Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

12 May 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.

KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Mike Edmonds	Chair	Kaikohe Mechanical and Historic Trust	Council Funding	Decide at the time
Mike Edmonds	Committee member	Kaikohe Rugby Football and Sports Club	Council Funding	Withdraw and abstain
Kelly van Gaalen	No form received
Louis Toorenburg	No form received
Alan Hessell	Nil	Nil	Nil	Nil
Laurie Byers	Kaikohe Golf Club
	Kaikohukohu Trust
	North Point Trust
	Patron Bay of Islands Hockey
Emma Davis	Secretary	Pompallier Hokianga Trust	Council Funding	Decide at the time to withdraw and/or abstain
	Trustee	Raiatea Resource Centre	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Rawene Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Kohukohu Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Member of teaching staff	Broadwood Area School	Council Funding	Decide at the time to withdraw and/or abstain
John Vujcich	Board Member	Pioneer Village	Matters relating to funding and assets	Declare interest and abstain
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest
Moko Tepania	Teacher	Te Kura Kaupapa Māori o Kaikohe.	Potential Council funding that will benefit my place of employment.	Declare a perceived conflict
	Chairperson	Te Reo o Te Tai Tokerau Trust.	Potential Council funding for events that this trust runs.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Te Rarawa	As a descendent of Te Rarawa I could have a perceived conflict of interest in Te Rarawa Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Whaingaroa	As a descendent of Te Rūnanga o Whaingaroa I could have a perceived conflict of interest in Te Rūnanga o Whaingaroa Council relations.	Declare a perceived conflict
	Tribal Member	Kahukuraariki Trust Board	As a descendent of Kahukuraariki Trust Board I could have a perceived conflict of interest in Kahukuraariki Trust Board Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga ā-Iwi o Ngāpuhi	As a descendent of Te Rūnanga ā-Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā-Iwi o Ngāpuhi Council relations.	Declare a perceived conflict

Kaikohe-Hokianga Community Board Meeting Agenda

12 May 2021

MINUTES OF
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 7 April 2021 AT 10.32 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

STAFF PRESENT: Kathryn Trewin (Funding Advisor), Marlema Baker (Meetings Administrator). Casey Gannon (via Teams)

1 Apologies and conflicts of Interest

Chair Edmonds declared a conflict regarding Items 5.3 (a) and (b) Funding Applications.

Members John Vujcich and Kelly van Gaalen declared a conflict for Item 5.3 (b) Funding Applications.

2 Public Forum

Shaun Reilly

· Te Mania Drive in Ohaeawai has been resolved.

· Ohaeawai playcentre is interested in reopening the Okaihau playcentre which has been closed. Council owns that building.

· Deliberations on funding application should include the public.

3 Speakers

· Cheryl Smith representing the Kaikohe Rugby Football and Sports Club Inc – item 6.3b refers.

Chair Edmonds declared a conflict and vacated the Chair, Deputy Chair Emma Davis assumed the Chair.

Chair Edmonds resumed the Chair role.

4 Confirmation of Previous Minutes

4.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A3052577, pages 12 - 17 refers.

Resolution 2021/24

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 3 March 2021 as a true and correct record.

Carried

5 Reports

5.1 Chairperson and Members Report

Agenda item 7.1 document number A3117411, pages 18 - 25 refers.

Resolution 2021/25

Moved: Chairperson Mike Edmonds

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board:

a) requests that the Far North District Council restores protection to the Pōhutukawa trees, in Ōpononi 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.

Carried

Member van Gaalen left the meeting 10:49 am and returned 10:52 am.

5.2 Kaikohe-Hokianga Statement of Community Board Fund Account as at 28 February 2021

Agenda item 7.2 document number A3124829, pages 26 - 29 refers.

Resolution 2021/26

Moved: Member John Vujcich

Seconded: Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 28 February 2021.

Carried

5.3 Funding Applications

Agenda item 7.3 document number A3125203, pages 30 - 59 refers

· Chair Edmonds declares a conflict for Items 6.3 (A) and (B) and vacated the chair.

