Te Kaunihera o Tai Tokerau ki te Raki

 

 

AGENDA

 

Te Hiku Community Board Meeting

 

Tuesday, 9 November 2021

Time:

10:00 am

Location:

Virtually via Microsoft Teams

 

 

Membership:

Member Adele Gardner - Chairperson

Member Jaqi Brown - Deputation

Member Darren Axe

Member Felicity Foy

Member Sheryl Bainbridge

Member John Stewart

Member William (Bill) Subritzky

 

 


Te Hiku Community Board Meeting Agenda

9 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.

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.


 

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc.)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

Adele Gardner

N/A - FNDC Honorarium

 

 

 

Te Hiku Education Trust

Trustee

 

 

Te Ahu Charitable Trust

Trustee

 

 

ST Johns Kaitaia Branch

Trustee/ Committee Member

 

 

Te Hiku Sports Hub

 

 

 

I know many FNDC staff members as I was an FNDC staff member from 1994-2008.

 

 

 

Partner of Adele Gardner

N/A as Retired

 

 

 

Darren Axe

Wharf Warden at Far North Holding Limited

Council Controlled organisation

 

 

Sheryl Bainbridge

Ex-employee of Far North District Council

 

 

There should be no conflict of interest if we are all heading in the same direction

Property in Coopers Beach

 

 

 

Jaqi Brown

Te Hiku Navigation

Manager

 

 

Whangape Marae

Māori Landowner Trustee over Whangape School and marae

 

Will manage any potential interests/conflicts and it arises

Te Rarawa Rugby Club Committee

TRRC Lease Ahipara Domain from FNDC

 

Will manage any potential interests/conflicts and it arises

Property in Ahipara

 

 

 

John Stewart

Printing.com Kaitaia

Managing Director

Produces some work for FNDC

Step aside for any decisions at the time

Zenstone N.Z Limited

Managing Director

N/A

N.A

90 Mile Snapper Bonanza Limited

Shareholder / Organiser

May apply for event funding from FNDC

Step aside for any decisions at the time

Property in Whatuwhiwhi and Kaitaia

 

 

Step aside for any decisions at the time

John Stewart – Partner

Printing.com Kaitaia

 

 

 

Property in Whatuwhiwhi and Kaitaia

 

 

Step aside for any decisions at the time

Felicity Foy

Flick Trustee Ltd

I am the director of this company that is the company trustee of Flick Family Trust that owns properties Seaview Road – Cable Bay, and Allen Bell Drive - Kaitaia.

 

 

Elbury Holdings Limited

This company is directed by my parents Fiona and Kevin King.

This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight and Allen Bell Drive.

 

Foy Farms Partnership

Owner and partner in Foy Farms - a farm on Church Road, Kaingaroa

 

 

Foy Farms Rentals

Owner and rental manager of Foy Farms Rentals for 7 dwellings on Church Road, Kaingaroa and 2 dwellings on Allen Bell Drive, Kaitaia, and 1 property on North Road, Kaitaia, one title contains a cell phone tower.

 

 

King Family Trust

This trust owns several
titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane.

These trusts own properties in the Far North.

 

112 Commerce Street Holdings Ltd

Owner of commercial property in Commerce Street Kaitaia.

 

 

Foy Property Management Ltd

Owner of company that manages properties owned by Foy Farms Rentals and Flick Family Trust.

 

 

Previous employment at FNDC 2007-16

I consider the staff members at FNDC to be my friends

 

 

Shareholder of Coastline Plumbing NZ Limited

 

 

 

Partner Felicity Foy

Director of Coastline Plumbing NZ Limited

 

 

 

Friends with some FNDC employees

 

 

 

 

 

 


Te Hiku Community Board Meeting Agenda

9 November 2021

 

Far North District Council

Te Hiku Community Board Meeting

will be held in the Virtually via Microsoft Teams on:

