Agenda of Te Hiku Community Board Meeting - Tuesday, 15 February 2022

Te Hiku Community Board Meeting Agenda

15 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.

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

15 February 2022

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

File Number: A3538546

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 7 December 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. 2021-12-07 Te Hiku Community Board Minutes - A3510988 ⇩

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

15 February 2022

MINUTES OF Te Hiku Community Board Meeting
HELD AT THE Conference Room, Te Ahu, Cnr Matthews Ave and South Road, Kaitaia
ON Tuesday, 7 December 2021 AT 10.00 am

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

IN ATTENDANCE:

STAFF PRESENT: Shayne Storey (Community Development Advisor), Kim Hammond (Funding Advisor), Marlema Baker (Democracy Advisor).

1 Karakia Timatanga / Opening Prayer

Chair Adele Gardner commenced the meeting and member John Stewart opened with a prayer.

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

Deputy Chairperson Jaqi Brown arrived at 10:10 am.

3 Te wāhanga tūmatanui / Public Forum

Mark Osbourne:

· Mangonui Sports Hub.

· Mangonui Waterfront Project.

4 Ngā Tono KŌrero / Deputations

Daniel Thompson

- Waterfront Café and Bar Mangonui – Alfesco Dining

- Mangonui Carparking

5 ngā kaikōrero / Speakers

Potahi Marae Te Kao Funding Application, Item 8.4b refers.

- Josephine Nathan and Rosie Conrad.

The meeting was adjourned from 10:50 am to 11:07 am.

6 Notice of Motion

6.1 Notice of Motion - Waterfront Cafe and Bar - Mangonui

Agenda item 6.1 document number A3502233, pages 12 - 12 refers

Resolution 2021/77

Moved: Member Felicity Foy

Seconded: Chairperson Adele Gardner

That Te Hiku Community Board recommends that the Far North District Council:

a) approve the occupation and use of 1.5 car parking spaces (8,5m of legal road reserve) in front of the Waterfront Café, Waterfront Road Mangonui to be approved as a formal license to occupy, to the Waterfront Café and Bar.

b) and prioritise and enable increased alfresco dining and activate street frontages in waterfront locations and town centres.

Carried

7 Confirmation of Previous Minutes

7.1 Confirmation of Previous Minutes

Agenda item 7.1 document number A3281940, pages 16 - 18 refers

Resolution 2021/78

Moved: Member Jaqi Brown

Seconded: Member Sheryl Bainbridge

That Te Hiku Community Board agrees that the minutes of the meeting held 9 November 2021 be confirmed as a true and correct record.

Carried

8 Reports

8.1 Chairperson and Members Reports

Agenda item 8.1 document number A3492283, pages 25 - 27 refers

Resolution 2021/79

Moved: Member William (Bill) Subritzky

Seconded: Member Darren Axe

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; and

c) supports the removal of carparks outside of Gecko Café, Riders, Mussel Rock and Town and Country and the installation of parklets.

Carried

8.2 Setting of Meeting Dates for 2022

Agenda item 8.2 document number A3500325, pages 41 - 43 refers

Resolution 2021/80

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That Te Hiku Community Board

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

· 15 February 2022, 10 am – Te Ahu

· 29 March 2022, 10 am – Mangonui (Cruising Club)

· 10 May 2022, 10 am– Te Ahu

· 21 June 2022, 10 am Pukenui (Bowling Club)

· 12 July 2022, 10 am – Te Ahu

· 16 August 2022, 10 am Ahipara (Golf Club)

· 20 September 2022, 10 am – Te Ahu

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.

