Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

4 February 2022

The Local Government Act 2002 states the role of a Community Board is to:-

A. Represent, and act as an advocate for, the interests of its community.

B. Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board.

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

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

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

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

Council Delegations to Community Boards - January 2013

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

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated storm water systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12. Recommend new bylaws or amendments to existing bylaws.

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

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

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

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

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

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

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

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

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

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

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

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

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

Terms of Reference

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

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

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

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

4. Have special regard for the views of Māori.

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

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

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

a) Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a) the disposal and purchase of land

b) proposals to acquire or dispose of reserves

c) representation reviews

d) development of new maritime facilities

e) community development plans and structure plans

f) removal and protection of trees

g) local economic development initiatives

h) changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Mike Edmonds	Chair	Kaikohe Mechanical and Historic Trust	Council Funding	Decide at the time
Mike Edmonds	Committee member	Kaikohe Rugby Football and Sports Club	Council Funding	Withdraw and abstain
Kelly van Gaalen	No form received
Louis Toorenburg	No form received
Alan Hessell	Nil	Nil	Nil	Nil
Laurie Byers	Kaikohe Golf Club
	Kaikohukohu Trust
	North Point Trust
	Patron Bay of Islands Hockey
Emma Davis	Secretary	Pompallier Hokianga Trust	Council Funding	Decide at the time to withdraw and/or abstain
	Trustee	Raiatea Resource Centre	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Rawene Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Kohukohu Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Member of teaching staff	Broadwood Area School	Council Funding	Decide at the time to withdraw and/or abstain
John Vujcich	Board Member	Pioneer Village	Matters relating to funding and assets	Declare interest and abstain
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest
Moko Tepania	Teacher	Te Kura Kaupapa Māori o Kaikohe.	Potential Council funding that will benefit my place of employment.	Declare a perceived conflict
	Chairperson	Te Reo o Te Tai Tokerau Trust.	Potential Council funding for events that this trust runs.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Te Rarawa	As a descendent of Te Rarawa I could have a perceived conflict of interest in Te Rarawa Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Whaingaroa	As a descendent of Te Rūnanga o Whaingaroa I could have a perceived conflict of interest in Te Rūnanga o Whaingaroa Council relations.	Declare a perceived conflict
	Tribal Member	Kahukuraariki Trust Board	As a descendent of Kahukuraariki Trust Board I could have a perceived conflict of interest in Kahukuraariki Trust Board Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga ā-Iwi o Ngāpuhi	As a descendent of Te Rūnanga ā-Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā-Iwi o Ngāpuhi Council relations.	Declare a perceived conflict

Kaikohe-Hokianga Community Board Meeting Agenda

4 February 2022

MINUTES OF
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 8 December 2021 AT 10.32 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: Kim Hammond (Funding Advisor), Laurel Belworthy (Community Development Advisor), Marlema Baker (Democracy Advisor).

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

Apologies where received from Members Moko Tepania (11:15 am) and Deputy Chairperson Emma Davis (12:00 pm) for early departure.

2 Te wāhanga tūmatanui / Public Forum

Shaun Reilly

- Dairy Factory grass in Kaikohe still not mowed. Footpaths needed to the Kaikohe Showgrounds and from the Marae to cemetery on Mangakahia Road. Planter boxes on Recreation Road are a safety hazard on a heavy traffic byway.

Jill Reilly

- Stop sign at Thorpe road is ineffective. Cycle-whare (noticeboard) vandalised. New pedestrian crossing on Mangakahia Road.

- Linda Bracken – Walkway to the showgrounds and the extending of the cycle track through to Ngawha. RFS to clean up Rangihamama Road.

3 Ngā Tono KŌrero / Deputations

Healthy Families – Slideshow Presentation.

- Sophie McCarthy, Kath Keremete, Tawhi Tua

4 ngā kaikōrero / Speakers

Funding Applicants:

- Jessie McVeagh – Hokianga Community Education Trust. Item 8.4a refers.

- Gwen Freese – Rawene Community Hall Management Committee. Item 8.4c refers.

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A3052601, pages 10 - 18 refers

Resolution 2021/84

Moved: Member John Vujcich

Seconded: Chairperson Mike Edmonds

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

- Members Moko Tepania, Kelly van Gaalen and Laurie Byers were absent but recorded as present.

Carried

6 Reports

6.1 Setting of 2022 Meeting schedule

Agenda item 7.1 document number A3490925, pages 19 - 24 refers

Motion

Moved: Member John Vujcich

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board:

a) adopt the following 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.