· Deputy Chair Emma Davis assumed the chair for these items.

· Members Vujcich (B) and Van Gaalen (B) declared a conflict and did not participate in discussions. Left the room.

Resolution 2021/27

Moved: Member John Vujcich

Seconded: Member Moko Tepania

That the Kaikohe-Hokianga Community Board:

a) 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.

Carried

Resolution 2021/28

Moved: Member Moko Tepania

Seconded: Member Alan Hessell

b) 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.

Carried

Resolution 2021/29

Moved: Chair Mike Edmonds

Seconded: Member Louis Toorenburg

c) 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.

Carried

Resolution 2021/30

Moved: Member John Vujcich

Seconded: Member Alan Hessell

d) 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.

Carried

Resolution 2021/31

Moved: Member John Vujcich

Seconded: Member Moko Tepania

e) 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.

.Carried

11:24 pm Chair Mike Edmonds resumed the Chair.

7.4 Project Funding Reports

Agenda item 7.4 document number A3125219, pages 60 - 70 refers.

Resolution 2021/28

Moved: Member Moko Tepania

Seconded: Member Alan Hessell

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

Carried

8 Information Reports

8.1 Kaikohe - Hokianga Community Hall Annual Information update

Agenda item 8.1 document number A3120658, pages 71 - 119 refers.

Resolution 2021/29

Moved: Member John Vujcich

Seconded: Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board receives the “Kaikohe-Hokianga Community Hall Annual Information Update”.

Carried

9 Meeting Close

The Meeting closed at 11:24 am

The minutes of this meeting were confirmed at the Kaikohe-Hokianga Community Board Meeting held on 12 May 2021.

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

CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

12 May 2021

7 Reports

7.1 Kaikohe-Hokianga Community Board Hokianga Spraying Commiittee

File Number: A3181642

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Take Pūrongo / Purpose of the Report

To adopt the Terms of Reference for the Kaikohe-Hokianga Community Board Hokianga Spraying Committee.

WhakarĀpopoto matua / Executive Summary

· At their meeting on 3 February 2021, the Kaikohe-Hokianga Community Board resolved to establish the Hokianga Spraying Committee and discussed the issue of spraying in Rawene.

· This report outlines the specific Terms of Reference (ToR) that the Kaikohe-Hokianga Community Board Spray Committee use to oversee their delegated area of responsibility.

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board adopt the terms of reference for the Hokianga Spraying Committee as follows: that with regard to the herbicide and spraying in and around Rawene the Hokianga Spraying Committee will:

a) represent, and act as an advocate for, the interests of its community.

b) consider and report on information provided and/or referred to it by the Far North District Council.

c) prepare an annual submission to the Far North District Council for expenditure within the community; and

d) communicate with interested parties within the community.

1) TĀhuhu kŌrero / Background

At the Kaikohe-Hokianga Community Board February 2021 meeting members of the Hokianga Environmental Management Group raised concerns regarding the spraying of glyphosate along the verges in Rawene. They asked that spraying be stopped, and that Council look at other alternatives.

The Board resolved that the Kaikohe-Hokianga Community Board establish a Hokianga Spraying Committee which will include Chairperson Mike Edmonds and members Louis Toorenburg, Emma Davis, John Vujcich, Alan Hessell and 2 members of the public. It then discussed the issue of spraying in Rawene.

A Community Board may appoint the committees, subcommittees, and other subordinate decision-making bodies that it considers appropriate. A committee may appoint the subcommittees that it considers appropriate unless it is prohibited from doing so by the Community Board.

A Community Board may appoint or discharge any member of a committee and, if established by the council, a subcommittee. A committee may appoint or discharge any member of a subcommittee appointed by the committee unless directed otherwise by the Community Board.