Tuesday 9 November 2021 at 10:00 am

Te Paeroa Mahi / Order of Business

1          Karakia Timatanga / Opening Prayer. 11

2          Nga Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest 11

3          Te Wāhanga Tūmatanui / Public Forum.. 11

4          Te Tono Kōrero / Deputation. 11

5          Ngā Kaikōrero / Speakers. 11

6          Notice of Motion. 12

6.1            Notice of Motion - Allocation of Placemaking Funding 2021/2022. 12

7          Confirmation of Previous Minutes. 14

7.1            Confirmation of Previous Minutes. 14

8          Reports. 21

8.1            Chairperson and Members Reports. 21

8.2            Te Hiku Statement of Community Board Fund Account as at 30 September 2021. 37

8.3            Funding Applications. 40

8.4            Summer 2021/2022 Rural Travel Funding Applications. 51

9          Information Reports. 73

9.1            Te Hiku Statement of Financial Performance Activities by Ward for the period ending 30 September 2021. 73

9.2            Te Hiku Community Board Action Sheet Update November 2021. 75

10       Te Wāhanga Tūmataiti / Public Excluded. 84

10.1          Confirmation of Previous Minutes - Public Excluded. 84

10.2          Purchasing of land at 1 Wharo Lane Ahipara - Pohutukawa Tree. 84

11       Karakia Whakamutunga / Closing Prayer. 85

12       Te Kapinga Hui / Meeting Close. 85

 

 


1            Karakia Timatanga / Opening Prayer

 

2            Nga Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest

Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.

If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Democracy Support (preferably before the meeting).

It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.

3            Te Wāhanga Tūmatanui / Public Forum

 

4            Te Tono Kōrero / Deputation

·           Healthy Families Update – Paul Condrun and Kath Keremete

·           Footpathing - Kerry Shanta

5            NGA kaikorero / Speakers

Funding Applicants

·           Te Ahu Museum / Far North Regional Museum


Te Hiku Community Board Meeting Agenda

9 November 2021

 

6            Notice of Motion

6.1         Notice of Motion - Allocation of Placemaking Funding 2021/2022.

File Number:           A3461393

 

I, Chairperson Adele Gardner give notice that at the next meeting of Te Hiku Community Board to be held on 9 November 2021, I intend to move the following motion:

 

MŌtini / Motion

That Te Hiku Community Board:

a)    allocate a total of $100,000 from its 2021/22 Placemaking fund for concept plans to assist in understanding community priorities and guide further Board decisions for funding, as identified in Te Hiku Community Board Strategic Plan;

b)    agree the following communities be engaged for the development of concept plans with the 2021/22 Placemaking funding:

1.   Te Kao

2.   Houhora Heads/Pukenui

3.   Karikari Peninsula

4.   Doubtless Bay

5.   Taipa

6.   Hihi

c)    request staff to engage the appropriately qualified vendors to carry out the work on behalf of the Far North District Council.

 

Take / Rationale

Te Hiku Community Board identified in its Strategic Plan that there are areas in Te Hiku that require forward planning for the Annual Plans 2022/2023, 2023/2024 and Long-Term Plan 2024-2034.

This work will be part of the Te Hiku o Te Ika Master Plan adopted by the Board at its meeting of 25 August 2020 for the purpose of guiding the Board in identifying, confirming and allocating funding to its strategic and community planning projects. It forms part of the Te Hiku Community Board’s Strategic Plan. The Strategic Plan's priorities include a recommendation that the Placemaking budget be implemented to a level that services the community for the 2021-2024 Long Term plan.

 

I commend this Notice of Motion to Council.

Āpitihanga / Attachments

1.       Notice of Motion - Chairperson Adele Gardner - A3461403  

 


Te Hiku Community Board Meeting Agenda

9 November 2021

 

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Te Hiku Community Board Meeting Agenda

9 November 2021

 

7            Confirmation of Previous Minutes

7.1         Confirmation of Previous Minutes

File Number:           A3281927

Author:                    Marlema Baker, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

Take Pūrongo / Purpose of the Report

The minutes are attached to allow Te Hiku Community Board to confirm that the minutes are a true and correct record of the previous meetings.

tŪtohunga / Recommendation

That Te Hiku Community Board agrees that the minutes of the meeting held 5 October 2021 be confirmed as a true and correct record.

 

1) TĀhuhu kŌrero / Background

Local Government Act 2002 Schedule 7 Section 28 states that a local authority must keep minutes of its proceedings.  The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The minutes of the meetings are attached.

The Te Hiku Community Board Standing Orders Section 27.3 states that no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Take Tūtohunga / Reason for the recommendation

The reason for the recommendation is to confirm the minutes as a true and correct record of the previous meetings.