LOST

Resolution 2021/85

Moved: Member Kelly van Gaalen

Seconded: Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board:

a) adopt the following monthly meeting dates:

× Friday, 4 February 2022

× Wednesday, 2 March 2022.

× Wednesday, 6 April 2022.

× Wednesday, 11 May 2022.

× Wednesday, 1 June 2022.

× Wednesday, 6 July 2022.

× Wednesday, 3 August 2022.

× Wednesday, 14 September 2022.

b) adopt the following Hokianga Spraying Committee Meeting dates:

× Friday, 4 Feb 2022 – 2:30 pm.

× Wednesday, 11 May 2022 – 2:30 pm.

× Wednesday, 6 July 2022 – 2:30 pm.

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

Carried

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

Agenda item 7.2 document number A3475952, pages 25 - 29 refers

Resolution 2021/86

Moved: Member Laurie Byers

Seconded: Member Emma Davis

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;

and

c) that the Kaikohe-Hokianga Community Board expresses extreme disappointment in the delays and apologises and shares in all of the grief of the affected parties.

Carried

The meeting was adjourned from 12:15 pm to 12:37 pm.

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

Agenda item 7.3 document number A3492300, pages 30 - 33 refers

Resolution 2021/87

Moved: Member Kelly van Gaalen

Seconded: Member John Vujcich

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

Carried

6.4 Funding Applications

Agenda item 7.4 document number A3489218, pages 34 - 67 refers

Resolution 2021/88

Moved: Member Alan Hessell

Seconded: Member Louis Toorenburg

That the Kaikohe Hokianga Community Board:

a) approves the sum of $2,999 (plus GST if applicable) be paid from the Board’s Community Fund account to Hokianga Community Educational Trust for the purchase of a shredder/chipper to support the following Community Outcomes:

i) Proud, vibrant communities

ii) Communities that are healthy, safe, connected and sustainable.

carried 6/0

Resolution 2021/89

Moved: Member Kelly van Gaalen

Seconded: Member John Vujcich

That the Kaikohe Hokianga Community Board:

b) approves the sum of $1,059 (plus GST if applicable) be paid from the Board’s Community Fund account to Parent to Parent Northland for the transport, admission and catering from Manea Footprints of Kupe, facilitator fees and volunteer costs for the Siblings Activity Day to support the following Community Outcomes:

i) Proud, vibrant communities

ii) Communities that are healthy, safe, connected and sustainable.

carried 6/0

Resolution 2021/90

Moved: Member Kelly van Gaalen

Seconded: Member Alan Hessell

That the Kaikohe Hokianga Community Board:

c) approves the sum of $3,296 (plus GST if applicable) be paid from the Board’s Community Fund account to Rawene Community Hall Management Committee to purchase chairs support the following Community Outcomes:

i) Proud, vibrant communities

ii) Communities that are healthy, safe, connected and sustainable.

carried 6/0

Resolution 2021/90

Moved: Member John Vujcich

Seconded: Member Alan Hessell

That the Kaikohe Hokianga Community Board:

d) approves the sum of $1,749 (plus GST if applicable) be paid from the Board’s Community Fund account to Te Pu o Te Wheke Community Art Gallery Trust for costs to install an oven and track spotlights the following Community Outcomes:

i) Proud, vibrant communities

ii) Communities that are healthy, safe, connected and sustainable.

carried 6/0

Carried

6.5 Project Funding Reports

Agenda item 7.5 document number A3435216, pages 68 - 83 refers

Resolution 2021/91

Moved: Member Kelly van Gaalen

Seconded: Member Laurie Byers

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)

Carried

7 Information Reports

7.1 Kaikohe-Hokianga Community Board Action Sheet Update November 2021

Agenda item 8.1 document number A3492441, pages 84 - 89 refers

Resolution 2021/92

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.

Carried

8. Major Item not on the Agenda - Pohutukawa Trees - Opononi

Resolution 2021/93

Moved: Member Louis Toorenburg

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board:

a) resolves to consider the item not on the agenda, Pohutukawa Trees - Opononi.

b) notes the item was not on the agenda because the information was received late.

c) the report cannot be delayed because there will be an increase in tourism and traffic in the area during the summer months which endangers the roots of the trees.

Carried

8.1 Pohutukawa Trees - Opononi

Resolution 2021/94

Moved: Member Louis Toorenburg

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board fund water-filled barriers to protect the Pohutukawa trees during the 2021/22 summer months.