The members of a committee or subcommittee may be, but are not required to be, elected members of a local authority. A council or committee may appoint a person who is not a member of the local authority to a committee or subcommittee if, in the opinion of the council or committee, the person has the skills, attributes or knowledge to assist the committee or subcommittee.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The Kaikohe-Hokianga Community Board proposes the Terms of Reference (ToR) listed in the recommendation to aid and guide the Hokianga Spraying Committee set out the working arrangements for the committee and list vital information about its purpose, membership, meeting schedule, level of administrative support, and review and reporting processes.

Take Tūtohunga / Reason for the recommendation

The Hokianga Spraying Committee was established to address community concerns regarding use of glyphosate spray in their community. The benefit of establishing the terms of reference for this committee is to provide boards or committee members and key stakeholders with a common understanding of the scope, objectives and operational processes of the committee and any legislative requirements.

3) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision

Financial implications in supporting the Hokianga Spraying Committee will be covered within existing operational budgets.

Āpitihanga / Attachments

1. Hokianga Spraying Committee - Terms of Reference - A3184611 ⇩

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	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 matter is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The Local Government Act 2002 enables this to occur.
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.	Glyphosate is used across the district. While other Community Boards have signalled an interest in being involved there has been no formal commitment to date.
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.	Adopting terms of reference for this committee does not have an implication to Māori, however, the work of this committee may be of interest to Māori.
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 does not affect any notified persons.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or need for budgeting provisions.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

12 May 2021

7.2 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 March 2021

File Number: A3160464

Author: Ajay Kumar, Management Accountant

Authoriser: Angie Thomas, Manager - Accounting Services

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 31 March 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 during 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 31 March 2021	$97,212.00
· Less funds not uplifted from 05 August 2020 for Life Education Trust	$5,001.00
· 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 31 March 2021	$81,361.33

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 31 March 2021 is $81,361.33.

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 31 March 2021 is attached.

Attachments

1. Statement of Kaikohe-Hokianga Community Board Fund Account as at 31 March 2021 - A3161701 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

12 May 2021

7.3 Winter 2021 Rural Travel Funding Applications

File Number: A3155766

Author: Kathryn Trewin, Funding Advisor

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

Take Pūrongo / Purpose of the Report

To allocate Rural Travel Funding for the 2021 winter sporting season.

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board allocates Rural Travel Grant funding in accordance with the recommendations received from Sport Northland as follows:

a) Datz Us Netball $2400

b) Hokianga Sports Club $2000

c) Kaikohe Rugby Football and Sports Club $3800

d) Kerikeri Gymnastics Club $910

e) Mid North United Sports $2300

f) Omanaia School $800

g) Taiamai Ohaeawai Junior Rugby Club $2000

h) Te Kura a-Iwi o Pawarenga $350

i) Te Kura Kaupapa Māori o Kaikohe $3042

j) Te Kura Taumata o Panguru $1000

k) Rawene Primary School $2000

Total $20,602

1) TĀhuhu kŌrero / Background

The Rural Travel Fund was developed in response to concerns raised by Councils throughout the country about the lack of participation in sport by young people living in rural communities. The Fund was introduced as an interim measure until a rural participation strategy was fully developed and implemented. The strategy is yet to be developed.

Kiwisport was launched in 2009 by Prime Minister John Key and funding is given to Sport Northland to achieve three objectives. One of the barriers that has been identified in Northland is the cost of travel. Sport Northland agreed to give part of its funding to the Far North District Council to add to its Rural Travel Fund to overcome the travel barrier and help achieve their three objectives.

Council receives funding based on a per capita basis and gave the three Community Boards delegated authority to allocate the funding. Each Board receives a sum based on the number of people between ages five and nineteen living in their respective areas. Figures are based on the 2013 census results. This funding round is the second of two funding rounds for the current financial year, for sporting activities taking place in winter, or until November 2019 when the next round of funding is allocated.

Council advertises that funding is available approximately one month before applications close in local newspapers and on Council’s Facebook page. The Sport Northland representatives also forward information of the fund to clubs and schools that they work with as a more targeted approach to advertise the funding is available.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

It is each Community Board's role to determine which applications best meet the criteria and will have the most positive broad effect in their communities. The following table is a guide to the funding criteria.

