Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

8 December 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 December 2021

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

File Number: A3052601

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

The minutes are attached to allow the Kaikohe-Hokianga Community Board to confirm that the minutes are a true and correct record of the previous meeting.

Recommendation

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 8 November 2021 as a true and correct record.

1) Background

Local Government Act 2002 Schedule 7 clause 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) Discussion and Options

The unconfirmed minutes of the meeting are attached.

The Kaikohe-Hokianga Community Board Standing Orders Section 3.17.3 states that “no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. 2021-11-08 Kaikohe-Hokianga Community Board Minutes. - A3470528 ⇩

MINUTES OF
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Rawene Community Hall, 9 Parnell Street, Rawene
ON Monday, 8 November 2021 AT 10:30 am

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

IN ATTENDANCE:

STAFF PRESENT: Aisha Huriwai (Team Leader – Democracy Services), Kathryn Trewin (Funding Advisor) Cheryl Smith (Sport Northland), Marlema Baker (Meetings Administrator).

1 Karakia Timatanga / Opening Prayer

Deputy Chair Emma Davis commenced the meeting and invited kaumatua Steve Morunga to open with a karakia.

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

2.1 Apologies and declarations of interesT

Resolution 2021/73

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board receive apologies from Members Moko Tepania and Kelly Van Gaalen.

Carried

3 Te wāhanga tūmatanui / Public Forum

· Manaaki Tinana Trust – Seeking support to have the gym roof fixed as it is a Council building.

· Aranne Donald and Lorene Royal would like Council:

· to engage an urban designer to help with the town square.

· to engage better traffic movement system to and from the Ferry.

· drains need to be fixed, not with white concrete, use aggregate.

· Steve Morunga

· potholes slowing traffic down.

· Climate change and rising tides.

· Mike Albrecht – Rawene Town Hall Toilet upgrade.

· Asking Community Board for opex budget to also provide a second disabled access ramp.

· Janet Nixon – Communications and Hokianga Spraying Committee.

· Lorene Royal

· RAD unresolved for the Tenancy of the Council building in Rawene.

4 Ngā Tono KŌrero / Deputations

None

5 ngā kaikōrero / Speakers

· Manaaki Tinana Trust – Funding Applicant.

· Gwen Freese - Funding Applicant, new chairs for Rawene Town Hall (Consider applying for funding)

· Linda Bracken – Funding Applicant, Christmas Event.

· Kirsty Joiner -

The meeting was adjourned from 11:20 am to 11:34 am.

· Cheryl Smith – Rural Travel Funding

6 Notice of Motion

6.1 Notice of Motion - Revocation of Decision - Item 6.4 (d) Upgrade Memorial Park, Kaikohe

Agenda item 6.1 document number A3447438, pages 12 - 12 refers

MOTION

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board revokes part (d) of the resolution passed as part of item 6.4 (6 October 2021) and replaces it with;

'Reserves the final approval of the playground portion of the design to the board, which must be given separately before any money is spent on purchase and civil works for the playground.'

Amendment

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

That Members Moko Mike John be delegated final that approval to Chair Edmonds John, Moko and Kelly.

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

The amendment became the substantive motion.

Resolution 2021/74

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board:

a) revokes part (d) of the resolution passed as part of item 6.4 (6 October 2021) and replaces it with;

'Reserves the final approval of the playground portion of the design to the board, which must be given separately before any money is spent on purchase and civil works for the playground.'

b) and that Chair Mike Edmonds and members Moko Tepania, John Vujcich and Kelly Van Gaalen be delegated that final approval.

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Carried

7 Confirmation of Previous Minutes

7.1 Confirmation of Previous Minutes

Agenda item 7.1 document number A3052598, pages 18 - 18 refers

Resolution 2021/76

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 6 October 2021 as a true and correct record with amendments to item 6.9 (b); adding mover/seconder surnames.

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Carried

8 Reports

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

Agenda item 8.1 document number A3442818, pages 26 - 27 refers

Resolution 2021/77

Moved: Member John Vujcich

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 30 September 2021.