Carried

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

Agenda item 8.3 document number A3491534, pages 47 - 48 refers

Resolution 2021/81

Moved: Member Sheryl Bainbridge

Seconded: Member Jaqi Brown

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

Carried

8.4 Funding Applications

Agenda item 8.4 document number A3486652, pages 51 - 54 refers

Committee Resolution 2021/82

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That Te Hiku Community Board:

a) approves the sum of $2,055 (plus GST if applicable) be paid from the Board’s Community Fund account to Rosemary Archibald for the purchase of outdoor Christmas tree lights, power extension cords and the cost of delivery, to support the following Community Outcomes:

i) Proud, vibrant communities

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

b) approves the sum of $7,210 (plus GST if applicable) be paid from the Board’s Community Fund account to Te Kao Marae - Potahi Marae for purchase of playground equipment and hardware, to support the following Community Outcomes:

i) Proud, vibrant communities

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

Carried

The meeting was adjourned from 12:50 pm to 1:16 pm

8.4 Major Item not on the Agenda – Te Hiku Drainage

Resolution 2021/83

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That the Te Hiku Community Board:

a) resolves to consider the item not on the agenda - Te Hiku Drainage.

b) notes the item was not on the agenda because staff have not prepared a Drainage update.

c) notes that the report cannot be delayed because the requested workshop, scheduled for October/November 2021 with the Kaitaia Drainage Area Committees, has not eventuated.

Carried

8.5 Te Hiku drainage, work program and maintenance.

Resolution 2021/84

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That the Te Hiku Community Board request an urgent TEAMs meeting before Christmas 2021 between the Board, Mayor John Carter, the Manager for Infrastructure Operations, and staff to discuss Te Hiku drainage, work program and management.

Carried

8.5 Project Funding Reports

Agenda item 8.5 document number A3456935, pages 69 - 70 refers

Resolution 2021/85

Moved: Chairperson Adele Gardner

Seconded: Member John Stewart

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)

Carried

9 Resolution to Exclude the Public

Resolution 2021/86

Moved: Member Sheryl Bainbridge

Seconded: Member Jaqi Brown

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
9.1 - Confirmation of Previous Minutes - Public Excluded	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

10 tE kAPINGA hUI / Meeting Close

The meeting closed at 2:15 pm.

The minutes of this meeting will be confirmed at the Te Hiku Community Board Meeting held on 15 February 2022.

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

CHAIRPERSON

Te Hiku Community Board Meeting Agenda

15 February 2022

7 Reports

7.1 Chairperson and Members Reports

File Number: A3573843

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Te Take Pūrongo / Purpose of the Report

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

ngĀ tŪtohunga / Recommendation

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

1) te TĀhuhu kŌrero / Background

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

2) Te matapaki me NgĀ KŌwhiringa / Discussion and Options

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

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

The reports from the Chairperson and Members are attached.

Te Take Tūtohunga / Reason for the recommendation

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

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

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

ngĀ Āpitihanga / Attachments

1. CHAIRPERSONS REPORT - Adele Gardner Feb 2022 - A3576732 ⇩

2. MEMBERS REPORT - Darren Axe Feb 2022 - A3576722 ⇩

3. MEMBERS REPORT - Sheryl Bainbridge Feb 2022 - A3576725 ⇩

4. MEMBERS REPORT - Jaqi Brown Feb 2022 - A3576728 ⇩

5. MEMBERS REPORT - John Stewart Feb 2022 - A3576724 ⇩

6. MEMBERS REPORT - Bill Subritzky Feb 2022 - A3576714 ⇩

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

15 February 2022

7.2 Funding Applications

File Number: A3535883

Author: Kim Hammond, Funding Advisor

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

Take Pūrongo / Purpose of the Report

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

WhakarĀpopoto matua / Executive Summary

· One application for funding has been received, requesting $2,547.23.

· The Community Board funding for the 2021/22 financial year was increased by 25% on the previous year to $141,710. The unallocated balance is $106,045.

· The Board resolved that the $100,000 placemaking fund in the 2021/2022 financial year would be used to develop concept plans to assist in understanding community priorities and guide further board decisions for funding.

tŪtohunga / Recommendation

That Te Hiku Community Board:

a) approves the sum of $2,391 (plus GST in applicable) be paid from the Board’s Community Fund account to Kaitaia and Districts A&P Association for costs to printing of the outdoor/indoor booklets and purchase of the ribbons for the 2022 Kaitaia A&P show, to support the following community Outcomes:

i) Proud, vibrant communities

1) TĀhuhu kŌrero / Background

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant	Project	Requested	Recommend	Comments	Type
Kaitaia and Districts A&P Association	Kaitaia and Districts A&P Show 2022	$2,547.23	$2,391	As the applicant is GST registered, they cannot include GST in the amount requested – which they have for the ribbons. The total amount requested, excluding GST, is $2,391.	Event

Take Tūtohunga / Reason for the recommendation

The applicant/s 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. Kaitaia and Districts A&P Show Application - A3536098 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

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

Te Hiku Community Board Meeting Agenda

15 February 2022

7.3 Project Funding Reports

File Number: A3567947

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 Northland Area Floral Art Society.

