Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

8 November 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 centres.

8. To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.

9. To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977 and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.

10. To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.

11. Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.

12. Recommend new bylaws or amendments to existing bylaws.

13. Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.

14. Exercise the following powers in respect of the Council bylaws within their community:

a. Control of Use of Public Spaces – Dispensations on signs

b. Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.

c. Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2

d. Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.

e. Speed Limits – Recommend places and speed limits which should be imposed.

15. To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.

16. Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.

17. To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.

18. To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.

19. In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.

20. Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.

Terms of Reference

In fulfilling its role and giving effect to its delegations, Community Boards are expected to:

1. Comment on adverse performance to the Chief Executive in respect of service delivery.

2. Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.

3. Assist their communities to set priorities for Pride of Place programmes.

4. Have special regard for the views of Maori.

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

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

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

a. Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a. the disposal and purchase of land

b. proposals to acquire or dispose of reserves

c. representation reviews

d. development of new maritime facilities

e. community development plans and structure plans

f. removal and protection of trees

g. local economic development initiatives

h. changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

KAIKOHE-HOKIANGA COMMUNITY BOARD 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

8 November 2021

MINUTES OF
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 6 October 2021 AT 10.31 am

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

IN ATTENDANCE: Shaun Clarke (CEO)

STAFF PRESENT: Laurel Belworthy (Community Development Advisor), Kathryn Trewin (Funding Advisor), Vickie Begbie (Manager – Business Development), Janice Smith (Chief Financial Officer), Tania Steen (Property Officer) Carla Ditchfield-Hunia (Manager – Legal Services), Casey Gannon (Meetings Administrator), Darren James (Asset Manager – District Facilities), Jeanette England (Asset Manager – District Facilities), Nick Marshall (NTA), Rochelle Dean (Manager – Environmental Services).

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

Chair Mike Edmonds, Members John Vujcich and Kelly Van Gaalen declared conflicts related to Funding Applications Item: 6.9b and will not participation in discussions or decisionmaking.

2 Te wāhanga tūmatanui / Public Forum

· Shaun Reilly: Footpaths.

· Linda Bracken (Chair of Kaikohe Business Association) - crime prevention and making Kaikohe a safer place.

· Liz Owen (Okaihau Community Education Trust) - extending early childhood services in Okaihau.

· Chris Galbraith and Aimee (Far North Holdings Ltd) - Omapere Wharf

3 Ngā Tono KŌrero / Deputations

Nil

4 ngā kaikōrero / Speakers

Funding Applicants:

· Geoff Lawson – Youthline Helpline

· Dave Adams – South Hokianga War Memorial Hall

Member Emma Davis left the meeting at 11:09 am,

Member Emma Davis returned to the meeting.At 11:14 am.

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2021/59

Moved: Chairperson Mike Edmonds

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

8.1 - Section 5 & 6 Kohukohu Road, Kohukohu - Property for Sale

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

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

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

Carried

The meeting was adjourned from 12:05pm to 12:51pm.

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A3052594, pages 12 - 12 refers

Resolution 2021/60

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 4 August 2021 as a true and correct record.

Carried

6 Reports

6.1 Hokianga Spraying Committee Additional Community Representatives Request

Agenda item 7.1 document number A3280718, pages 18 - 20 refers

Resolution 2021/61

Moved: Member Louis Toorenburg

Seconded: Member John Vujcich

That the Kaikohe- Hokianga Community Board:

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

Carried

At 1:16 pm, Member Laurie Byers left the meeting

6.2 Koutu Mongero Picnic Area Encroachment

Agenda item 7.2 document number A3346858, pages 23 - 29 refers

Resolution 2021/62

Moved: Member Alan Hessell

Seconded: Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board.

a) engage with the kaitiaki of the Koutū Mongero 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.

Carried

6.3 Road Naming - 16 Rowsell Heights, Kaikohe

Agenda item 7.3 document number A3350976, pages 30 - 32 refers

Resolution 2021/63

Moved: Chairperson Mike Edmonds

Seconded: Member Alan Hessell

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 Rowsell Heights, Kaikohe as per map (A2556386).

Carried

At 1:30 pm, Member Emma Davis left the meeting.