Carried

9 tE kAPINGA hUI / Meeting Close

The meeting closed at 1:35 pm.

The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board Meeting held on 4 February 2022.

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

CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

4 February 2022

6 Reports

6.1 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 December 2021

File Number: A3557022

Author: Segun Rotimi, Accounting Support Officer

Authoriser: Angie Thomas, Manager - Accounting Services

Purpose of the Report

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

Recommendation

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 December 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 December 2021	$33,116.55
· 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 08 December 2021 for Hokianga Community Educational Trust for the purchase of a shredder/chipper	$2,999.00
· Less funds not uplifted from 08 December 2021 for Parent to Parent Northland for the transport, admission and catering from Manea Footprints of Kupe, facilitator fees and volunteer costs for the Siblings Activity Day	$1,059.00
· Less funds not uplifted from 08 December 2021 for Te Pu o Te Wheke Community Art Gallery Trust for costs to install an oven and track spotlights	$1,749.00
· Community Fund Account balance as at 31 December 2021	$160,643.29

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 December 2021 is $227,045.78.

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 December 2021 is attached.

Attachments

1. Statement of Community Fund Account Kaikohe-Hokianga as at 31 December 2021 - A3557011 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

4 February 2022

6.3 Funding Applications

File Number: A3549200

Author: Kim Hammond, Funding Advisor

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

Take Pūrongo / Purpose of the Report

This report summarises applications for Local Community Grant funding to enable the Kaikohe-Hokianga Community Board to determine which application/s will receive funding at the 4 February 2022 meeting.

The Community Board has also received two requests to extend the length of time for an applicant to spend funds that have been allocated and then report back.

WhakarĀpopoto matua / Executive Summary

· Four new applications for funding were received requesting a total of $145,322.80.

· The balance of this amount available for the Board to allocate is $56,865.00.

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

· Agree to the extension requests for previous funding allocated from Manāki Tinana Trust and Kaikohe Pioneer Village.

tŪtohunga / Recommendation

That the Kaikohe Hokianga Community Board:

a) declines the funding application received from Hokianga Sailing Club for the tar sealing of the accessway for the Sailing Club and Hokianga Gym and suggests the Hokianga Sailing Trust make a submission during the next Long Term Plan submission process with support from the Kaikohe-Hokianga Community Board Strategic Planning process.

b) approves the sum of $758.00 (plus GST if applicable) be paid from the Board’s Community Fund account to Manāki Tinana Trust for the purchase of a laptop to support the following Community Outcomes:

i) Proud, vibrant communities

ii) Communities that are healthy, safe, connected and sustainable.

c) approves the request from Manāki Tinana Trust to extend the project timeframe for the funding that was allocated in February 2020 for hiring the Rawene Town Hall for weekly exercise sessions.

d) approves the sum of $1,650 (plus GST if applicable) be paid from the Board’s Community Fund account to Rob Pink for the purchase, transportation and installation of sand for the Clendon Esplanade beach, to support the following Community Outcomes:

i) Proud, vibrant communities

ii) Communities that are healthy, safe, connected and sustainable.

noting that sand must be deposited landward side of the Mean High Water Springs line (MHWS). Sand is not to be deposited in the Coastal Marine Area without attaining consent from the Northland Regional Council.

e) approves the request from Pioneer Village Kaikohe to roll over the $1,500 that was allocated for the costs of the 2021 Halloween Party to now be used for the 2022 Halloween Party.

f) approves the sum of $56,041.80 (plus GST if applicable) be paid from the Board’s Placmaking Fund account to June Hicks for the completion of the Broadwood Bridge Feasibility Study to support the following Community Outcomes:

i) Proud, vibrant communities

ii) Communities that are healthy, safe, connected and sustainable.