1) TĀhuhu kŌrero / Background

Clause 15 of the Community Grant Policy states that: “At the completion of a project that received community funding, recipients are required to complete a Project Report. These reports must be received no later than two months after the completion of the project, or, if the activity is ongoing, within two months of the funding being spent. Recipients who do not complete this form are ineligible for Council funding for a period of five years.”

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Copies of the project reports are attached for the Board’s information. Should Board members have concerns or issues with these reports, these should be discussed at this part of the meeting.

Take Tūtohunga / Reason for the recommendation

To receive the project reports from funding applicants in accordance with the Community Grant Policy.

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

There are no financial implications or budgetary requirements.

Āpitihanga / Attachments

1. Project Report - Northland Area Floral Art Society NZ - A3549840 ⇩

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.

Te Hiku Community Board Meeting Agenda

15 February 2022

7.4 Te Hiku Statement of Community Board Fund Account as at 31 December 2021

File Number: A3569988

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 December 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 December 2021	$44,543.00
· 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 9 November 2021 for Te Ahu Museum/Far North Regional Museum Trust for the purchase of display walls, exterior signs and a donations box	$8,034.00
· Less funds not uplifted from 7 December 2021 for Rosemary Archibald for the purchase of outdoor Christmas tree lights, power extension cords and the cost of delivery	$2,055.00
Community Fund Account balance as at 31 December 2021	$203,328.00

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 December 2021 is $203,328.00

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 December 2021 is attached.

Āpitihanga / Attachments

1. Statement of Te Hiku Community Fund Account as at 31 December 2021 - A3569908 ⇩

Te Hiku Community Board Meeting Agenda

15 February 2022

8.2 Community and Customer Services Activities - 6 Monthly Report

File Number: A3568576

Author: Jacine Warmington, Manager - Community and Customer Services

Authoriser: Dean Myburgh, General Manager - District Services

TAKE PŪRONGO / Purpose of the Report

The purpose of the report is to provide information to the Te Hiku Community Board for the community and customer service activities including Libraries and Museum, i-SITEs, Customer Care (Service Centres, Contact Centre), Housing for Elderly tenancy, Event applications and Cemeteries plots and burials.

WHAKARĀPOPOTO MATUA / Executive SummarY

This information only report provides an update to Community Boards every six months.

TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Community and Customer Services Activities - 6 Monthly Report.

tĀHUHU KŌRERO / Background

Statistical information in relation to the Community and Customer Services Department of the District Services Group is provided to the Te Hiku Community Board to provide an overview of activity and performance for the months of July to the end of December 2021 for the Te Hiku area.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Contact Centre

When comparing statistics against the same time last year it needs to be recognised that, the Far North was in full lockdown due to Covid-19 for 23 working days over August, September and October 2021, halting building inspections and reducing customer contact. Te Ahu experienced a further seven days in lockdown in November.

Customer interactions district-wide for the six months ending December 2021 totalled 61,542 which is a 27.2% decrease (down from 84,526) for the same six months in the previous year. These interactions included Phone calls: 34,686, AskUs emails: 7,659, Requests for Service: 13,339, and Booking Building Inspections: 4,120.

Online Registrations are now part of our regular reporting. This data indicates the number of customers who have registered on FNDC’s online portal which enables them to track and view details of their properties, see the status of applications, licences, and make payments online.

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Service Centre

The Covid-19 lockdowns halted face-to-face interactions for 30 workdays in Kaitaia, spread over August, September, October and November. During this down-time, the affected service centre staff assisted other teams in Council with administrative work.

The position of ‘Multi-skilled CSO’ was assessed and deemed at high risk of transmission or infection of COVID-19, resulting in this customer-facing role requiring a Vaccination Pass from January 2022.