At 1:36 pm, Member Emma Davis returned to the meeting.

At 1:46 pm, Member Laurie Byers returned to the meeting.

6.4 Upgrade Memorial Park, Kaikohe

Agenda item 7.4 document number A3381320, pages 50 - 54 refers

Resolution 2021/64

Moved: Member Moko Tepania

Seconded: Member Kelly van Gaalen

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).

Carried

ABSTAINED : Member Byers

At 1:56 pm, Member Moko Tepania left the meeting.

6.5 Omapere Wharf - Renewal of End section

Agenda item 7.5 document number A3325907, pages 74 - 76 refers

Resolution 2021/65

Moved: Member Louis Toorenburg

Seconded: Member Emma Davis

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; and

c) that inter-tidal steps be strongly recommended and incorporated into the design.

Carried

6.6 Kaikohe-Hokianga Footpath Programme

Agenda item 7.6 document number A3398048, pages 80 - 85 refers

Resolution 2021/66

Moved: Chairperson Mike Edmonds

Seconded: Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board identifies:

a) Manning Street Rawene - Existing to House #54 Manning Street (Est $70,000) to be constructed 100 % from the footpath budget and a list of Kaikohe footpaths be brought back to Kaikohe-Hokianga Community Board for consideration; and

b) request that the remaining footpath budget from 2020 (estimated 80k) be found and returned for allocation to Kaikohe-Hokianga Community footpaths

Carried

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

Agenda item 7.7 document number A3345193, pages 86 - 88 refers.

Resolution 2021/67

Moved: Member John Vujcich

Seconded: Member Kelly van Gaalen

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 July 2021.

Carried

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

Agenda item 7.8 document number A3398377, pages 89 - 90 refers.

Resolution 2021/68

Moved: Member Emma Davis

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 August 2021.

Carried

6.9 Funding Applications - August 2021

Agenda item 7.9 document number A3314739, pages 93 - 97 refers

Resolution 2021/69

Moved: Chairperson Mike Edmonds

Seconded: Member Louis Toorenburg

6.9a) 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

CARRIED

AGAINST: Deputy Chair Emma Davis

Resolution 2021/70

Moved: Member Louis

Seconded: Member Alan

6.9b) 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

CARRIED

Resolution 2021/71

Moved: Member Kelly van Gaalen

Seconded: Member John Vujcich

6.9c) 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

CARRIED

Resolution 2021/72

Moved: Chairperson Mike Edmonds

Seconded: Member Kelly van Gaalen

6.9d) 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

Carried

6.10 Project Funding Reports

Agenda item 7.10 document number A3399082, pages 119 - 120 refers

Resolution 2021/73

Moved: Member Kelly van Gaalen

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board note the project report received from Hokianga Treks 4 Kids.

Carried

7 Information Reports

7.1 Kaikohe-Hokianga Community Board Action Sheet Update October 2021

Agenda item 8.1 document number A3378962, pages 123 - 123 refers

Resolution 2021/74

Moved: Member John Vujcich

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board receive the report Kaikohe-Hokianga Community Board Action Sheet Update October 2021.

Carried

7.2 Major Item not on the Agenda

Resolution 2021/75

Moved: Member Louis Toorenburg

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board:

a) resolves to consider these items not on the agenda;

I. Pawarenga Road Sealing

II. Okaihau Playcentre Lease

b) notes these items were not on the agenda because members of the Community Board did not know about the issues until today.

c) the report cannot be delayed because these matters are urgent.

Carried

7.3 Items Not on the Agenda: Pawarenga Road Sealing & Okaihau Playcentre Lease

Resolution 2021/73

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board:

a) be provided with answers as to why the non-residential part of Pawarenga Road was sealed but the residential part was not sealed.

b) request that Council delegate the powers to negotiate the terms of the Okaihau Playcentre lease to Chair Mike Edmonds, Member John Vujcich and Member Moko Tepania.

Carried

9 tE kAPINGA hUI / Meeting Close

The meeting closed at 3:02pm.

The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board Meeting held on 3 November 2021.