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

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

Āpitihanga / Attachments

1.       2021-10-05 Te Hiku Community Board - Minutes - A3424326  


 

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.

This report complies with the Local Government Act 2002 Schedule 7 Section 28.

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

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 minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).

This report is asking for the minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports.

State the financial implications and where budgetary provisions have been made to support this decision.

There are no financial implications or the need for budgetary provision arising from this report.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.


Te Hiku Community Board Meeting Agenda

9 November 2021

 

   MINUTES OF
Te Hiku Community Board Meeting
HELD AT THE held virtually via Microsoft TEAMs
ON Tuesday, 5 October 2021 AT 10:00 am

 

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

1            Karakia Timatanga / Opening Prayer

Chairperson Gardner opened the meeting with a prayer.

2            Te wāhanga tūmatanui / Public Forum

Nil

3            Ngā Tono KŌrero / Deputations

George Smith, Drago Yelavich and Neil Marshall representation Kaitaia Croquet Club spoke to the Board in relation to Item 10.1 – 8A Matthews Ave – Property for Sale.

4            ngā kaikōrero / Speakers

Jacey Horan representation Te Whakaora Tangata, spoke in relation to Item 8.3 – Funding Applications.

Geoff Lawson representation Youthline Charitable Trust, spoke in relation to Item 8.3 – Funding

Applications.

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

Nil.

6            Notice of Motion

6.1         Notice of Motion - Allocation of Placemaking Funding 2021/2022, Xcape Design Limited

Agenda item 6.1 document number A3415752, pages 12 - 16 refers.

This item has been withdrawn.

7            Confirmation of Previous Minutes

7.1         Confirmation of Previous Minutes

Agenda item 7.1 document number A3281920, pages 17 - 29 refers.

Resolution  2021/67

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That Te Hiku Community Board agrees that the minutes of the meeting held 24 August 2021 be confirmed as a true and correct record.

In Favour:       Chairperson Adele Gardner, Members Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

8            Reports

8.1         Chairperson and Members Reports

Agenda item 8.1 document number A3402416, pages 30 - 34 refers.

Resolution  2021/68

Moved:       Member Darren Axe

Seconded:  Member William (Bill) Subritzky

That the Te Hiku Community Board note the reports from Chairperson Gardner and Member  Subritzky.

In Favour:       Chairperson Adele Gardner, Members Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

Attachments tabled at meeting

1     Tabled Document - Members Axe Report

 

8.2         Te Hiku Statement of Community Board Fund Account as at 31 August 2021

Agenda item 8.2 document number A3398849, pages 35 - 38 refers.

Resolution  2021/69

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That the Te Hiku Community Board receive the report Te Hiku Statement of Community Board Fund Account as at 31 August 2021.

In Favour:       Chairperson Adele Gardner, Members Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

 

8.3         Funding Applications

Agenda item 8.3 document number A3398473, pages 39 - 57 refers.

resolution 2021/70 

Moved:       Member Jaqi Brown

Seconded:  Member Darren Axe

That Te Hiku Community Board:

a)      approves the sum of $1,304 (plus GST if applicable) be paid from the Board’s Community Fund account to Te Whakaora Tangata for venue hire for the family restoration graduation ceremony, to support the following Community Outcomes:

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

ii)      Proud, vibrant communities

In Favour:       Chairperson Adele Gardner, Members Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

carried

resolution 2021/71

Moved:       Member Jaqi Brown

Seconded:  Member Darren Axe

b)      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 youthline support line to support the following Community Outcomes:

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

ii)      Proud, vibrant communities

In Favour:       Chairperson Adele Gardner, Members Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

carried

RESOLUTION 2021/72

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

c)      amends their resolution of 1 October 2019; allocates funds of $33,333 from the Placemaking Fund toward a placemaking project for Awanui as identified in the Te Hiku Community Board Strategic Plan, subject to Board consultation with the Awanui Progressives Ratepayers Association and the Awanui Community to read:

allocates funds of $35,338 from the Placemaking Fund toward a placemaking project for Awanui as identified in the Te Hiku Community Board Strategic Plan and approves  the transfer of this sum to the Te Hiku Revitalisation fund (within Council) to be specifically utilised for the upgrading and beautification of the toilets and the reserve at Awanui.