1) TĀhuhu kŌrero / Background

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant	Project	Requested	Recommended	Comments	Type
Hokianga Sailing Trust	Tar sealing accessway to sailing and gym building	$86,873.00	Decline	26 Clendon Esplanade, Rawene is leased to the Hokianga Sailing Club but also shares the space with the Hokianga Gym. The applicant has supplied an email from Council staff noting that there is budget in the 24/25 Long Term Plan for this reserve which could be brought forward. The budget in the Long Term Plan is for renewals for the accessway area but would not cover the amount needed to tar seal this area. The Hokianga Sailing Trust could submit to the Long Term Plan, with the support of the Kaikohe-Hokianga Community Board, for additional budget for the work to be completed.	Community
Manāki Tinana Trust	Purchase of Microsoft Laptop	$758.00	Approve	It is essential that organisations can operate safely and implement safety precautions and practices under the COVID-19 Protection Framework. The purchase of this laptop will enable the applicant to manage this process in a timely manner for their clients. The applicant has a healthy bank balance and normally for such a small amount requested this would not been seen as a priority for funding. However, the applicant has a capital project planned for the future and the funding in their bank balance will help them to achieve the capital project.	Community
Manāki Tinana Trust	Project Extension Request	N/A	Approve	Manāki Tinana Trust were allocated $1,560 at the Kaikohe-Hokianga Community Board meeting in February 2021 (applicant has 2020 in the letter received – but funding was allocated in 2021) for the hireage of the Rawene Town Hall for the weekly exercise classes. The applicant budgeted, based on quotes provided, that the funding would be spent by February 2022. However due to being charged less for hall hireage and having to cancel classes due to COVID-19, the funding allocated has not been spent and will not fully be spent by the end of February 2022. The applicant still has $480 remaining of the funding allocated and is requesting to be allowed to continue to run the project and then report back on it once the funding allocated has been spent.	Community
Rob Pink	Sand – Clendon Esplanade	$1,650	Approve	Staff have investigated how this request aligns with the Regional Plan. As it is a small volume of sand to be deposited the deposition would be within permitted activity thresholds. The applicant must however make sure that the sand is deposited landward of the MHWS and not into the Marine Coastal Area (MCA). If sand was to be deposited in the MCA the as this would require a Minor Coastal Consent from Northland Regional and funding would not be paid out until the applicant received this consent.	Community / Environment
Pioneer Village Kaikohe	2022 Halloween Event	N/A	Approve	Pioneer Village Kaikohe was allocated $1,500 for the 2021 Halloween Event at the Kaikohe-Hokianga Community Board meeting on 6 October 2021. The 2021 Halloween Event had to be cancelled due to COVID-19 restrictions. Pioneer Village Kaikohe has requested that the $1,500 allocated can be rolled over for the 2022 Halloween Event. Staff recommend that this request is approved to allow the Pioneer Village Kaikohe to hold this successful event. If the Community Board was to request the funding allocated be returned, Pioneer Village Kaikohe would need to resubmit an application closer to the event. By approving the request now, this removes the need for this and will allow the successful event to go ahead in 2022 without any additional administration tasks.	Event
Broadwood Community – June Hicks	Broadwood Bridge Feasibility Study	$56,041.80	Approve	Council has allocated $103,000 in the 2022-2023 Long Term Plan towards the rebuild of the Broadwood Bridge however the $103,000 is not going to cover the cost of the rebuild. For the community to be able to secure the remainder of the funding, the community are going to need to show that a detailed feasibility study has been completed. The feasibility study is going to cover a wide range of activities from community consultation (with both locals and hapu), ecology, landscape and design, cost estimation and much more.	Community Infrastructure

Kaikohe-Hokianga Community Board Meeting Agenda

4 February 2022

Take Tūtohunga / Reason for the recommendation

The applicants are 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 – including the request to extend the project timeframe for Manāki Tinana Trust and Pioneer Village Kaikohe and request the funds be returned.

Each application has been assessed and meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

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

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.

Āpitihanga / Attachments

1. Application - Hokianga Sailing Trust - A3549836 ⇩

2. Application - Manäki Tinana Trust - A3550216 ⇩

3. Letter - Manaki Tinana Trust Requesting Extension - A3550171 ⇩

4. Application - Rob Pink - A3550533 ⇩

5. Letter from Pioneer Village Kaikohe requesting Carry Over - A3555619 ⇩

6. Application - Broadwood Bridge Feasibility Study - A3561546 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report does not have district-wide relevance.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	No implications for Māori in relation to land and/or water.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

4 February 2022

Kaikohe Library

All library services were affected by Covid-19 lockdowns in the second half of 2021. Libraries have had to implement reduced levels of service during this period in response to Covid-19 guidelines classifying libraries as public gathering spaces, including restrictions on programmes, events, and school visits. Mask-wearing and sign-in requirements were also in place. This combination of factors led to lower physical borrowing and usage numbers than in previous reporting periods. However, digital borrowing continues to grow as customers adapt to the Covid-19 environment.

Self-check machines were installed across Far North District Libraries in December. These units will enable customers to have more freedom in their journey through the library and will provide staff with more time to be involved in value-added library work.