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Carried

8.2 Summer 2021/22 Rural Travel Funding Applications

Agenda item 8.2 document number A3440064, pages 30 - 33 refers

Resolution 2021/78

Moved: Chairperson Mike Edmonds

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board allocates Rural Travel Grant funding in accordance with the recommendations received from Sport Northland, to be released on confirmation of sporting event 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

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Carried

8.3 Funding Applications

Agenda item 8.3 document number A3442801, pages 54 - 58 refers

Resolution 2021/79

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

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

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Resolution 2021/80

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

b) approves the sum of $1300 (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 to be distributed on evidence that the event is being held:

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

ii) Proud, vibrant communities

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Resolution 2021/81

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

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

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Resolution 2021/82

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

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

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0
Carried

8.4 Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 30 September 2021

Agenda item 8.4 document number A3450590, pages 84 - 84 refers

Resolution 2021/83

Moved: Member John Vujcich

Seconded: Member Louis Toorenburg

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

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Carried

8.5 Rural Travel Funding Projects

Agenda item 8.5 document number A3453009, pages 86 - 88 refers

Resolution 2021/84

Moved: Member Louis Toorenburg

Seconded: Member Emma Davis

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

a) Mid North United Sports

b) Rawene School

c) Te Kura Omanaia

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Carried

9 Information Reports

9.1 Hokianga Ferry Liaison Group Report

Agenda item 9.1 document number A3347859, pages 98 - 99 refers

Resolution 2021/85

Moved: Member Louis Toorenburg

Seconded: Member Alan Hessell

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

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Carried

9.2 Kaikohe-Hokianga Community Board Action Sheet Update November 2021

Agenda item 9.2 document number A3447350, pages 104 - 104 refers

Resolution 2021/86

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

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

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Carried

The meeting was adjourned from 12:24 to 1:15 pm.

Major Item not on the Agenda:

Resolution 2021/87

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That Kaikohe-Hokianga Community Board:

a) resolves to consider the item not on the agenda the Rawene FNDC Building Lease and Far North Holdings Omapere Wharf Stairs.

b) notes the item was not on the agenda because the Community Board had no prior notice of these urgent community issues.

c) notes the report cannot be delayed because these are health and safety issues.

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Carried

10.1 ITEMS NOT ON THE AGENDA: Council Building 11 Parnell Street, Rawene Lease and Far north holding Ltd - Omapere Wharf Stairs.

Resolution 2021/85

Moved: Chairperson Mike Edmonds

Seconded: Member Alan Hessell

Whereas with regard to Far North Holdings Limited Omapere Wharf:

a) the coast guard use the wharf for unloading victims into ambulance and unloading equipment and crew members at all tides.

b) The wharf is used for recreation and fishing despite restrictions and a strong rip and steps are required for health and safety.

c) Recreation and commercial boats are launched at the boat ramp at all tides, and transfer crew members gear and catch from the wharf.

It is resolved

d) to affirm the resolution at the last meeting where it was strongly recommended that the design of Omapere wharf include inter-tidal staris.

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Resolution 2021/86

Moved: Chairperson Mike Edmonds

Seconded: Member Alan Hessell

Whereas with regard to Lease Council Building 11 Parnell Street, Rawene:

a) at the 27 June, 2019 meeting Council resolved to:

a) offers a new lease to Rawene and Districts Community Development Inc (RAD) at nominal (peppercorn) rent, still allowing RAD to sub-let part of the premises to other groups and organisations

b) approves that $62,000 of available renewal funding is put towards the internal fit-out proposed by RAD.

b) a lease has not been finalised as of 8 November 2021.

It is resolved

a) that the community board requests delegation to negotiate the Council Building 11 Parnell Street, Rawene Lease.

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Carried

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2021/87

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

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
9.1 - 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

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried 5/0

Carried

8 tE kAPINGA hUI / Meeting Close

The meeting closed at 12:05 pm.

The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board Meeting held on 8 December 2021.

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

CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

8 December 2021

6 Reports

6.1 Setting of 2022 Meeting schedule

File Number: A3490925

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

To allow the Community Board to set their meeting dates for the 2022 calendar year.

Executive Summary

· Each Community Board is responsible for setting their own meeting dates.

· The Community Board has previously held meetings monthly on a Wednesday.

· Council adopted its formal meeting calendar on 4 November 2021.

· A 6-weekly meeting calendar has been provided for the Boards consideration.

· 2022 meeting schedule only goes through to September 2022 as 2022 is an election year.

Recommendation

That the Kaikohe-Hokianga Community Board:

a) adopt the following 6-weekly meeting dates:

× Wednesday, 2 March 2022.