In Favour:       Chairperson Adele Gardner, Members Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

carried

RESOLUTION 2021/73

Moved:       Chairperson Adele Gardner

Seconded:  Member Sheryl Bainbridge

d)      approves the  sum of $93.00 (including GST if applicable) be paid from the Boards Community Fund account to Xcape Design Limited for the printing of the Community Plans.

In Favour:       Chairperson Adele Gardner, Members Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

carried

 

8.4         Project Funding Reports

Agenda item 8.4 document number A3405086, pages 58 - 68 refers.

Resolution  2021/74

Moved:       Member Darren Axe

Seconded:  Member John Stewart

That Te Hiku Community Board note the project reports received from:

a)      CBEC Ecosolutions – Waste Wise Schools

b)      Goodlife Projects Charitable Trust

c)      Mangonui Rugby Football Union Inc

In Favour:       Chairperson Adele Gardner, Members Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

9            Information Reports

9.1         Te Hiku Community Board Action Sheet Update October 2021

Agenda item 9.1 document number A3378282, pages 69 - 73 refers.

Resolution  2021/75

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That Te Hiku Community Board receive the report Te Hiku Community Board Action Sheet Update October 2021.

In Favour:       Chairperson Adele Gardner, Members Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

10          Public Excluded

Resolution  2021/76

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

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

10.1 - 8A Matthews Ave -

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

In Favour:       Chairperson Adele Gardner, Members Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

11          Karakia Whakamutunga / Closing Prayer

Member Brown closed the meeting with a karakia.

12          tE kAPINGA hUI / Meeting Close

The meeting closed at 12.33 pm.

 

The minutes of this meeting will be confirmed at the Te Hiku Community Board meeting to be held on 9 November 2021.

 

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

CHAIRPERSON

 


Te Hiku Community Board Meeting Agenda

9 November 2021

 

8            Reports

8.1         Chairperson and Members Reports

File Number:           A3451465

Author:                    Marlema Baker, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

Te Take Pūrongo / Purpose of the Report

The reason for the recommendation is to note the reports from the Chairperson and Members.  The reports provide feedback to the community on matters of interest or concern to the Community Board and how the Community Board has communicated with community organisations and special interest groups within the community.

ngĀ tŪtohunga / Recommendation

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

 

1) te TĀhuhu kŌrero / Background

The Local Government Act 2002 Part 4 Section 52 states that the role of a community board is to represent, and act as an advocate for the interests of its community.

2) Te matapaki me NgĀ KŌwhiringa / Discussion and Options

Community Boards are required to consider and report on any matters of concern or interest to the Community Board, maintain an overview of services provided to the community and communicate with community organisations and special interest groups within the community. 

The reports from the Chairperson and Members provide information to community on these requirements.  They also provide Request for Service (RFS) information on issues of interest or concern to the Community Board, providing a reference for further enquiry on the progress of the matters raised.

The reports from the Chairperson and Members are attached.

Te Take Tūtohunga / Reason for the recommendation

The reason for the recommendation is to provide information to the Community on the work that has been undertaken by the Chairperson and Members on its behalf.

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

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

ngĀ Āpitihanga / Attachments

1.       Chairs Report - Adele Gardner - A3452604

2.       Members Report - Darren Axe - A3452610

3.       Members Report - Bill Subritzky - A3453075

4.       Members Report - Sheryl Bainbridge - A3454829

5.       Letter to Te Hiku Community Board - Andrea Panther - A3452605

6.       Letter to FNDC - Seat Report - A3452606  


 

Te Hōtaka Take Ōkawa / Compliance schedule:

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

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

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

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

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

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

 

He Take Ōkawa / Compliance requirement

Te Aromatawai Kaimahi / Staff assessment

State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

Not applicable.

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Not applicable.

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

This is a Community Board report.

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

Not applicable.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).

Yes.

State the financial implications and where budgetary provisions have been made to support this decision.

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

9 November 2021

 

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Te Hiku Community Board Meeting Agenda

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Te Hiku Community Board Meeting Agenda

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Te Hiku Community Board Meeting Agenda

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8.2         Te Hiku Statement of Community Board Fund Account as at 30 September 2021

File Number:           A3442994

Author:                    Segun Rotimi, Accounting Support Officer

Authoriser:             Janice Smith, Chief Financial Officer

 

TAKE PŪRONGO / Purpose of the Report

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

 TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Te Hiku Statement of Community Board Fund Account as at 30 September 2021.

tĀHUHU KŌRERO / Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.

