Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

6 October 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.

C. Maintain an overview of services provided by the territorial authority within the community.

D. Prepare an annual submission to the territorial authority for expenditure within the community.

E. Communicate with community organisations and special interest groups within the community.

F. Undertake any other responsibilities that are delegated to it by the territorial authority

Council Delegations to Community Boards - January 2013

The "civic amenities" referred to in these delegations include the following Council activities:

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated storm water systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

· Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.

Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.

Set local priorities for minor capital works in accordance with existing strategies,

1. Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long-Term Plan processes.

2. Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.

3. Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.

4. Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.

5. To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long-Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.

6. To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long-Term Plan and make recommendations to the Council.

7. Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community 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

6 October 2021

MINUTES OF
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 4 August 2021 AT 10.30 am

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

IN ATTENDANCE:

STAFF PRESENT: Kathryn Trewin (Funding Advisor), Shayne Storey (Community Development Advisor), Ana Mules (Team Leader – Community Development & Investment), Sheryl Gavin (Manager – Corporate Planning & Community Development), Jacine Warmington (Manager – Community & Customer Services), Marlema Baker (Meeting Administrator).

1 NGā WHAKAPāHA ME NGā PāNGA MEMA / Apologies and conflicts of Interest

Apologies from the Far North District Council Chief Executive Shaun Clarke were noted.

2 Public Forum

Murray Sine – Rawene Resident (Gundry Road) – Would like native plants planted in the Council section between his property and his neighbour and would not like Council to spray there anymore.

3 Ngā Tono KŌrero / Deputations

· Manuwai Wells and Sarah Wynyard – introducing their roles as Kaiarahi for Family Court.

4 Speakers

Funding Applicants

· Medina – Hokianga Country Music Festival funding application.

· Janine McVeagh – Walks of Hokianga funding application.

· Debbie Rafael – Kaikohe Districts Sportsville funding application.

Meeting adjourned 11:06 am – 11:18 am

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A3052587, pages 10 - 15 refers.

Resolution 2021/57

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 7 July 2021 as a true and correct record.

Carried

6 Reports

6.1 Funding Applications

Agenda item 7.1 document number A3296323, pages 16 - 56 refers

Resolution 2021/62

Moved: Member Kelly van Gaalen

Seconded: Member Emma Davis

6.1a) That the Kaikohe-Hokianga Community Board approves the sum of $4316 (plus GST if applicable) be paid from the Board’s Community Fund account to Hokianga Community Education Trust for costs towards Walks of the Hokianga publication to support the following Community Outcomes:

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

ii) Proud, vibrant communities

CARRIED

Resolution 2021/63

Moved: Member Louis Toorenburg

Seconded: Member Alan Hessell

6.1b) That the Kaikohe-Hokianga Community Board approves the sum of $3235 (plus GST if applicable) be paid from the Board’s Community Fund account to Hokianga Country Music Festival for costs towards 2021 Hokianga Country Music Festival to support the following Community Outcomes:

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

iv) Proud, vibrant communities

CARRIED

Resolution 2021/64

Moved: Member Alan Hessell

Seconded: Member Emma Davis

6.1c) That the Kaikohe-Hokianga Community Board approves the sum of $1000 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaikohe and Districts Sportsville for costs towards Māori Warden monitoring of Penney Cres parking to support the following Community Outcomes:

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

vi) Proud, vibrant communities

CARRIED

Member John Vujcich declared a conflict on item 6.1c and 6.1d and did not participate in the discussion or decision.

Resolution 2021/66

Moved: Member Moko Tepania

Seconded: Member Alan Hessell

6.1d) That the Kaikohe-Hokianga Community Board approves the sum of $xxx (plus GST if applicable) be paid from the Board’s Community Fund account to Kaikohe and Districts Sportsville for costs towards a Kaikohe heated pool feasibility study to support the following Community Outcomes:

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

viii) Proud, vibrant communities

CARRIED

Resolution 2021/65

Moved: Member Moko Tepania

Seconded: Member John Vujcich

6.1e) That the Kaikohe-Hokianga Community Board amends their resolution of 2 June 2021 and approves the sum of $4724.16 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North District Council for travel costs and attendance costs towards three students attending Outward Bound in association with the Mayors Taskforce for Jobs. to support the following Community Outcomes:

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

x) Proud, vibrant communities

CARRIED

Resolution 2021/67

Moved: Member John Vujcich

Seconded: Member Emma Davis

6.1f) That the Kaikohe-Hokianga Community Board further directs the balance of funding initially set aside (but not required) for the Outward Bound students be added to the funds set aside for Rural Travel Funding in the amount of $xxx.

Carried

6.2 Project Funding Reports

Agenda item 7.2 document number A3296412, pages 57 - 67refers

Resolution 2021/58

Moved: Member Kelly Van Gaalen

Seconded: Member John Vujcich

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

a) Jacman Entertainment - Hullabaloo

b) Kaikohe Rugby Football and Sports Club – Mitre 10 Televised Game

c) Kaikohe Rugby Football and Sports Club – Consents for Lights

Carried

Chair Edmonds declared a conflict as a member of the Kaikohe Rugby Football Club and abstained.

7 Information Reports

7.1 Kaikohe Civic Hub Working Party update

Agenda item 8.1 document number A3270160, pages 68 - 69 refers

Resolution 2021/59

Moved: Member Moko Tepania

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board receive the report Kaikohe Civic Hub Working Party update.

Carried

7.2 Community and Customer Services Activities - 6 monthly report

Agenda item 8.2 document number A3294184, pages 70 - 77 refers

Resolution 2021/58

Moved: Member Kelly van Gaalen

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board receive the report Community and Customer Services Activities - 6 monthly report.

Carried

8 Resolution to Exclude the Public

Resolution 2021/61

Moved: Member Moko Tepania

Seconded: Member Alan Hessell

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

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

6.1d and 6.1f – Funding Applications

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons.

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority.

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7.

Carried

9 Resolution to readmit the Public

Resolution 2021/68

Moved: Chairperson Mike Edmonds

Seconded: Member Moko Tepania

That the Kaikohe-Hokianga Community Board moves out of Public Excluded and into Ordinary meeting.

