Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

7 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.

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
Sheryl Bainbridge	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
John Stewart – Partner	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
Partner Felicity Foy	Friends with some FNDC employees

Te Hiku Community Board Meeting Agenda

7 December 2021

7 Confirmation of Previous Minutes

7.1 Confirmation of Previous Minutes

File Number: A3281940

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 9 November 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. 2021-11-09 Te Hiku Community Board Minutes - A3470519 ⇩

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

7 December 2021

MINUTES OF
Te Hiku Community Board Meeting
HELD AT THE Virtually via Microsoft Teams
ON Tuesday, 9 November 2021 AT 10:03 am

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

IN ATTENDANCE:

STAFF PRESENT: Aisha Huriwai (Team Leader – Democracy Services), Glenn Rainham (Manager – Infrastructure Operations), Shayne Storey (Community Development Advisor), Kathryn Trewin (Funding Advisor). Kim Hammond (Funding Advisor), Yvonne Tamihana (Cadet), Marlema Baker (Meeting Administrator).

1 Karakia Timatanga / Opening Prayer

Chairperson Adele Gardner commenced the meeting and Member Sheryl Bainbridge opened with a prayer.

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

Member John Stewart declared a conflict regarding the Te Ahu Museum/Far North Regional Museum Trust funding application and will not participate in the discussion or decisionmaking. Item 8.3a refers.

3 Te wāhanga tūmatanui / Public Forum

Nil

4 Ngā Tono KŌrero / Deputations

Kerry Shanta – Footpath from Kaitaia to Ahipara.

Kath Keremete. Sophie McCarthy and Tawhi Tua – Healthy Homes Update.

5 ngā kaikōrero / Speakers

· Linda Wigley - Te Museum Curator Te Ahu Funding Application. Item 8.3a refers.

6 Notice of Motion

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

Agenda item 6.1 document number A3461393, pages 12 - 13 refers

Resolution 2021/69

Moved: Member Sheryl Bainbridge

Seconded: Member Darren Axe

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.

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

Against: Nil

Abstained: Cr Felicity Foy

Carried

7 Confirmation of Previous Minutes

7.1 Confirmation of Previous Minutes

Agenda item 7.1 document number A3281927, pages 14 - 20 refers

Resolution 2021/70

Moved: Chairperson Adele Gardner

Seconded: Member William (Bill) Subritzky

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

In Favour: Adele Gardner, 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 A3451465, pages 21 - 36 refers

Resolution 2021/71

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That Te Hiku Community Board;

a) note the reports from Chairperson Adele Gardner and Members Darren Axe, Sheryl Bainbridge and Bill Subritzky.

b) request information from the Council on what steps will be taken to acknowledge and address widespread community concern regarding the Heritage Area proposal and process.

c) expresses disappointment at the lack of a footpath subsidy from He Waka Kotahi, and for reasons of pedestrian safety requests the Far North District Council to look at areas where cost efficiencies can be made so that a realistic footpath programme can be achieved.

d) request advice as to when work will start of the footpaths identified in the current allocation of $150,000 i.e. Ahipara School to the new subdivision, and a portion of Cable Bay Block Road; and

e) having identified the routes between Awanui and Kaitaia and between Kaitaia and Ahipara in its strategic plan and in its submission to the Regional Land Transport Plan notes as being of concern in terms of safety of pedestrians and cyclists, requests the Infrastructure Manager to investigate options towards funding the construction of shared paths (walkway/cycleways) for these areas from within Council budgets and/or from external funding providers.

f) requests the CEO to arrange a meeting between interested parties including DOC, NRC, Whatuwhiwhi Ratepayers Chair and Deputy Chair, Council staff and THCB representatives to seek a resolution to the flooding issues at Marienne Place, Tokerau Beach.

g) support the removal and donation of Korora Park equipment to Roma Marae.

h) support the Awanui equipment being offered to Awanui Primary.

i) support the two pieces around the court (monkey bars and a low climbing net) being moved down to the existing playground at the northern end of the Allen Bell Park.

j) agree that the Seat Report Letter and the Magnolia Trees in the main street of Kaitaia be left to lie until the December meeting.

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

Against: Nil

Carried

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

Agenda item 8.2 document number A3442994, pages 37 - 39 refers

Resolution 2021/72

Moved: Member William (Bill) Subritzky

Seconded: Member John Stewart

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

In Favour: Adele Gardner, 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 A3435487, pages 40 - 50 refers

Resolution 2021/73

Moved: Member Sheryl Bainbridge

Seconded: Chairperson Adele Gardner

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.

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

Against: Nil

Abstained: John Stewart

Carried

8.4 Summer 2021/2022 Rural Travel Funding Applications

Agenda item 8.4 document number A3439718, pages 51 - 72 refers

Resolution 2021/74

Moved: Member Darren Axe

Seconded: Member John Stewart

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

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

Against: Nil

Carried

9 Information Reports

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

Agenda item 9.1 document number A3451183, pages 73 - 74 refers

Resolution 2021/75

Moved: Chairperson Adele Gardner

Seconded: Member William (Bill) Subritzky

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

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

Against: Nil

Carried

9.2 Te Hiku Community Board Action Sheet Update November 2021

Agenda item 9.2 document number A3451467, pages 75 - 83 refers

Resolution 2021/76

Moved: Member William (Bill) Subritzky

Seconded: Member Darren Axe

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

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

Against: Nil

Carried

9.3 Resolution to Exclude the public

Resolution 2021/77

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 - 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)

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

Against: Nil

Carried

10.3 Confirmation of Information and Decisions to be Released in Public

Resolution 2021/71

Moved: Chairperson Adele Gardner

Seconded: Member Jaqi Brown

That Te Hiku Community Board confirms the following decisions contained in the part of the meeting held with public excluded not be restated in public meeting as follows:

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

Against: Nil

Carried

Member Sheryl Bainbridge closed the meeting with a karakia.