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

:CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

8 November 2021

7 Reports

7.1 Kaikohe-Hokianga Statement of Community Board Fund Account as at 30 September 2021

File Number: A3442818

Author: Segun Rotimi, Accounting Support Officer

Authoriser: Janice Smith, Chief Financial Officer

Purpose of the Report

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

Recommendation

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 30 September 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 30 September 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 Tamaraki 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 for travel and attendance costs for students attending Outward Bound in association with the Mayors Taskforce for Jobs	$4,724.16
· Community Fund Account balance as at 30 September 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 30 September 2021 is $187,960.84.

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 30 September 2021 is attached.

Attachments

1. Statement of Community Fund Account Kaikohe-Hokianga as at 30 September 2021 - A3442784 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

8 November 2021

7.2 Summer 2021/22 Rural Travel Funding Applications

File Number: A3440064

Author: Kim Hammond, Funding Advisor

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

Take Pūrongo / Purpose of the Report

To allocate Rural Travel Funding for the 2021/22 summer 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) Mid North United Sports Incorporated	$1,700.00
b) Rawene School	$840.00
c) Special Olympics - Bay of Islands	$500.00
d) Taitokerau Rugby League	$2,100.00
e) Te Kura o Ōmanaia	$1,000.00

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. Rural Travel Application - Mid North United Sports Incorported - A3439868 ⇩

2. Rural Travel Application - Rawene School - A3439925 ⇩

3. Rural Travel Application - Special Olympics - Bay Of Islands - A3440057 ⇩

4. Rural Travel Application - Taitokerau Rugby League (Summer Travel) - A3440023 ⇩

5. Rural Travel Application - Te Kura o Ōmanaia - A3440028 ⇩

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 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

8 November 2021

7.3 Funding Applications

File Number: A3442801

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 8 November 2021 meeting.

WhakarĀpopoto matua / Executive Summary

· Four new applications for funding were received requesting a total of $11,560

· The balance of this amount available for the Board to allocate is $73,802.

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

tŪtohunga / Recommendation

That the Kaikohe Hokianga Community Board:

a) approves the sum of $2,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaikohe Business Association for costs towards 2021 Christmas Festival to support the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

b) approves the sum of $2,550 (plus GST if applicable) be paid from the Board’s Community Fund account to Ngapuhi Hokianga Ki O Rahi for costs towards 2021 Christmas event to support the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

c) approves the sum of $1,559 (plus GST if applicable) be paid from the Board’s Community Fund account to Okaihau Residents Association for costs towards the replacement of community hall lights to support the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

d) approves the sum of $2,475 (plus GST if applicable) be paid from the Board’s Community Fund account to Rawene Residents and Ratepayers for costs towards reprinting “Rawene: A past in pictures” to support the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

e) acknowledges that COVID-19 has affected applicants who received funding for events from the Community Board and that events may have been unable to run as scheduled and:

i) grants an extension for events to be rescheduled to take place prior to 30 June 2023 if the applicant is able to reschedule or alter their event to run (with no additional funding application being made).

ii) agrees if the applicant is unable to reschedule or restructure their event to take place before 30 June 2023, or do not wish to do so, applicants must return any unspent funds and provide a project report outline the expenditure made.

iii) agrees any applicant affected by this resolution must notify the Funding Advisors of their decision by 31 December 2021.

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
Kaikohe Business Association	2021 Christmas Festival	$2,500 (44%)	$2,500 (44%)	This is an annual event that is well supported by the community.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
Ngapuhi Hokianga Ki O Rahi	2021 Christmas	$2,550 (89%)	$2,550 (89%)	This is an annual event that is well supported by the community. It is noted that the applicant has not included all expenses in their application, meaning the percentage requested is likely to be below 50%.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
Okaihau Residents Association	Installation of LED lights at the community hall	$1,559 (70%)	$1,559 (70%)	It is noted that the quotes provided actually total $2215, and that the actual cost would be higher, but the contractor has indicated they are providing the work at a reduced labour cost.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community Development
Rawene Residents and Ratepayers Association	Reprinting “Rawene: A past in pictures”	$2,475 (47%)	$2,475 (47%)	This is for a local book that will be sold at a cost of $8 per copy. It is noted that the publisher is based in Auckland, but is providing a discount as they published the initial run and have strong links to the Rawene Community.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community Development