Community Fund Account balance as at 01 July 2021

$241,710.00

·   Plus Unspent from 2020/21 - Xcape Design Unahi Wharf

$8,250.00

·   Plus Unspent from 2020/21 - Be Free Inc Mangonui Festival 2021

$2,720.00

·   Plus Unspent from 2020/21 - Born to Run Adv Racing Great Nthn Gallop

$3,000.00

·   Plus Unspent from 2020/21 - Te Pokapu Tiaki Taiao o Te Tai Tokerau

$5,000.00

·   Plus Unspent from 2020/21 - Jaycee Park picnic tables

$7,711.46

·   Plus Unspent 2020/21 - Placemaking project for Awanui

$35,338.00

·   Less funds granted and uplifted to 30 September 2021

$26,939.00

·   Less funds not uplifted from 6 July 2021 for Kaitaia Business Association for CCTV monitoring for 21/22 and 22/23

$6,000.00

·   Less funds not uplifted from 17 November 2020 for Be Free

$2,720.00

·   Less funds not uplifted from 1 June 2021 for Jaycee Park picnic tables

$7,711.46

·   Less funds not uplifted from 1 June 2021 for Placemaking project for Awanui

$35,338.00

Community Fund Account balance as at 30 September 2021

$225,021.00

 

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Board members will consider the applications on the agenda and decide on what level of funding to allocate.  The balance in the Community Fund account as at 30 September 2021 is $225,021.00

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. 

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

The Far North District Council has delegated the allocation of relevant community board funds to the Te Hiku Community Board.  The statement of the Community Fund account as at 30 September 2021 is attached.

Āpitihanga / Attachments

1.       Statement of Te Hiku Community Fund Account as at 30 September 2021 - A3442785  

 


Te Hiku Community Board Meeting Agenda

9 November 2021

 

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Te Hiku Community Board Meeting Agenda

9 November 2021

 

8.3         Funding Applications

File Number:           A3435487

Author:                    Kim Hammond, 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 Te Hiku Community Board to determine which application/s will receive funding at the 5 October 2021 meeting.

WhakarĀpopoto matua / Executive Summary

·        One new application for funding has been received, requesting $8,034.

·        The Community Board funding for the 2021/22 financial year was increased by 25% on the previous year to $141,710.  The unallocated balance is $123,344.

·        The Board also has $100,000 placemaking funding in the 2021/2022 financial year.

 

tŪtohunga / Recommendation

That Te Hiku Community Board:

a)      approves the sum of $8,034 (plus GST if applicable) be paid from the Board’s Community Fund account to Te Ahu Museum/Far North Regional Museum Trust for the purchase of display walls, exterior signs and a donations box, to support the following Community Outcomes:

i)       Proud, vibrant communities

b)      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.

 

1) TĀhuhu kŌrero / Background

This application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the Long Term Plan (LTP) and all provisions listed on the application form.


2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant

Project

Requested

Recommended

Comments

Community Outcome(s)

Type

Te Ahu Museum/Far North Regional Museum Trust

Improving the Museums visitor experience

$8,034

(48%)

$8,034

(48%)

Te Ahu Museum opened in 2011 and the Trust would like to modernise the museum. Once the project is completed it will allow the museum to be family-friendly and continue to have a high degree of local participation.

i)   Proud, vibrant communities

Community


Te Hiku Community Board Meeting Agenda

9 November 2021

 

Take Tūtohunga / Reason for the recommendation

The applicant is 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.       Application - Te Ahu Museum / Far North Regional Museum Trust - A3449150  


 

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.

-     Museum Services 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.