11 tE kAPINGA hUI / Meeting Close

The meeting closed at 12:03 pm.

The minutes of this meeting will be confirmed at the Te Hiku Community Board Meeting held on 7 December 2021.

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

CHAIRPERSON

Te Hiku Community Board Meeting Agenda

7 December 2021

8 Reports

8.1 Chairperson and Members Reports

File Number: A3492283

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;

a) note the reports from Chairperson Adele Gardner and Members Sheryl Bainbridge and Bill Subritzky.

b) agree to uplift the Seat Report and Magnolia Trees in the main street of Kaitaia, left to lie at the 9 November 2021 meeting.

c) support the removal of the Magnolia trees lining Commerce Street Kaitaia and request a report on suitable types of specimen trees to replace them.

d) support the allocation of a portion of streetscape funding to assist with costs to remove and replace the Magnolia trees with suitable specimen trees.

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 Dec 2021 - A3501563 ⇩

2. Members Report - S Bainbridge Dec 2021 - A3501567 ⇩

3. Members Report - B Subritzky Dec 2021 - A3501566 ⇩

4. Hoskin Civil - Letter to Te Hiku Community Board (Item b page 2) - A3452605 ⇩

5. Hoskin Civil - Seat Report FNDC - 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

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

7 December 2021

8.2 Setting of Meeting Dates for 2022

File Number: A3500325

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 every six weeks on a Tuesday.

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

· This report recommends the Board continue the meeting pattern of 2022.

· 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 Te Hiku Community Board

a) adopt the following meeting dates for the Te Hiku Community Board

· 1 March 2022, 10 am.

· 12 April 2022, 10 am.

· 24 May 2022, 10 am.

· 28 June 2022, 10 am.

· 16 August 2022, 10 am.

· 27 September 2022, 10 am.

b) adopt the following meeting dates for Kaitaia, Motutangi and Waiharara and Kaikino Drainage Area Committees;

· 7 March 2022, 10 am

· 8 August 2022, 10 am

c) delegates to Chair Adele Gardner 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 Te Hiku Community Board continue to meet every six weeks (where possible) on Tuesdays. One of the 6 meetings scheduled for 2022 poses a potential meeting conflict with the Executive Review Committee in which Councillor Foy participates. That date is 12 April 2022.

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

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

Please note, additional time may be required 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 Te Hiku 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. Te Hiku Community Board - 6 Weekly Meeting Schedule 2022 - A3501747 ⇩

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.

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 Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

7 December 2021

8.3 Te Hiku Statement of Community Board Fund Account as at 31 October 2021

File Number: A3491534

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 31 October 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 31 October 2021	$31,243.00
· 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 5 October 2021 for Te Hiku Revitalisation fund for the upgrading and beautification of the toilets and the reserve at Awanui	$35,338.00
· Less funds not uplifted from 5 October 2021 for Xcape Design Limited for the printing of the Community Plans	$93.00
Community Fund Account balance as at 31 October 2021	$220,624.00

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 31 October 2021 is $220,624.00

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 31 October 2021 is attached.

Āpitihanga / Attachments

1. Statement of Te Hiku Community Fund Account as at 31 October 2021 - A3491479 ⇩

Applicant	Project	Requested	Recommended	Comments	Type
Rosemary Archibald (Individual)	Christmas Tree Lights	$2,055.00 (97%)	$2,055.00	The application form states, ‘funding requested may not exceed 50% of total cost’. The applicant will be providing the power from her private property to power the lights and can not estimate how much power will be utilised over the period of the project – and so was not included as part of the application and if it was would have lowered the percentage of the amount requested. As this project is mainly targeted towards Christmas if full funding was not allocated the project may not take place this Christmas due to timeframes in locating additional sponsorship/funding.	Community
Te Kao Marae – Potahi Marae	Te Kao Potahi Playground	$7,210.00 (19%)	$7,210.00	Te Hiku Community Board has resolved that Te Kao be engaged for the development of concept plans with the 2021/2022 Placemaking Funding. The installation of this playground could create an environment for further placemaking consultation and projects to be shaped around. Te Kao Marae has undertaken consultation with the local community to see what they would like to see included in the playground to make sure that the playground will be enjoyed by the local community and visitors to the area.	Infrastructure

Te Hiku Community Board Meeting Agenda

7 December 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. Funding Application - Rosemary Archibald - A3486655 ⇩

2. Funding Application - Te Kao Marae - Potahi Marae - A3486860 ⇩

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. - 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

7 December 2021

8.5 Project Funding Reports

File Number: A3456935

Author: Kim Hammond, Funding Advisor

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

Take Pūrongo / Purpose of the Report

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

tŪtohunga / Recommendation

That Te Hiku Community Board note the project reports received from

a) Kaitaia and Districts A&P Association.

b) Tokerau Beach Whatuwhiwhi Ratepayers Association (update 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.

Kaitaia Districts A&P Association was awarded a total of $3,000 at Te Hiku Community Board meeting on 17 November 2020, not $3,450 as noted on the completed Project Report form. This has led to an underspend of funds of $14.45 which will need to be returned and added back into the Community Grants budget.

The project report received from Tokerau Beach Whatuwhiwhi Ratepayers Association is an update report. There is still an amount of $10,000 to spend on the purchase and installation of cameras. Once the cameras have been purchased and installed the applicants will submit their final project report.

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 - Kaitaia and Districts A&P Assoication - A3467724 ⇩

2. Project Report - Tokerau Beach Whatuwhiwhi Ratepayers Assn (CCTV Project) - A3456931 ⇩

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.