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Kaitaia Library

Library services were affected by a number of 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.

The above 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.

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Digital Library Use

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Museum@Te Ahu

Linda Wigley was acting Curator in the second half of 2021 while Whina Te Whiu was on sabbatical. During this time, Linda progressed the Vernon project significantly. A high number of taonga were digitized. These were added to the Vernon database and will be available for public access on the internet in mid-2022.

Work was also completed to modernise the Museum’s website. This work will also be completed in mid-2022 and will become the primary access point for the new digital records.

Covid-19 had a significant effect on usage statistics. Public health requirements and reduced numbers of people visiting public spaces meant that customers through the door, school visits and research enquiries dropped.

However, use of the Museum Facebook page grew as newly digitised artifacts were added and received enthusiastically by page visitors from around the world.

Museum Facebook stats July – December 2021

Month	Page Followers	Page Reach	Number of posts	Likes and Reactions	Post Reach	Link Clicks
July	3,254	11,727	7	345	16,275	551
August	3,269	16,134	16	751	38,744	1,953
September	3,281	50,365	31	1,495	96,019	7,616
October	3,297	24,831	37	1,868	87,928	2,876
November	3,348	28,661	32	2,045	89,700	3,766
December	3,360	21,343	22	526	28,786	481

Museum visits July – December 2021

	Jul-21	Aug-21	Sep-21	Oct-21	Nov-21	Dec-21	Total
Week 1	212	280	5	119	32	75
Week 2	204	190	83	0	2	66
Week 3	291	355	73	33	101	88
Week 4	228	192	98	54	66	216
Monthly totals	935	688	259	206	201	445	2,734

Museum Research Enquiries July – Dec 2021

	Jul-21	Aug-21	Sep-21	Oct-21	Nov-21	Dec-21	Total
Week 1	18	3	1	32	0	0
Week 2	19	0	1	23	0	1
Week 3	18	1	1	21	3	1
Week 4	30	1	1	22	2	2
Monthly totals	85	5	4	76	5	4	179

Kaitaia (Far North) i-SITE

The Far North i-SITE has been affected by the Auckland lockdown and when the northern part of the region was in lockdown.

Opening hours were reduced and there was a lack of product with Cape Reinga tours on restricted numbers and cancelling when numbers were low. Intercity services stopped operating and many people experienced issues travelling into or back out of the area. Other operators went into hibernation.

When the i-SITE is open and has good product, the Retail is selling well.

During lockdown, the i-Site team contacted the Pensioner Housing tenants to make sure they were safe and being looked after. They also updated phone numbers and details of ratepayers on the database. They checked the dog registration database to ensure that it was up to date and correct.

The Far North i-SITE continues to process Council payments for rates, mobile licenses, dog registrations etc.

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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 Council’s 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 Kaitaia and Totara North 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 district-wide as families were able to gather together. There are still many ash burials on hold until overseas family members can return.

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There were 9 full burials and 3 ash burials in the Te Hiku Ward from 1 July to the end of December 2021.

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

Housing for the Elderly

The number of units available to be tenanted has been reduced from 147 to 144 due to a block of three units in the Oxford Street village being structurally compromised. The decision was made to demolish these units and this process is currently underway (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 Te Hiku area, there are Villages at:

· Locations	· One bedroom	· Current Vacancies
· Ahipara	· 6	· 0
· Awanui	· 12	· 1
· Oxford Street, KTA	· 26	· 1
· Puckey Ave, KTA	· 22	· 0

During the period 1 July – 31 December 2021, 8 tenancies ended (5x Oxford Street and 3x Puckey Avenue) and 7 tenancies began (2x Awanui, 3x Oxford Street and 2x Puckey Avenue).

There are currently 4 vacancies in the Te Hiku ward, 3 in Oxford Street and 1 in Puckey Avenue. Two of the units in Oxford Street are ready to be re-let and interviews will be held in January 2022. The other requires repairs and maintenance before it can be made available. The vacancy in Puckey Avenue requires the carpet to be replaced before being re-let.

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

No financial implications.Āpitihanga / Attachments

Nil

Time:	10:00 am
Location:	Virtually via Microsoft Teams