Carried

6.1 Funding Applications – continued

Agenda item 7.1 document number A3296323, pages 16 - 56 refers

MOTION

Moved: Member Emma Davis

Seconded: Member Louis Toorenburg

6.1d) That the Kaikohe-Hokianga Community Board approves the sum of $xxx (plus GST if applicable) be paid from the Board’s Community Fund account to Kaikohe and Districts Sportsville for costs towards a Kaikohe heated pool feasibility study to support the following Community Outcomes:

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

viii) Proud, vibrant communities

LOST

Resolution 2021/69

Moved: Member Moko Tepania

Seconded: Member John Vujcich

6.1f) That the Kaikohe-Hokianga Community Board further directs the balance of funding, initially set aside (but not required) for Outward Bound students, be set aside for future applicants from the Kaikohe-Hokianga ward in the amount of $1275.84.

Carried

10 tE kAPINGA hUI / Meeting Close

The meeting closed at 12:06 pm.

The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board Meeting held on 1 September 2021.

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

CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

6 October 2021

6 Reports

6.1 Hokianga Spraying Committee Additional Community Representatives Request

File Number: A3280718

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Take Pūrongo / Purpose of the Report

To request for two additional community representatives for the Hokianga Spraying Committee.

WhakarĀpopoto matua / Executive Summary

· At their meeting held 7 July 2021, the Hokianga Spraying Committee (HSC) resolved to request that an additional 2 community members be added to the committee.

· The Kaikohe-Hokianga Community Board is responsible for overseeing the business of the Hokianga Spraying Committee and has the authority to determine its membership, as per the Hokianga Spraying Committee Terms of Reference.

tŪtohunga / Recommendation

That the Kaikohe- Hokianga Community Board:

a) approves the appointment of Peter Reid and Lorene Royal to the Hokianga Spraying Committee as community representatives; or

b) approves the appointment of one additional community representative to the Hokianga Spraying Committee: or

c) declines the appointment of any additional community representatives to the Hokianga Spraying Committee.

1) TĀhuhu kŌrero / Background

The Hokianga Spraying Committee (HSC) is a sub-committee established by the Kaikohe-Hokianga Community Board (KHCB) to address community concerns regarding use of glyphosate spray in the Hokianga community and provide community advocacy on the matter of glyphosate spraying in the Hokianga region.

The Terms of Reference for this committee were adopted by the Kaikohe-Hokianga Community Board at their meeting 12 May 2021.

The HSC consists of 5 Kaikohe-Hokianga Community Board members: Mike Edmonds (Chair), Emma Davis, John Vujcich, Louis Toorenburg and Alan Hessell, and 2 community representatives Gail and John Aiken.

At its first meeting held 7 July 2021, the Hokianga Spraying committee resolved to recommend to the Community Board that an additional 2 community representatives be appointed as per the resolution d) below.

This request was made by committee member Gail Aiken who felt that diversity in community representation was required and that adding Peter Reid and Lorene Royal would bring more voices to the table and assist in sharing the community workload.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Option 1 – Agree to the appointment of the 2 additional community representatives, Peter Reid and Lorene Royal, to the Hokianga Spraying Committee.

Option 2 – Agree to the appointment of 1 additional community representative to the Hokianga Spraying Committee.

Option 3 – Decline the appointment of any additional community representatives to the Hokianga Spraying Committee.

Take Tūtohunga / Reason for the recommendation

When making their decision the Kaikohe-Hokianga Community Board may wish to consider the following:

1. that the inclusion of 2 additional community members will increase the current representation from 5 community board members and 2 community representatives to 5 community board members and 4 community representatives: and

2. that Non-appointed Community Board members and members of the public may attend Hokianga Spraying Committee meetings with speaking rights, but not voting rights.

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

There are no financial or budgetary implications.

Āpitihanga / Attachments

1. Hokianga Spray Committee - TERMS OF REFERENCE 2021 - A3266849 ⇩

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. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	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

6 October 2021

6.2 Koutu Mangeroa Picnic Area Encroachment

File Number: A3346858

Author: Louise Wilson, Team Leader - Monitoring

Authoriser: Dean Myburgh, General Manager - District Services

Take Pūrongo / Purpose of the Report

To seek approval of the recommendation that the Koutū Mangeroa Picnic Area be managed by Kaitiaki Agreement.

WhakarĀpopoto matua / Executive Summary

In April 2021 Council Monitoring Officers responded to a complaint that an area of unformed road known as Koutū Picnic Area was being used illegally as a campground. A site visit was carried out which confirmed the presence of illegal structures and signage relating to a campground. The kaitiaki occupiers have been mowing and maintaining the picnic area.

The Monitoring Team and the Northern Transport Alliance (NTA) seek direction from Council about the future use of the picnic area. Staff recommend that Council support Option 1 and engage with kaitiaki occupier to formalize a Kaitiaki Agreement. Further, that Council assist kaitiaki to obtain the necessary consents to legalise the use of the Koutū Picnic Area as a campground.

At the Council meeting 12 August 2021, Council resolved to refer this report to the Kaikohe-Hokianga Community Board for consideration.

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board.

a) engage with the kaitiaki of the Koutū Mangeroa Picnic Area to formalise a Kaitiaki Agreement for the lawful use of the area as a campground; and

b) engage with the kaitiaki to obtain the necessary consents under the Resource Management Act, Local Government Act and Health Act to facilitate the lawful use of the area as a campground.

1) TĀhuhu kŌrero / Background

In April 2021 Council Monitoring Officers responded to a complaint that an area of unformed road known as Koutū Picnic Area was being used illegally as a campground (see fig.1 below). A site visit was carried out which confirmed the presence of illegal structures and signage relating to a campground. The kaitiaki occupiers have been mowing and maintaining the area (fig.4).

Fig.1 Location of area of unformed road known as Koutū Picnic Area

Fig.2 Signage relating to illegal campground

Fig.3 Illegal Structures

Fig.4 The site has been mowed and maintained by kaitiaki occupiers

Timeline of Events Relating to Koutū Mangeroa Picnic Area

11 Dec 2014

Council resolved

“THAT the person responsible for the structures on Koutū Point unformed legal road be given 21 days to have them removed.

AND THAT failure to do so will result in Council issuing a Trespass Notice to this person and having the structures removed at the occupier’s expense (as per Policy #5108 - 2014 - Encroachments on Council Administered Land).”

A trespass notice was duly served on the occupier and he was given 21 days to remove all structures from the Reserve.

Reports from community members and the NZ Police indicated that a land occupation was to be undertaken by the occupier and supporters, and matters could become unpleasant.