Funding is available for activities taking place within the district. It is understood, that in some cases, competitions do not exist within the district and travel is required in which case the Community Boards may use their discretion.

Project reports for any previous grants have been received from all the current applicants. Further detailed information provided by Sport Northland regarding their recommendations has been distributed to Board Members separately.

	Sport Northland (Kiwisport)	Sport New Zealand (Rural Travel)
What are the Objectives?	1. Increase the number of children participating in sport 2. Increase the availability and accessibility of sport for children 3. Support the development of skills to enable effective participation.	Subsidise travel for junior teams participating in local sport competition.
How much is available?	$25,000.00 across the Far North District.	$25,080.30 across the Far North District.
Funding is not available for	Coaches, referees, children playing in Regional or District rep teams, club/school sport administration.	Activities taking place during school hours, coaches, referees, club/school sport administration, travel to training.
Who can apply?	Schools, clubs or individuals.	Schools, clubs or individuals.
What age group is funding for?	Funding is available for school aged children. This is understood to be ages 5 - 18 years of age.	Funding is available for youth/children aged 5 - 19 years of age.
Eligible Sports	Team or individual organised sporting activities such as volleyball, netball, rugby; hockey, football, orienteering, waka ama, basketball, ki-o-rahi, shooting, athletics, swimming.	Sports that have regular grass roots competitions such as netball, hockey, rugby, rugby league, softball, football, touch rugby, basketball.

Applicants are advised, when granted funds, that the funds are to be uplifted within three months and that a project report form is required if they wish to be eligible to apply for future funding.

Take Tūtohunga / Reason for the recommendation

To fulfil the requirements of the Sport NZ Rural Travel Fund agreement with Sport New Zealand and the Kiwisport agreement with Sport Northland to increase participation in sport by young people living in rural communities.

3) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision

Council receives two grants annually that make up this funding budget - $25,080.30 from Sport New Zealand and $25,000 (plus GST) from Sport Northland.

The total budget for rural travel funding for the 2020/21 financial year is $50,080.30. The percentage of youth throughout the district is translated into percentages to calculate the percentage of funding each Board can allocate. It is recommended that only 40% of the total funding be allocated for summer activities and the remainder allocated for the busier winter sporting season.

The total available funds for the winter season is usually $8,327.20. Additional funds (including funding returned or unused by applicants from previous funding rounds, and funds carried over from previous funding rounds) have been added to this amount to allow the grant recommendations in this report to be made.

%	Board	40% Summer	60% Winter	Total
40.5%	Bay of Islands-Whangaroa Community	$8,029.80	$12,044.70	$20,074.50
31.5%	Te Hiku Community	$6,245.40	$9,368.10	$15,613.50
28%	Kaikohe-Hokianga Community	$5,551.47	$8,327.20	$13,878.67

Āpitihanga / Attachments

1. Pages from FNRTF - Application - Datz Us Netball - A3158328 ⇩

2. Pages from FNRTF - Application - Hokianga Sports Club - A3158327 ⇩

3. Pages from FNRTF - Application - Kaikohe Rugby Football and Sports Club - A3158325 ⇩

4. Pages from FNRTF - Application - Kerikeri Gymnastics Club - A3158331 ⇩

5. Pages from FNRTF - Application - Mid North United Sports Inc - A3158326 ⇩

6. Pages from FNRTF - Application - Omanaia School 2021 - A3158329 ⇩

7. Pages from FNRTF - Application - Taiamai Ohaeawai Junior Rugby Club - A3158332 ⇩

8. Pages from FNRTF - Application - Te Kura a-Iwi O Pawarenga - A3158334 ⇩

9. Pages from FNRTF - Application - Te Kura Kaupapa Maori o Kaikohe - A3158324 ⇩

10. Pages from FNRTF - Application - Te Kura Taumata O Panguru - A3158330 ⇩

11. Pages from FNTRF - Rawene Primary School - A3158333 ⇩

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	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.	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