× Wednesday, 13 April 2022.

× Wednesday, 25 May 2022.

× Wednesday, 6 July 2022.

× Wednesday, 17 August 2022.

× Wednesday, 28 September 2022.

b) adopt the following Hokianga Spraying Committee Meeting dates:

× Wednesday, 2 March 2022 – 2:30 pm.

× Wednesday, 25 May 2022 – 2:30 pm.

× Wednesday, 17 August 2022 – 2:30 pm.

c) and delegates to Chair Mike Edmonds authority to change the meeting dates.

1) Background

The Local Government Act (LGA) requires a local authority to hold meetings that are necessary for the good governance of its region or district. The Local Government Official Information and Meetings Act (LGOIMA) promotes the open and public transaction of business at meetings. Neither the LGA or LGOIMA requires a local authority to schedule meetings a year in advance, however it is considered good practise throughout New Zealand.

Council reserve 28 October of each year, as a non-Council meeting day, in recognising the signing of He Whakaputanga o te Rangatiratanga o Nu Tireni – Declaration of Independence of the United Tribes of New Zealand, as the National day set aside to observe New Zealand Wars.

Community Boards are required to set their own meeting dates, so long as they are not in conflict to Council meetings.

2) Discussion and Options

This report recommends that the Kaikohe-Hokianga Community Board continue to meet on the first Wednesday of each month except for in May and December.

The formal meeting calendar adopted by Council was that Council and Committee meetings would be held on 6 weekly rotation and that Executive Review Committees would be held monthly. As part of the Formal Meeting Calendar adoption by Council reserve dates have been set aside for workshops.

The Kaikohe-Hokianga Community Board Chairperson is appointed to the national Community Board Executive Committee. The Committee have a meeting scheduled on the first Wednesday of November. This report does not recommend the Board reschedule that meeting but the Board should consider whether it holds its meeting with this conflict in mind or reschedules to an alternative day.

Community Board meeting dates were included in the calendar adopted by Council, not for adoption but to signal the dates that meetings might be scheduled for.

Please note, additional time may be required from time to time for unexpected or unanticipated matters. This should however be minimal. Staff are committed to providing as much notice as possible and making sure that business where possible, is restricted to the days adopted as part of this schedule.

Boards are also encouraged to meet informally outside of the formal meeting schedule to touch base or conduct workshops to discuss various matters.

Reason for the recommendation

To adopt a schedule of Kaikohe-Hokianga Community Board meetings for the 2021 calendar year.

3) Financial Implications and Budgetary Provision

There is a cost in supporting meetings, and these are covered within operational budgets.

Attachments

1. KHCB 2022 Meeting Calendar - PDF - A3496397

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.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This matter is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The relevant legislation as referenced in the report is the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.
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.	Community Boards are responsible for setting their own meeting schedule. Similar reports will be written suggesting alignment with Council and Committee meetings.
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 particular implications for Māori.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	This report does not have any implications on persons identified in legislation.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are covered within operational budgets.
Chief Financial Officer review.	The CFO has not reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

8 December 2021

6.2 Ground Lease over part of Okaihau Recreation Reserve to Ohaeawai Community Education Trust

File Number: A3475952

Author: Kay Meekings, Property Legalisation Officer

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Take Pūrongo / Purpose of the Report

To initiate a public consultation process on the granting of a new ground lease to the Ohaeawai Community Education Trust (OCET) over part of the recreation reserve land, vested in Council, at 3 Michie Street Okaihau

WhakarĀpopoto matua / Executive Summary

· The New Zealand Playcentre Association (NZPA) no longer operates from the reserved land at Okaihau.

· OCET wish to operate an early childhood centre (ECC) from the vacant playcentre site.

· OCET plan to purchase the onsite NZPA owned building and bring it up to the Ministry of Education standards for an ECC.

· Subject to successful public consultation and Council consent a commercial ground lease under the Reserves Act 1977 will be negotiated by the Council Property Officer.

· Lease negotiations will be subject to the existing building gaining Far North District Council Building Code of Compliance.

· OCET require some certainty of occupation prior to support funding applications.

· Council does not wish to be responsible for the costs of a building upgrade nor removal of a substandard building.