Senior Librarian Joanna Boyd has resigned and shifted back to the lower North Island to be closer to family. During her time at Kaikohe Library, Joanna worked hard to develop community and school connections, and to improve the range of programmes and events taking place in the library. For four months from 10 January 2022, Megan Hindmarsh will act in the new role of Kaikohe and Kawakawa Senior Librarian.

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Digital Library Use

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Hokianga i-SITE

All the i-SITEs have been affected by the Covid-19 lockdowns and Aucklanders being unable to travel. This has reduced the sales made and the number of visitors.

In terms of activities in the Hokianga, the Hokianga Express (boat trip to the sand dunes including sand boarding) has been the most popular trip with visitors. Manea Footprints of Kupe is also a strong seller and this activity is getting very good feedback and continues to grow in demand.

The Opononi camping ground has sold and there is now no camping ground for camper vans or tents in Opononi or Omapere.

Retail is selling well with good support from locals and visitors. There has been a strong push to have local product on sale and this has had been well received. There are some very interesting and special products available.

Over the lock-down period when i-SITEs were not able to operate, staff undertook other administration and customer contact tasks such as contacting the Housing for Elderly tenants regularly, updating contact details of ratepayers on Council’s database and checking the dog registration database to ensure information was up to date and accurate.

i-SITEs offer Council services such as general Council enquiries, dog registrations, receipt payments for rates, etc. While transaction volumes are not high, ratepayers and visitors do appreciate having these local facilities available to them for Council business.

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Events on Council Reserves and other Council Managed Spaces

Permits are issued to applicants for the use of Councils open spaces for many kinds of activities such as weddings, family picnics, sporting events, circuses, fairs and large community events.

From July to the end of December 11 events were successfully held across the district. COVID19 level changes meant 12 events were cancelled with one postponed to March 2022. Unfortunately the Kerikeri Half Marathon, the Coastal Classic and Christmas Parades were among the events that had to be cancelled.

Most of the event organisers have taken advantage of Councils online application process, and all event organisers are encouraged to use this process. https://www.fndc.govt.nz/Our-Facilities/Parks-playgrounds-and-reserves/Book-a-Park-Reserve-or-Open-Space

Cemeteries – Sexton Services

Council manages the Kaikohe, Kohukohu, Okaihau and Rawene public cemeteries under the legislation of the Burial and Cremation Act 1964 and Far North District Council By-Law 1401-1442.

Plans remain in place for the management the Council-run cemeteries during the COVID 19 pandemic.

Families have struggled to arrange burials under Covid 19 restrictions with many choosing ash burials. After the 15 December 2021, when Aucklanders were able to travel outside of their district, there was a notable increase in the number of ash burials across the district as families were able to gather together. There are still a large number of ash burials on hold until overseas family members can return.

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There were 8 full burials and 1 ash burials in the Kaikohe-Hokianga Ward over this period.

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There has been an average of 20.5 enquiries per month during the period July to end of December 2021.

Housing for the Elderly

The number of units available to be tenanted has been reduced from 147 to 144, this is due to a block of three units in the Oxford Street village in Kaitaia being structurally compromised and the need for them to be demolished, this is currently underway and set to be completed by the end of January 2022. The three tenants that were in this block have been re-tenanted in other Housing for the Elderly villages.

In the Kaikohe-Hokianga area there are Villages at:

*Location*	*Two/Three bedroom*	*One bedroom*	*Bed-sit*	*Vacancies*
Horeke	-	2	-	0
Kaikohe	-	2	36	3
Kohukohu	-	6	-	0
Omapere	6	3	-	1
Rawene	-	6	4	3
Waima	-	3	-	1

During the period from 1 July – 31 December 2021, seven tenancies began (4x Kaikohe, 2x Rawene and 1x Omapere). 5 tenancies ended (3x Kaikohe and 2x Rawene).

There are currently 8 vacancies in the Hokianga ward. (3x Kaikohe, 1x Omapere, 3x Rawene and 1x Waima). 3 of these units (Kaikohe) are ready to tenant and interviews will be held in early January. 4 units are undergoing repairs, maintenance, and refurbishment (Omapere, Waima and 2x Rawene) before being re-let. One unit in Rawene is ready to tenant, however due to issues with the footpath leading to this unit it has been decided to not tenant the unit the issues are fixed. This work is currently with the Asset Management and District Facilities teams.

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

There are no financial implications.

Āpitihanga / Attachments

Nil

Time:	10:30 am
Location:	Virtual via TEAMs