12 May 2021

1) TĀhuhu kŌrero / 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) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
7(a) Ākau Foundation	Bling Bling Toi Marama 2021	$15,000 (16%)	$15,000 (16%)	Ākau is building on a project started in 2020, with over 500 tamariki confirmed to participate in a project that engages with communities to create light art sculpture for the streets. This is to take place in July to coincide with the Matariki festival.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
7(b) Ākau Foundation	Te Reo Māori on the Streets	$30,400 (27%)	$20,000 (18%)	Ākau engages with taitamariki to rejuvenate the streets of Kaikohe with the implementation of large-scale murals.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community Development
7(c) Hokianga Treks 4 Kids	Clearing the Rawene Horse Track	$1,500 (79%)	$1,500 (79%)	This community-based organisation supports local tamariki at no charge and is struggling to raise funds for maintenance of the tracks they use for their operation. This decision would be an out of policy decision for any amount more than $950.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community Development
7(d) Omanaia Marae	Purchase of dining room chairs/tables	$2,450 (66%)	$2,450 (66%)	This marae has undertaken a major upgrade programme over several years that is almost complete. While this application would appear to be for more than 50% of the project costs, it is only for these items and the total project cost has been significantly higher. This marae was also a community centre during the covid lockdowns, providing water and food packs in association with Hauora Hokianga.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community Development

Take Tūtohunga / Reason for the recommendation

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

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) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy

Āpitihanga / Attachments

1. Pages from KHCB - Application - AKAU Bling Bling Toi Marama 2021 - A3169256

2. Pages from KHCB - Application - AKAU Foundation - A3169257

3. Pages from KHCB - Application - Hokianga Trek 4 Kids - A3169258

4. Pages from KHCB - Application - Omanaia Marae - A3169259

Kaikohe-Hokianga Community Board Meeting Agenda

12 May 2021

Take Tūtohunga / Reason for the recommendation

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

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) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy

Āpitihanga / Attachments

1. Pages from KHCB - Application - AKAU Bling Bling Toi Marama 2021 - A3169256 ⇩

2. Pages from KHCB - Application - AKAU Foundation - A3169257 ⇩

3. Pages from KHCB - Application - Hokianga Trek 4 Kids - A3169258 ⇩

4. Pages from KHCB - Application - Omanaia Marae - A3169259 ⇩

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	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.

Kaikohe-Hokianga Community Board Meeting Agenda

12 May 2021

8.5 Project Funding Reports

File Number: A3169225

Author: Kathryn Trewin, Funding Advisor

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

Take Pūrongo / 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.

tŪtohunga / Recommendation

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

a) Hokianga Trek 4 Kids

b) Okaihau Bowling Club – Kitchen

c) Okaihau Bowling Club – Bowling Mats

d) He Whakamanamai Whanau Trust

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

Take Tūtohunga / Reason for the recommendation

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

3) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Āpitihanga / Attachments

1. Pages from KHCB - Project Report - Hokianga Trek 4 Kids - A3169217 ⇩

2. Pages from KHCB - Project Report - Okaihau Bowling Club - Kitchen - A3169218 ⇩

3. Pages from KHCB - Project Report - Okaihau Bowling Club Inc - Mats - A3169215 ⇩

4. Pages from KHCB - Project Report - Whakamanamai Whanau Trust - A3169216 ⇩

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	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.	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

12 May 2021

7.6 Rural Travel Funding Reports

File Number: A3170785

Author: Kathryn Trewin, Funding Advisor

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

Take Pūrongo / 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.

tŪtohunga / Recommendation

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

a) Hokianga Sports Club

b) Rawene Primary School

1) TĀhuhu kŌrero / Background

2) matapaki me NgĀ KŌwhiringa / 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.

Take Tūtohunga / Reason for the recommendation

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

3) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Āpitihanga / Attachments

1. Pages from FNRTF - Project Report - Hokianga Sports Club - A3158794 ⇩

2. Pages from FNRTF - Project Report - Rawene Primary School - A3158795 ⇩

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	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.	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.