 


Te Hiku Community Board Meeting Agenda

9 November 2021

 

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Te Hiku Community Board Meeting Agenda

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8.4         Summer 2021/2022 Rural Travel Funding Applications

File Number:           A3439718

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 2021/2022 winter sporting season.

tŪtohunga / Recommendation

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

a)        Ahipara Boardriders Club

$1,000.00

b)        Pamapuria School

$1,500.00

c)        Taitokerau Rugby League

$2,000.00

d)        Te Whanau O Te Aroha Waka (Waka Atea)

$1,200.00

 

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 2021/22 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 summer season is usually $9,368.10.  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.       2021-2022 Sport Northland  Rural Travel Recommendations - A3456774

2.       Rural Travel Application - Ahipara Boardriders Club - A3439756

3.       Rural Travel Application - Pamapuria School - A3439758

4.       Rural Travel Application - Taitokerau Rugby League - A3439777

5.       Rural Travel Application - Te Whanau o Te Aroha Waka - Waka Atea - A3437425  


 

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.

 


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9            Information Reports

9.1         Te Hiku Statement of Financial Performance Activities by Ward for the period ending 30 September 2021

File Number:           A3451183

Author:                    Segun Rotimi, Accounting Support Officer

Authoriser:             Angie Thomas, Manager - Accounting Services

 

Purpose of the Report

The purpose of the report is to provide the Te Hiku Community Board with financial statements for the period ended 30 September 2021.

Executive Summary

The financial report is ward-specific, covering the activities in the Te Hiku ward only.

Understanding the report

Variances in excess of $100k and significant “%” variances will be commented on.

The financial year runs from 01 July 2021 to 30 June 2022.

The “Year to date” columns reflect income and expenses for the period 01 July 2021 to 30 September 2021.

The variances column highlights the difference between the budget set in the 2021/31 Long Term Plan and actual income and expenses as at 30 September 2021.

The full year columns show the budgeted income and expenses for the full 12 months from 01 July 2021 to 30 June 2022.

The full year forecast column shows the best estimate for the actual year end position as advised by Managers.

Unfavourable variances will represent expenses higher than budget or income less than budget.

Recommendation

That the Te Hiku Community Board receives the report Te Hiku Statement of Financial Performance Activities by Ward for the period ending 30 September 2021.

 

Background

This is the first quarterly financial report for 2021-2022 detailing the financial performance of community activities to be provided to the Te Hiku Community Board.

Discussion and Next Steps

Refer to the commentary in the attached statement.

Financial Implications and Budgetary Provision

There are no specific financial implications for this report.

Attachments

1.       THCB Statement of Financial Performance Activities by Ward for the period ending 30 September 2021 - A3451162  

 


Te Hiku Community Board Meeting Agenda

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Te Hiku Community Board Meeting Agenda

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9.2         Te Hiku Community Board Action Sheet Update November 2021

File Number:           A3451467

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

TAKE PŪRONGO / Purpose of the Report

To provide the Te Hiku Community Board with an overview of outstanding decisions from 1 January 2020.

WHAKARĀPOPOTO MATUA / Executive SummarY

·      Council staff have reintroduced action sheets as a mechanism to communicate progress against decisions/resolutions and confirm when decisions have been implemented.

·      Action sheets are also in place for Council, Committees and Community Boards.

 TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Te Hiku Community Board Action Sheet Update November 2021.

 

tĀHUHU KŌRERO / Background

The Democracy Services Team have been working on a solution to ensure that elected members can receive regular updates on progress against decisions made at meetings, in alignment with a Chief Executive Officer key performance indicator.

Action sheets have been designed as a way to close the loop and communicate with elected members on the decisions made by way of resolution at formal meetings.

Action sheets are not intended to be public information but will provide updates to elected members, who, when appropriate can report back to their communities and constituents.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The outstanding tasks are multi-facet projects that take longer to fully complete.

The Democracy Services staff are working with staff to ensure that the project completion times are updated so that action sheets provided to members differentiate between work outstanding and work in progress. 

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

There are no financial implications or need for budgetary provision in receiving this report.

Āpitihanga / Attachments

1.       ACTION SHEET - Te Hiku November 2021 - A3461190  

 


Te Hiku Community Board Meeting Agenda

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10          Te Wāhanga Tūmataiti / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

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

10.1 - Confirmation of Previous Minutes - Public Excluded

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

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

10.2 - Purchasing of land at 1 Wharo Lane Ahipara - Pohutukawa Tree

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

 

 

 

 


Te Hiku Community Board Meeting Agenda

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11          Karakia Whakamutunga / Closing Prayer

 

12          Te Kapinga Hui / Meeting Close