10 June 2015

Then Chief Executive Officer (Acting) Colin Dale met with the occupier and their legal representatives to endeavour to achieve an amicable outcome. The outcome of this meeting was that the family and hapū, with Council’s assistance, convene a public meeting in Opononi to get the views of the wider community.

23 October 2015.

Approximately fifty people attended the public meeting chaired by Mark Ambler (elected from the floor). FNDC representatives, Chief Executive Officer (Acting), Colin Dale, George Swanepoel (Legal Counsel), Phill Grimshaw (Manager Strategic Iwi Relationships), and Mike Colebrook (Manager Facilities Operations) briefed the meeting on the history of the encroachment and Council’s obligations under Local Government legislation, to address the public complaints that had been received.

Members of Ngāti Korokoro outlined their claim under the Treaty of Waitangi, and advised that by June 2016, they would have proof showing hapū ownership.

Colin Dale confirmed that Council was happy for the Treaty claim to progress as it was the correct and lawful process, but on receipt of the complaints regarding illegal structures, illegal camping, and other health and safety concerns, it had to act to protect the wider community.

The meeting then agreed that the whānau and Council had heard the arguments raised by the hapū and wider community, and that the parties concerned should continue to sit around the table, talk and resolve their concerns (Council Report A1647876)

May 2016

Phil Grimshaw and George Swanepoel met with occupier Syd Mathews and it was agreed:

1. That although council was happy for Mr Mathews to be the caretaker of the block it has to be open to all the public and that accosting and abuse of members of the public was not acceptable.

2. That Mr Mathews would remove the signs and that Council would assist with the removal of the container and the porta cottage.

3. Council would explore the installation of toilets as the place is popular with freedom campers.

4. Council would look at some type of secure post box where campers could leave a koha which would help Syd pay for the maintenance of the area.

May 2016 – Present

The conditions of the informal Agreement were not progressed, and no formal Kaitiaki Agreement was finalised. The occupation of the area diminished without further action from FNDC. Due to staff changes and an absence of complaints, enforcement of the removal of the encroachment did not occur.

Treaty Claim

Independent historical research commissioned by FNDC and conducted by Schwarz Consultancy Ltd concluded the Koutū block was a private transaction between Māori and European settlers and did not find anything untoward that would suggest a Treaty claim was appropriate. In addition, land vested in Council is not Crown land for the purposes of Treaty settlements.

Public Use and Legislation

The site is currently advertised on the internet and social media as a campground. Figure 5 is a screen snip from https://nzcamping.com/camp-directory/camp-listing/north-island/far-north/Koutū-mongero/.

Figure.5 The picnic area is advertised as a campground on the internet

The site is public land, so it is desirable to maintain public access and enjoyment of the picnic area. However, Section 357 of the Local Government Act (LGA) provides that it is an offence to encroach on a road for example by erecting buildings or fences. Council has received multiple complaints since 2016 regarding the encroachment preventing access to the picnic area.

Council’s Monitoring and Compliance Team and the Northern Transport Alliance (NTA) seek Council’s direction on options to resolve the encroachment and address complainants’ concerns.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Council Monitoring Staff have met with Northern Transport Alliance (NTA), Te Hono and Legal staff to identify options for the future use of the Koutū picnic area. It is noted that the unformed road is not required for roading purposes. However, any alternative use of public land requires elected member direction. The options are as follows.

Option 1 Engage with kaitiaki occupier to formalize a Kaitiaki Agreement and seek necessary consents to legalise campground; or

Option 2 Take enforcement action to remove illegal structures and prevent campground use; or

Option 3 Investigate changing status of area from road to reserve

Option 2 is not recommended because:

· Enforcement action is unlikely to resolve the demand for campervan parking at the picnic area. Even if encroachments are removed it is likely that campervans would still use the area. Complaints from Koutū Point residents about camping at the site would not necessarily be resolved.

· Enforcement action may alienate the kaitiaki who have been maintaining the area. This is not consistent with Treaty of Waitangi principles of Tino Rangatiratanga and Partnership.

· Enforcement Action would not provide for the ongoing maintenance of the area. NTA have no interest in or budget for maintaining the picnic area.

Option 3 is not recommended because:

· Changing the status of the land would require a formal legal process of road stopping.

· Reserve status would not resolve the demand for campervan parking in the area.

· Changing status of the land to Reserve would not provide for the ongoing maintenance of the area. There is no budget in the LTP for additional reserve maintenance.

Take Tūtohunga / Reason for the recommendation

Option 1 is the preferred option because:

· The Kaitiaki Agreement can document Council’s expectations relating to public access and maintenance of the area.

· Council can work with kaitiaki to assess compliance with the requirements of the Resource Management Act 1991 (RMA), s.120B of the Health Act 1956 (Campground Regulations) and s.357 LGA. It is likely that resource consent and health licensing would be required.

· If compliance is achieved, the Kaitiaki Agreement can provide for both campervan parking and public access to the coast. Resource consent and health licensing conditions would also apply.

· An agreement would recognise the role of local kaitiaki and be the focus for constructive dialogue between Council and the kaitiaki occupier. This aligns with the Treaty of Waitangi principles of Tino Rangatiratanga and Partnership.

· Other government agencies, for example the Department of Conservation (DOC) have kaitiaki Agreements delegating functions to community groups. For example, the management of the Urupukapuka Island campground by hapū from the Bay of Islands/Rāwhiti area.

· Enforcement action to remove structures and exclude kaitiaki is likely to result in ongoing conflict and occupations. If the kaitiaki were not permitted to occupy and maintain the area it is unlikely to be maintained by NTA and public amenity would be reduced.

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

Council will need to fund technical and legal support to assess whether the proposed campground can achieve compliance with the requirements of the Resource Management Act 1991 (RMA), 120B of the Health Act 1956 and LGA. This process would have similar budget and staff capacity implications as an enforcement proceeding.