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board, acting under delegated authority and pursuant to section 73(3) of the Reserves Act 1977 recommends to Council:

a) that a public consultation process, under Reserves Act, is commenced on the granting of a new ground lease to Ohaeawai Community Education Trust over approximately 780 square metres of Pt Lot 1 DP 24206, being part Record of Title NA618/108, vested in Far North District Council as recreation reserve and located at 3 Michie Street, Okaihau.

b) that the Kaikohe-Hokianga Community Board is appointed to hear any submissions received in response to the consultation process and to then make recommendations to the Council in respect of granting the proposed lease.

1) TĀhuhu kŌrero / Background

Okaihau Recreation Reserve is vested in Council and is occupied by the Okaihau Rugby Club, the Okaihau Bowling Club and until 2 years ago by the Okaihau Playcentre.

The playcentre site is at the south-eastern corner of the reserve and accessed from Michie Street.

A Council Officer reported the abandoned playcentre building had suffered vandalism in late 2020.

Early 2021, the NZPA approached Council seeking a process to sell the building. NZPA were advised Council supported the removal of the building at NZPA cost or the transferring of the building occupation to a Council endorsed body. NZPA have been successful in transferring the building ownership over to OCET.

OCET wish to operate an ECC from the reserve site and are seeking a ground lease over the former playcentre footprint. The site includes the existing vacant building and the associated fenced off green space.

OCET proposes to upgrade the exiting building and green space to the standard required by the Ministry of Education for an early childhood centre operation.

A Council lease document would hold the lessee responsible for meeting all Council building codes, for example a building code of compliance as well as any resource consent requirements, if any.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

OCET is a registered Charitable Trust and currently a provider of early childhood education at 7568 SH 1 Ohaeawai. OCET believes an ECC will provide value to the community of Okaihau.

The ECC operation is considered a trade or business under the Reserves Act as the proposed ECC will be receiving government subsidies through the Ministry of Education along with some user pays fees.

The Reserves Act Section 73(3) provides for a lease over part of recreation reserve where any part of such a reserve is not likely to be used for that purpose and it is considered inexpedient to revoke the reservation at this time. The lease is subject to the conditions of Reserves Act Schedule 1 and subject to public consultation. The options available for this particular site are:

Option 1: Complete public consultation on issuing a lease for an ECC over the recreation reserve

Option 2: Require the NZPC to remove the existing building and associated assets from the reserve at their cost and reinstate the land for recreation purposes.

Take Tūtohunga / Reason for the recommendation

Public consultation will enable Council to assess the community’s engagement with the ECC proposal. OCET believes an ECC will provide value to the community of Okaihau.

Public consultation gives the community the opportunity to put forward alternative options for the occupation of the building and/or the use of the site.

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

As Council is not the building owner, there will be no cost to Council for any works associated with the building. A lease document will require the building to be issued with a Code of Compliance at the lessee’s cost. The lease will provide for the lessee to complete all ongoing maintenance of the building and associated green space.

The outcome of this proposal is for Council not to be burdened with a building that is not a Council asset that requires upgrading, nor does Council want to be responsible for the removal costs of said building.

An appropriate commercial rent for the land will be negotiated by the Council Property Officer.

Āpitihanga / Attachments

1. Okaihau Recreation Reserve - Proposed ECC Site Map - A3487804 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 section 77 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	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	FNDC Reserves Policy: The Policy supports a long-term lease being offered to community orientated groups wanting a permanent base, requiring significant financial investment. The Reserves Act 1977: Section 73(3) provides for a lease over recreation reserve for other purposes without requiring a change of reserve classification.
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.	Delegation to the relevant Community Board enables them to hear submissions and make a recommendation to Council.
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.	Local Iwi will be included in the public consultation process.
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).	Public consultation provides for the community as individuals and groups to make submissions which will form part of the deliberations prior to a recommendation to Council being made.
State the financial implications and where budgetary provisions have been made to support this decision.	All upgrade and maintenance costs fall to the lessee. An appropriate commercial rent for the land will be negotiated.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

8 December 2021

6.3 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 October 2021

File Number: A3492300

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 31 October 2021.

Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available.