Kaikohe-Hokianga Community Board Meeting Agenda

8 November 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 - Kaikohe Chrstimas in the Village 2021 - Updated proposal - A3465059 ⇩

2. Application - Ngapuhi Hokianga Ki O Rahi - A3445003 ⇩

3. Application - Okaihau Community Hall Lights - A3445006 ⇩

4. Application - Reprinting “Rawene: A Past in Pictures” - A3445005 ⇩

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

8 November 2021

7.5 Rural Travel Funding Projects

File Number: A3453009

Author: Kim Hammond, 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) Mid North United Sports

b) Rawene School

c) Te Kura Omanaia

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. Rural Travel Project Report - Mid North United Sports - A3453043 ⇩

2. Rural Travel Project Report - Rawene School - A3453093 ⇩

3. Rural Travel Project Report - Te Kura o Omanaia (Winter Travel) - A3453105 ⇩

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

8 November 2021

8 Information Reports

8.1 Hokianga Ferry Liaison Group Report

File Number: A3347859

Author: Aaron Reilly, Lighting & Transport Operations Specialist

Authoriser: Aram Goes, Maintenance and Operations Manager

Purpose of the Report

The purpose of the information report is to inform the Kaikohe – Hokianga Community Board of the meeting that was held with the Hokianga Ferry Liaison Group on 21^st May 2021 and provide a copy of the minutes to the Board.

Recommendation

That the Kaikohe-Hokianga Community Board receives the Hokianga Ferry Liaison Group Information report.

Background

The Hokianga Ferry Liaison Group (HFLG) is made up of stakeholders who represent key community interests in the Hokianga Ferry service. Infrastructure and Asset Management/Northland Transportation Alliance (NTA) staff facilitate and attend the meetings to provide information and administrative support to the Group. Northland Ferries (the operator) also attend.

The HFLG meet on a quarterly basis, or on request by mutual agreement.

A copy of the meeting minutes held in May 2021 is attached (refer attachment 1).

Discussion and Next Steps

Purpose

The purpose of the HFLG as set out in the Draft Terms of Reference (refer attachment 2) ToR is:

• To represent the interests and views of the Community of users

• To liaise with the Hokianga Harbour Community and make recommendations to Council via the Community Board with regard the Hokianga Ferry Service.

• To maintain an overview of issues of importance in relation to the Hokianga Ferry operations; and

• Consider options and alternative solutions to address those issues and to maximize the use and viability of the ferry;

• To ensure the Community, Community Boards and Council are well informed (via the Community Board) about matters of concern relating the Hokianga Harbour Ferry

• To identify initiatives and improvements and make recommendations to Council on how these improvements can be implemented

• To provide the Hokianga Harbour community with an opportunity to provide feedback to Council, Infrastructure committee via the Community Board.

• Ensure open and free exchange of information, ideas and concerns between Council and community via the Community Board.

Group Membership

The current HFLG membership per the draft ToR is as follows:

• Kohukohu Representative & Chair – John Wiglesworth

• CB member Louis Toorenburg

• CB Emma Davis

• Hokianga Health – Margaret Broodkoorn

• Iwi Representative – Steve Morunga

• Fullers Great Sights (now Northland Ferries) representatives, as the Operator.

• Rawene/RARA Representative – Craig Joiner

• Hokianga tourism Association – Angela Lush

• Farmers Representative – John Guest

• Various Northland Transportation Alliance (NTA)/Infrastructure and Asset Management staff as required for support and to provide information.

The next ferry HFLG meeting is scheduled for the 22^nd October after being postponed in August due to Covid-19 restrictions.

A copy of the minutes will be provided to the Kaikohe-Hokianga Community Board meeting, together with a covering Information Report.

Financial Implications and Budgetary Provision

There are no financial implications or budgetary provisions associated with this information report.

Attachments

1. Attachmemnt 1 - Hokianga Ferry Liaison Group Meeting minutes 21.5.2021 - A3422412 ⇩

2. Attachment 2 - Terms of Reference Hokianga Harbour Ferry Liaison Group - edited May 2021 Final Draft - A3422413 ⇩