Āpitihanga / Attachments

Nil

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	Medium – The occupation of the Koutū picnic area previously received media attention and was the subject of a public meeting. The future management of public land may be of interest to the community.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	There is no budget for the management of this area of unformed road. It is likely that resource consent under the RMA and a license under the Health Act will be required before the area can lawfully be used as a campground.
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.	District Wide Relevance This report will be of interest to the Kaikohe-Hokianga Community Board.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	This report has considered how kaitiaki Māori can be included in decision making about the future use of the Koutū Picnic Area. This aligns with the principles of Tino Rangatiratanga and Partnership.
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).	Potentially affected parties include residents of Koutū Point, hapū, kaitiaki, and members of the public wanting access the picnic area and coastline. NTA does not consider themselves affected as they have no plans for the unformed road.
State the financial implications and where budgetary provisions have been made to support this decision.	As covered in report. Financial implications of Option 1 are similar to Options 2 and 3.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Kaikohe-Hokianga Community Board Meeting Agenda

6 October 2021

6.3 Road Naming - 16 Roswell Heights, Kaikohe

File Number: A3350976

Author: Selina Topia, Roading Support Officer

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

Take Pūrongo / Purpose of the Report

To seek approval from the Kaikohe-Hokianga Community Board to officially name a private right-of-way (ROW).

WhakarĀpopoto matua / Executive Summary

Council has received a Road Naming application to name a private right-of-way (ROW) addressed at 16 Roswell Heights, Kaikohe. Community Boards have delegated authority to name private right-of-ways (ROW).

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private right-of-way, Buena Vista Rise that is currently addressed at 16 Roswell Heights, Kaikohe as per map (A2556386).

1) TĀhuhu kŌrero / Background

Ryan Baxter has advised that this is a private right-of-way (ROW) addressed at 16 Roswell Heights, Kaikohe.

The name Buena Vista means ‘good views’ and relates to a roadway which goes to higher place or position. The right-of-way goes uphill and has access to excellent views.

The background for these names is given also as per the Road Naming application attached (A3350936).

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Their suggestions are as follows:

1. Buena Vista Rise

2. Buena Vista Lane

3. Vista Lane

The Roading team and Land Information NZ (LINZ) have no objections to the names suggested above.

Take Tūtohunga / Reason for the recommendation

The road names recommended in this report are not duplicates of any other road names in the District, therefore meeting the criteria set down in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

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

There will be no financial implications to Council relating to the installation of the road name sign (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.

Āpitihanga / Attachments

1. Application - Document number - A3350936 ⇩

2. Map and Plan - Document number - A3247757 ⇩

3. Resource consent - Document number - A3247756 ⇩

4. Property Owners consent 1 - Document number - A3247740 ⇩

5. Property Owners consent 2 - Document number - A3247752 ⇩

6. LINZ approval - Document number - A3351699 ⇩

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 the naming of a private right-of-way (ROW) and 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.	Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.
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.	No district wide relevance and the Community Board have the delegated authority to approve road names.
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. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.
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).	There are five property owners. Please find property owner consents as per attached (A3247740 and A3247752).
State the financial implications and where budgetary provisions have been made to support this decision.	There will be no financial implications to Council relating to the installation of the road name sign (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

6 October 2021

6.4 Upgrade Memorial Park, Kaikohe

File Number: A3381320

Author: Jeanette England, Assets Manager - District Facilities

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

Take Pūrongo / Purpose of the Report

To present the final concept for Memorial Park as developed by AKAU and to seek approval to use budgets delegated to the Kaikohe-Hokianga Community Board for work being undertaken in Memorial Park, Kaikohe.

WhakarĀpopoto matua / Executive Summary

· Final masterplan for Memorial Park has been completed by AKAU

· Outline the programme of work within Memorial Park for 2021/2022

· Final proposed playground and relocation of existing playground

· Request additional funding for the playground surfacing

· Request use of new amenity lighting budget for new lights within Memorial Park

· Request funding options for landscaping, furniture, footpaths and learn to ride paths

tŪtohunga / Recommendation

That Kaikohe-Hokianga Community Board:

a) Approves the final concept for Memorial Park as developed by AKAU

b) Approves the removal of the Casuarina Tree close to the final location of the Wharepaku

c) Approves the use of Streetscapes budget for the landscaping, furniture, footpaths, tree works and learn to ride paths within Memorial Park ($344,200)

d) Approves the use of Town Beautification budget for the new civil works and surfacing for the new Playground within Memorial Park ($100,000)

e) Approves the use of the Amenity Lighting budget for new lights within Memorial Park ($18,500)

1) TĀhuhu kŌrero / Background

The Kaikohe-Hokianga Community Board engaged with AKAU to provide a masterplan (refer Attachment 1 & 2) for Memorial Park. Staff have been working alongside AKAU to develop Memorial Park as the destination park for Kaikohe.

During this work it became evident that Kaikohe had missed an opportunity to obtain PGF funding for this park, however the Asset Manager did identify and obtained approval to adopt the same procurement approach as those PGF projects in order to be able to utilise the potential savings during the tender process for playgrounds and barbeque supply and install.

Consultation with AKAU has been ongoing throughout the various iterations of the masterplan.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The full programme of work for Memorial Park is as follows (refer Masterplan – Attachment 1):

1. New Wharepaku (Toilet) (Attachment 3) location is shown in the attachment which also incorporates free standing posts to allow for privacy screening in the front and to the side of the wharepaku. There is also a tree which will require removal due the final location and this is funded as part of this work. The entrance to the Park from Station Road will also have signage and bike racks in this area. There is currently a budget of $220,000 for this work.

2. New Papatakoro (Playground) (Attachment 4) for all ages. Staff, along with AKAU, have agreed the list of equipment for $178,550, this price includes the discount offered as part of the tender process for the other Te Hiku & Kerikeri playgrounds. There is funding of $215,000 in the 2021/22 financial year for this project, however it is estimated that an additional $100,000 will be required for the civil works (site preparation) and surfacing (wet pour rubber, softfall and sand) which is requested from one of the budgets indicated in the attached spreadsheet (Streetscape upgrade or Town Beautification).

Staff suggest that the old equipment from Memorial Park be refurbished at an estimated cost of $44,500 (cleaned and painted) and relocated to Reid Park. There is currently funding of $66,816 in years 2025/26 of the LTP which can be bought forward to cover the cost of this refurbishment and relocation to Reid Park.

3. New footpaths and a learn to ride trail will be created around the park. The footpaths will be 2.5m wide and will loop around the park forming connections to features. There will also be short connection paths linking existing to the new loop path and other spaces. There will also be a 2m wide curving path painted with road markings to be used as a “learn to ride” pathway for taitamariki. The overall design is planned to make the transition around the park easier and more enjoyable.

4. Whanau Area will be created to the east of the park. This area will contain two single accessible barbeques utilising natural shade areas. This area will also house picnic tables, bike racks, drinking fountains and rubbish bins. Quotes are being obtained for this furniture.