Community Fund Account balance as at 1 July 2021	$203,211.00
· Plus, carry forward – Kaikohe Community & Youth Centre Trust for installation of the basketball court and hoops at Memorial Park	$19,523.79
· Plus, carry forward – Junior Bike Park	$14,376.54
· Plus, Unspent from 2020/21 – BOI Canine Association	$2,580.00
· Plus, Unspent from 2020/21 – Nth Hokianga A&P Society 2021 Show	$3,720.00
· Plus, Unspent from 2020/21 – Outward Bound Student Sponsorship	$6,000.00
· Plus, Unspent from 2020/21 – Allocation to the Tamariki	$10,751.00
· Less funds granted and uplifted to 31 October 2021	$17,891.00
· 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
· Less funds not uplifted from 06 October 2021 for Pioneer Village Kaikohe for costs towards 2021 Halloween event	$1,500.00
· Less funds not uplifted from 06 October 2021 for South Hokianga War Memorial Hall for costs towards the purchase and installation of an AED defibrillator	$4,098.00
· Community Fund Account balance as at 31 October 2021	$177,577.84

Discussion and Next Steps

Board members will consider the applications on the agenda and decide on what level of funding to allocate. The uncommitted balance in the Community Fund account as at 31 October 2021 is $177,577.84.

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 31 October 2021 is attached.

Attachments

1. Statement of Community Fund Account Kaikohe-Hokianga as at 31 October 2021 - A3491539 ⇩

Applicant	Project	Requested	Recommended	Comments	Type
Hokianga Community Educational Trust	Community Composting Project	$2,999 (27%)	$2,999	The community composting project forms part of a larger project – Ara Rongoa Hikoi Whakaora – Wellbeing Walkway. The purchase of the shredder/woodchipper will allow this project to not only be of benefit to the those involved in Ara Rongoa Hikoi Whakaora but also residents who will be able to dispose of different types of waste products and access seedlings that will be grown as part of this project. Hokianga Community Educational Trust was allocated $4,316 at the KHCB meeting in August 2021 meeting for the ‘Ngā Hikoi o Hokianga/Walks of Hokianga’, the project report is not due back until February 2022.	Environmental / Community
Parent to Parent Northland	Siblings Activity Day	$1,059.41 (38%)	$1,059	Previous siblings’ days have shown transport to be an issue for those in the Kaikohe-Hokianga area to attend Siblings Day. This application aims to remove that challenge by providing transportation and holding the event in the Kaikohe-Hokianga area so they can attend.	Community
Rawene Community Hall Management Committee	Improving Rawene Community Hall Facility	$3,296 (23%)	$3,296	The Rawene Community Hall Management Committee have been upgrading the community hall and this project would be included in the upgrades.	Community
Te Pu o Te Wheke Community Art Gallery & Trust	“Fries, Lies and Alibis”	$2,000 (57%)	$1,749	The installation of the track spotlights will allow Te Pu o Te Wheke as a professionally viable art studio for future exhibitions. The reason for recommending less than what is requested is due to the application form stating that ‘funding requested may not exceed 50% of the total project cost’.	Community

Kaikohe-Hokianga Community Board Meeting Agenda

8 December 2021

6.5 Project Funding Reports

File Number: A3435216

Author: Kim Hammond, Meetings Administrator

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

Take Pūrongo / Purpose of the Report

Recipients of funds from the Community Board’s Local Grant Fund must complete and submit a project report no later than two months after the completion of their project.

tŪtohunga / Recommendation

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

a) Ākau Foundation – Bling Bling Toi Marama 2021, Kaikohe

b) Bay of Islands Canine Association – Pet Dog Training 2020 – 2021

c) Kaikohe Business Association – Community Patrol Vehicle 2020/21 and 2021/22

d) Te Puna o Kupenuku Incorporated – Campus in Rawene (Interim Report)

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. Project Report - Akau Foundation - Bling Bling Toi Marama - A3494729 ⇩

2. Project Report - Bay of Islands Canine Association - A3494703 ⇩

3. Project Report - Kaikohe Business Association - Community Patrol - A3495589 ⇩

4. Project Report - Te Puna o Kupenuku Inc - Campus in Rawene (Interim Report) - A3494810 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	It is the responsibility of each Community Board to confirm the funding that they allocated has been spent correctly.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications on Māori in confirming the project reports. Any implications on Māori arising from matters included in project reports should be considered as part of the relevant report.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	This report is asking for the project reports to be approved, any interests that affect other people should be considered as part of the individual reports.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.