dated September 2016.

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, Kohukohu, South Hokianga War Memorial, Kaikohe Senior Citizen’s Hall, Horeke, Okaihau and Rawene		Taheke	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 April / May annually.

At this time of writing this report, community hall information had not been received from Herekino, Whatuwhiwhi, Lake Ohia, Broadwood, Fairburn, Waiharara, Araiawa, Mangonui & Kaingaroa.

A report was received from the Awanui Sports Complex Committee (as attached).

MATAPAKI ME NGĀ KŌWHIRINGA / 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 a basic level of information required as per the 2016 Community Halls Policy.

PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision

There are no financial implications and budgetary provisions.

Āpitihanga / Attachments

1. Awanui Sports Complex Report - A3120582 ⇩

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / 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.