5. Landscaping works will consist of various plantings around the park. It is planned that these plants will be sourced locally, and community groups will undertake the planting. Quotes are being obtained for this work but estimated to be approximately $41,250.00

6. Tree Works is required within the park. AKAU suggested, as part of their masterplan, that various trees be removed. Staff referred AKAU to the Tree Policy and advised that we could not remove healthy trees. An arborist was engaged to look at the trees that were suggested for removal. The report received has also been included as an attachment and it is also suggested that this be undertaken in two stages. This work will be funded from the Streetscape budgets.

7. Amenity Lighting throughout the park is proposed utilising existing poles, as well as adding new. There is currently $18,500 available for new amenity lighting within the ward which could fund the new lights.

8. Pump track (although not within the park, this is funded from the Streetscape budgets). This work is currently being priced. A source of clay is required for the building of the mounds and this is proving difficult to find and could result in costs exceeding estimates.

Another consideration, which AKAU have advised, is that the skate bowl should be filled in as it is not widely utilised. This will require further investigations as this could potentially raise more issues with the public. Kerikeri Domain are renewing their skatepark and part of their new skate park design includes a large bowl like this one in Kaikohe. Staff are cautious about removing or filling in the bowl without further engagement and evidence.

Take Tūtohunga / Reason for the recommendation

There is a shortfall in funding for all of the work required within Memorial Park and various funding lines have been identified by AKAU and staff which require confirmation from the community board that these budgets can to utilised for this programme of work (refer Attachment 5).

A breakdown of known costs and potential funding is attached.

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

Financial implications for this programme of work are as follows:

· It is intended that all of the budgets for Streetscape upgrades and the Town Beautification being a total of $444,200 be utilised to fund the AKAU work, Pump Track, Planting, Street Furniture, Footpaths and Tree Work ($380,250)

· The balance of these budgets ($63,950) will fund the shortfall for the playground surface estimated to be ($63,550)

· Budgets for amenity lighting of $18,500 will be used in the Memorial Park programme of works

· Budgets for public toilets and the Reid Park playground will be utilised per the allowances in the LTP

Āpitihanga / Attachments

1. AKAU Memorial Park Masterplan Concept - A3336527 ⇩

2. AKAU Memorial Park Arrangement - A3383739 ⇩

3. AKAU Memorial Park Wharepaku Design 210909 - A3389226 ⇩

4. Kaikohe Memorial Park Renders - A3384978 ⇩

5. Memorial Park Budgets - A3384621 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

6 October 2021

6.5 Omapere Wharf - Renewal of End section

File Number: A3325907

Author: Darren James, Asset Manager - District Facilities

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

TAKE PŪRONGO / Purpose of the Report

To inform the board and community on the proposed design improvements to the Omapere Wharf Head Section which will result in the removal of intertidal steps.

WHAKARĀPOPOTO MATUA / Executive SummarY

· Damage sustained from MV Hirere highlighted fragility of current wharf head design.

· Insurance claim for $340k underway to undertake structural repairs.

· Redesign of the Head section of Omapere wharf is needed to improve resilience and prolong asset life.

· Total cost of repair and incorporation of new design features is estimated to be $700k

· There is sufficient budget within Hokianga Harbour program to undertake this work if insurance claim is successful.

· Time constraint on securing Halletts Enterprise Barge, currently in the area undertaking FNDC project work, and realising savings on establishment costs.

TŪTOHUNGA / Recommendation

That the Kaikohe-Hokianga Community Board:

a) Receive the report Omapere Wharf - Renewal of End section.

b) Supports the new design concept for the replacement section of the Wharf.

tĀHUHU KŌRERO / Background

The Far North District Council (FNDC) owns the Omapere Wharf. It was constructed in 1989 by the Hokianga County Council with funding assistance from the Northland Harbour Board. Maintenance works have been carried out over the years, including replacing the wharf head and end steps in 2006. The structures are maintained by Far North Holdings Limited (FNHL) under contract to FNDC.

On Wednesday 24 November 2020 the fishing vessel Hirere, sheltering from a storm event, tied up to the Omapere Wharf and caused significant structural damage to the wharf.

Hirere is a 75-ton steel trawler design vessel of approximately 20m length.

The vessel entered the Hokianga Harbour to shelter from a storm event and tied up to the Omapere wharf. The sea state was poor with a rolling swell and a significant wind wave. The vessel pitched aggressively on its berthing lines causing structural damage to the wharf. The vessel is considered to be far too heavy for this wharf especially in this sea state.

The Omapere Wharf is 90m long. The area of damage is in the last 35m seaward. The wharf has 50 piles – 10 piles are known to have suffered damage.

It is our understanding that the crew alighted from her and went to the local bar. Concerns about the damage were relayed to the crew by locals and the crew ultimately returned to the vessel and left the wharf. She then went further up harbour to Opononi where she tied up to the pontoon and caused damage to fendering and dolphin piles.

Repair and replacement works are required as it is currently unsafe for vessel loads. There was some degradation to 6 piles and in water components of the existing design that had been identified as needing replacement due to worm damage and general damage from the sea environment.

Replacement and Design Options

The wharf is one of the most exposed to ocean swells and it is also attacked by a long wind fetch to the north.

The work undertaken on the wharf in 2005/2006 included the use of hardwood piles and steps with stainless steel stringers. At the time it was thought the strengthened design and use of hardwood would provide a long-term solution able to stand up to the prevailing sea state and minimise cost to ratepayers to repair. As it has transpired this extensive work has essentially lasted only 15 years given the combination of vessel damage (Hirere) and teredo worm.

FNHL have engaged a specialist marine engineer to look at options for repairing the end section of Omapere Wharf. The preferred option is to demolish the end 12m section of the wharf and timber steps and replace this with a more durable and lower maintenance 12x 3.6m concrete wharf, supported by PE sleeved steel piles. The existing inter-tidal timber steps which are slippery and difficult to maintain would be replaced with 5 stainless steel safety ladders for boarding vessels. There would be a loss of amenity for those who might have used the intertidal steps for accessing a vessel – they would now access via ladders. This may include elderly and situations where small craft may need to alight crew in heavy seas and where Opononi is not an option. Intertidal steps have been removed from all facilities throughout the district (other than Te Hapua) for safety reasons. There is a trade-off between Health and Safety for wharf users generally and the situations mentioned above. The cost to ratepayers for maintaining intertidal steps is also a consideration.

The design proposed is suited to the energetic wave environment of the harbour and would result in significantly lower maintenance costs.

The remaining section of the wharf has 10-12 years of life left in it. It is proposed to replace the older section at end of life with the same design as the outer section and also raise it for sea level rise.

Marine contractor Hallett Enterprises are currently in the harbour completing construction of Rangi Point, Mangungu and Te Karaka wharves. They could complete the works while they are in the harbour, subject to decision timing and material availability. If Hallett Enterprises aren’t utilised, an alternative marine contractor will need to be sought. Marine contractors are fully booked for 2021, and another contractor may not be available until next year. Barge establishment costs range from $60-$120K.

Consultation on the design has been had with the Harbourmaster, Harbour Warden and the Hokianga Coastguard.

Recreational users will be able to embark and disembark their craft using the new ladders or the adjacent Boat Ramp. Both of which give good access to their craft dependant on individual mobility and ability.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

It is recommended that the board accept this report and supports the renewal of the end section of the Omapere wharf.

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

Total funding in the Long-Term Plan for the Hokianga Harbour Programme amounts to $954,662 ($354,662 renewals + $600,000 LOS).

The estimate for repair of Omapere Wharf is $700,000. The proposed funding revenue for Omapere Wharf is made up from $340,000 from insurance claim and $360,000 of FNDC Renewal funds.

Should the insurance claim be unsuccessful the use of $340,000 contingency funds within the Hokianga Harbour Programme and the planned $360,000 Renewal Funds will be used to fund the complete project.

Āpitihanga / Attachments

1. 21-0009 Omapere Preliminary Wharf Detail - A3325901 ⇩

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.

This table must be completed in full – keep your answers brief, as detailed consideration of these issues should form part of the body of your report.

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	Low in significance as the wharf installation already exists
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Supports the community outcomes of: Communities that are healthy, safe, connected and sustainable: Decision to support will improve safety of wharf, sustain access to the moana and promote recreational activities. Proud, Vibrant communities: Decision to support will signal to community that their wellbeing and desire to access the recreational activities are supported by FNDC. Connected communities that are prepared for the unexpected: Decision to support design change will provide a wharf that is resilient to environmental effects of the sea and provide safe haven for vessels in variable sea conditions. A wisely managed and treasured environment that recognises the role tangata whenua as kaitiaki. Decision to support will ensure the environmental impact of the structure is further minimised with the replacement of treated timber to steel reducing the detrimental effect on marine organisms and providing longevity over and above the existing design. NRC Resource consent AUT.005363.03.01. condition The Consent Holder shall keep the coastal marine area free of debris resulting directly or indirectly from the Consent Holder's activities, including, but not limited to its occupation of the area. Decision to support will ensure that this condition is met by preventing further degradation of the existing structure.
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 reports seeks to gain concurrence from the community board members that the proposed design change is acceptable. There is no change in land/seabed area affected.
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. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	Nil implications determined as this is replacement of existing structure
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).	Coastguard and Harbour master consulted and not opposed to the variation in design to the existing structure. Recreational boat users and wharf users, consideration has been given and deemed the new structure will improve access to the moana by providing a modern, robust and safe structure for which these groups can enjoy.
State the financial implications and where budgetary provisions have been made to support this decision.	Long Term Plan 21-31 has committed $950k to the Hokianga harbour programme. It is forecast that $360k of this funding will be used toward the replacement of the end section of Omapere Wharf.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

6 October 2021

6.6 Kaikohe-Hokianga Footpath Programme

File Number: A3398048

Author: Sandi Morris, Road Safety and Traffic Planning Engineer

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

Take Pūrongo / Purpose of the Report

To seek approval for the 2021/2022-year footpath programme for the Kaikohe-Hokianga Community Ward.

WhakarĀpopoto matua / Executive Summary

· There is a total of $150,000 available for New Footpath in the Kaikohe-Hokianga Community Ward.

· An additional $320,000 has been proposed to Waka Kotahi New Zealand Transport Agency (NZTA) for new footpath projects from the 2021/2022 financial year at the revised Financial Assistance Rate of 69%.

· Waka Kotahi requires footpaths to have a strong emphasis on safety and accessibility so new measures have been introduced into the ‘footpath matrix’.

· Due to recent impacts on Central Government budgets, the previous funding allocations from the ‘Low-Cost Low Risk Activity Class, is unlikely to be accepted for the 2021/2022 financial year. The outcome of this funding allocation may not be known until September 2021.

· This report was presented to the Kaikohe-Hokianga Community Board at their meeting 2 June 2021. The Board resolved to let the item lie pending a Footpaths workshop with NTA staff on 14 June 2021. This workshop was deferred to a virtual meeting held 18 August 2021 between the Community Board members and staff from National Transport Agency.

· This report and the recommendation below is being presented, to the Kaikohe-Hokianga Community Board for discussion and resolution.

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Ward:

a) agree to uplift item 7.2 Kaikohe-Hokianga Footpath Programme that was left to lie at the June 2, 2021 meeting.

b) agree to the 2021/2022 footpath programme to include the following ‘top nine’ prioritised and subject to funding availability:

i) Parnell Street Rawene - Hospital to Clendon Esplanade (Est $500,000)

ii) Manning Street Rawene - Existing to House #54 Manning Street (Est $70,000)

iii) Koutu Point Road Koutu - SH12 to 68 Koutu Point Road (Est $340,000)

iv) Old Wharf Road Omapere - SH12 to Wharf (Est $40,000)

v) Freese Park Road Omapere – Old Wharf Road to end (Est $40,000)

vi) Horeke Road Okaihau - Existing to house 2054 (Est $230,000)

vii) Honey Street – Parnell Street to End (Est $120,000)

viii) Taumataiwi Street Opononi – Walkway to SH10 - via bowling green (Est $30,000)

ix) Michie Street – Start to Playschool (Est $30,000)

c) identify and recommend to Council a list of footpaths from the above priority safety programme to the values of $150,000 to be constructed 100% funded from Far North District Council Funds.

1) TĀhuhu kŌrero / Background

NZTA Footpath Funding

Government, through the Ministry of Transport, published the Road to Zero strategy for 2020-2030 and the initial 3-year implementation plan in December 2019, prior to the COVID pandemic.

The Road to Zero strategy prioritises funding commitments for its transport vision, and ‘new footpaths’ were placed at number 4 on a list of 15 strategic priorities for funding to ‘Enhance safety and accessibility of footpaths, bike lanes and cycleways’.

Due to the global pandemic, some funding prioritises have been reorganised to enhance general road safety with more stringent guidelines.

The outcome of any funding changes will not be realised until August/September 2021.

Kaikohe-Hokianga Community – Footpath Matrix Amendments

While the former footpath matrix methodology was accepted by Waka Kotahi NZTA, under the new central government strategy additional safety and accessibility measures have been added. The new matrix attributes are now as follows:

· School (within certain distance)

· Tourist Route

· Berm Space

· Existing Footpath

· Existing Link

· Trip Generation

· NEW - Posted and Operated Speed Limit

o Posted = Roadside signs/Legal Speed Limit

o Operating = the speed at which drivers operate the vehicle

· NEW - One Network Framework (ONF)

o The ONRF is the national classification system. It is used to determine the function of our roads and streets, and to inform decision making.

· NEW - Crash Analysis System (CAS)

o CAS is a data collection system which provides tools to analyse and map crashes and enables users to identify high risk locations and monitor trends and crash sites. The source data is gathered from NZ Police crash reports.

· NEW - Annual Average Daily Traffic (AADT)

o AADT is a measure used primarily in transportation planning, engineering and retail location. It is the total volume of vehicle traffic of a highway or road for a year divided by 365.

These new measures have now been accepted by Waka Kotahi NZTA.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

There is a total of $150,000 available for New Footpaths in the Kaikohe-Hokianga Community Ward. This is allocated by Far North District and is 100% funded from Far North District funds.

An additional $320,000 per annum, has been proposed to Waka Kotahi New Zealand Transport Agency for new footpath projects from the 2021/2022 to 2023/2024 financial years (3-year programme). The annual programme should attract the revised financial assistance rate (FAR) of 69%.

While the former footpath matrix methodology was accepted by Waka Kotahi New Zealand Transport Agency, under the new central government strategy additional safety and accessibility measure have been added. The new matrix attributes are now as follows:

· School (within certain distance)

· Tourist Route

· Berm Space

· Existing Footpath

· Existing Link

· Trip Generation

· NEW – Posted and Operating Speed Limit

o Posted = Roadside signs/Legal speed limit

o Operating = the speed at which drivers operate the vehicle (where available)

· NEW – One Network Framework (ONF)

o The ONF is the national classification system. It is used to determine the function of our roads and streets, and to inform decision making.

· NEW – Crash Analysis System (CAS)

· NEW – Annual Average Daily Traffic (AADT)

o AADT is a measure used primarily in transportation planning, engineering and retail locality. It is the total volume of vehicle traffic of a highway or road for a year divided by 365.

The new attributes have been accepted by Waka Kotahi NZTA and now been placed into the footpath matrix to further analyse the highest ranked footpaths to be delivered across Far North District.

It is important to note that CAS data has been explored to highlight where the Far North District are experiencing the greatest pedestrian risk. NTA staff analysed data from 2010-2021 for all crashes involving a pedestrian, the results are shown in the below heat map:

Due to early notification of potential funding shortfall from Waka Kotahi NZTA, other programmes are being explored to deliver pedestrian improvement programmes. These could be raised pedestrian platforms and speed tables, delivered through Waka Kotahi NZTA’s new activity class of ‘Road to Zero – Safety Network Programme’.

Take Tūtohunga / Reason for the recommendation

It is recommended that the Kaikohe-Hokianga Community Ward agrees that the Northland Transport Alliance for Far North District implement footpaths as prioritised in the ‘top 9’ from the footpath matrix, (budget $320,000) as follows:

1. Parnell Street Rawene - Hospital to Clendon Esplanade (Est $500,000)

2. Manning Street Rawene - Existing to House #54 Manning Street (Est $70,000)

3. Koutu Point Road Koutu - SH12 to 68 Koutu Point Road (Est $340,000)

4. Old Wharf Road Omapere - SH12 to Wharf (Est $40,000)

5. Freese Park Road Omapere – Old Wharf Road to end (Est $40,000)

6. Horeke Road Okaihau - Existing to house 2054 (Est $230,000)

7. Honey Street – Parnell Street to End (Est $120,000)

8. Taumataiwi Street Opononi – Walkway to SH10 - via bowling green (Est $30,000)

9. Michie Street – Start to Playschool (Est $30,000)

These new footpaths are proposed as funding from Waka Kotahi NZTA is made available, with a FAR of 69%. The order in which they are delivered will be determined by the available fund for each financial year.

Kaikohe-Hokianga Community Ward will still need to identify a list of footpaths for delivery for 2021/2022 financial year, to be constructed from Far North District Council funds (100%). The Community Ward could opt to prioritise from the ‘top nine’ proposed new footpaths or nominate another ‘new footpath’ for consideration (budget $150,000).

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

There is a total of $150,000 available for New Footpaths in the Kaikohe-Hokianga Community Ward. This is allocated by Far North District and is 100% funded from Far North District funds.

Āpitihanga / Attachments

Nil

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 footpath programme and 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.	Land Transport Act, National Policy Statement, NZ Standards 4404, Policy #5004 Footpaths
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.	There is limited district wide relevance; footpaths are a public asset. The Community Board have the delegated authority to approve footpath priorities.
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).	Footpath standards include provision for design for elderly and disabled. Communities are in support of footpaths being built to current standard.
State the financial implications and where budgetary provisions have been made to support this decision.	Footpaths are subsidised by Waka Kotahi NZTA with a financial assistance rate of 69%. FNDC has planned for $320,000 to be funded by Waka Kotahi NZTA. The application is awaiting approval. The Community Ward influences 100% of Far North District Rate Payer funds up to $150,000 for footpaths.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Kaikohe-Hokianga Community Board Meeting Agenda

6 October 2021

6.7 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 July 2021

File Number: A3345193

Author: Segun Rotimi, Accounting Support Officer

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 July 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 2021	$220,902.00
· Plus, funds from 2020-21 carried forward - Kaikohe Community & Youth Centre Trust for installation of the basketball court and hoops at Memorial Park	$19,523.79
· Plus, funds from 2020-21 carried forward - Junior Bike Park	$14,376.54
· Plus, Unspent from 2020/21 - BOI Canine Association	$2,580.00
· Plus, Unspent from 2020/21 - Nth Hokianga A&P Society 2021 Show	$3,720.00
· Plus, Unspent from 2020/21 - Outward Bound Student Sponsorship	$6,000.00
· Plus, Unspent from 2020/21 - Allocation to the Tamariki - Rural Travel	$10,751.00
· Less funds granted and uplifted to 31 July 2021	$4,555.00
· Less funds not uplifted from 2016/2017 commitments for Junior Bike Park	$14,376.54
· Less funds not uplifted from 2019/2020 commitments for Kaikohe Community & Youth Centre Trust	$19,523.79
· Less funds not uplifted from 03 February 2021 for North Hokianga A&P Society Inc.	$3,720.00
· Less funds not uplifted from 02 June 2021 for Outward Bound	$6,000.00
· Less funds not uplifted from 02 June 2021 for Tamariki of the Kaikohe-Hokianga Ward for the Rural Travel Fund	$10,751.00
· Community Fund Account balance as at 31 July 2021	$218,927.00

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 July 2021 is $218,927.00.

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 July 2021 is attached.

Attachments

1. Statement of Kaikohe-Hokianga Community Board Fund Account as at 31 July 2021 - A3345154 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

6 October 2021

6.8 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 August 2021

File Number: A3398377

Author: Segun Rotimi, Accounting Support Officer

Authoriser: Angie Thomas, Manager - Accounting Services

Purpose of the Report

Recommendation

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 August 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 2021	$203,211.00
· Plus, carry forward – Kaikohe Community & Youth Centre Trust for installation of the basketball court and hoops at Memorial Park	$19,523.79
· Plus, carry forward – Junior Bike Park	$14,376.54
· Plus, Unspent from 2020/21 – BOI Canine Association	$2,580.00
· Plus, Unspent from 2020/21 – Nth Hokianga A&P Society 2021 Show	$3,720.00
· Plus, Unspent from 2020/21 – Outward Bound Student Sponsorship	$6,000.00
· Plus, Unspent from 2020/21 – Allocation to the Tamariki	$10,751.00
· Less funds granted and uplifted to 31 August 2021	$13,106.00
· Less funds not uplifted from 2016/2017 Commitment Carry Forward – Junior Bike Park	$14,376.54
· Less funds not uplifted from 2019/2020 Commitment Carry Forward – Kaikohe Community & Youth Centre Trust for installation of the basketball court and hoops at memorial park	$19,523.79
· Less funds not uplifted from 03 February 2021 for North Harbour A&P Society	$3,720.00
· Less funds not uplifted from 02 June 2021 for Outward Bound Students that were selected for sponsorship through the Mayors Taskforce for jobs and Allocation to the Tamariki of the Kaikohe-Hokianga ward for the Rural Travel fund for the 2021/22 year	$16,751.00
· Less funds not uplifted from 04 August 2021	$4,724.16
· Community Fund Account balance as at 31 August 2021	$187,960.84

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 August 2021 is $187,960.84.

Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of relevant community board funds to the Kaikohe-Hokianga 31 August 2021 is attached.

Attachments

1. Statement of Community Fund Account Kaikohe-Hokianga as at 31 August 2021 - A3398113 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

6 October 2021

6.9 Funding Applications - August 2021

File Number: A3314739

Author: Kathryn Trewin, Funding Advisor

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

Take Pūrongo / Purpose of the Report

This report summarises applications for Local Community Grant funding to enable the Kaikohe-Hokianga Community Board to determine which application/s will receive funding at the 6 October 2021 meeting.

WhakarĀpopoto matua / Executive Summary

· Three new applications for funding were received for the September meeting, (which was cancelled due to the level 4 lockdown), with one additional application being received in time for the October meeting, requesting a total of $10,383

· The amount of funding for the Board increased by 25% on the 2020/21 financial year to a total of $103,211. The balance of this amount available for the Board to allocate is $84,185.

· The Board also has $100,000 for placemaking funding to grant in the 2021/22 financial year.

tŪtohunga / Recommendation

7.2a) That the Kaikohe-Hokianga Community Board approves the sum of $1,785 (plus GST if applicable) be paid from the Board’s Community Fund account to Ngā Mahi Toi o Horeke for costs towards installation of murals along Te Pou Herenga cycle trail to support the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

7.2b) That the Kaikohe-Hokianga Community Board approves the sum of $1,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Pioneer Village Kaikohe for costs towards 2021 Halloween event to support the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

7.2c) That the Kaikohe-Hokianga Community Board approves the sum of $4,098 (plus GST if applicable) be paid from the Board’s Community Fund account to South Hokianga War Memorial Hall for costs towards the purchase and installation of an AED defibrillator to support the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

7.2d) That the Kaikohe-Hokianga Community Board approves the sum of $3,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Youthline Auckland Charitable Trust for costs towards Youthline services to support the following Community Outcomes:

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

iv) Proud, vibrant communities

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.

Kaikohe-Hokianga Community Board Meeting Agenda

6 October 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 - Nga Mahi Toi o Horeke - A3342851 ⇩

2. Pages from KHCB - Application - Pioneer Village Kaikohe - A3342860 ⇩

3. Pages from KHCB - Application - South Hokianga War Memorial Hall (Opononi Hall) - A3342863 ⇩

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. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	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

6 October 2021

6.10 Project Funding Reports

File Number: A3399082

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 report received from Hokianga Treks 4 Kids.

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 Charitable Trust - A3398266 ⇩

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.

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
a) Nga Mahi Toi o Horeke	Nga Mahi Toi o Horeke	$1,785 36%	$1,785 36%	This is for the installation of a series of 16 murals created by the local community to be installed along Te Pou Herenga cycle trail	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Placemaking
b) Pioneer Village Kaikohe	Halloween	$1,500 22%	$1,500 22%	This is for the annual community Halloween event held at the Pioneer Village in Kaikohe	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
c) South Hokianga War Memorial Hall	Purchase and installation of an AED defibrillator	$4,098	$4,098	This is for the purchase and installation of an AED defibrillator at the hall in an area where it can be accessed 24/7 by the community if required (the lockable box would be accessed using a code provided by calling the monitors)	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Placemaking
d) Youthline Auckland Charitable Trust	Youthline services	$3000 (1%)	$3000 (1%)	Youthline has asked all three Boards to contribute $3000 each towards their youthline services, specifically the phoneline for youth to reach out and find support.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community Development