Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

2 March 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

2 March 2022

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

File Number: A3538461

Author: Marlema Baker, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

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

Recommendation

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 4 February 2022 as a true and correct record.

1) Background

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

2) Discussion and Options

The unconfirmed minutes of the meeting are attached.

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. 2022-02-04 Kaikohe-Hokianga Community Board Minutes - A3572557 ⇩

MINUTES OF
Kaikohe-Hokianga Community Board Meeting
HELD VIRTUALLY VIA MICROSOFT TEAMS
ON Friday, 4 February 2022 AT 10:30 am

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

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

There were no apologies or declarations of interest.

2 Te wāhanga tūmatanui / Public Forum

· Ginni Ryan – Coastal erosion, water tanks and heavy traffic in Rawene.

3 Ngā Tono KŌrero / Deputations

There were no deputations.

4 ngā kaikōrero / Speakers

Funding Applicants:

· Peter Mcraith, June Hicks, Ana Belz and Linda Lunjevich representing Broadwood/Mangonui o Wai. Item 7.5 f) refers.

· Rene De Vries and Craig Joiner – representing Hokianga Sailing Club. Item 7.5 a) refers.

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A3538453, pages 12 - 18 refers.

Resolution 2022/1

Moved: Chairperson Mike Edmonds

Seconded: Member Louis Toorenburg

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

Carried

6 Reports

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

Agenda item 7.1 document number A3557022, pages 19 - 22 refers.

Resolution 2022/2

Moved: Member John Vujcich

Seconded: Member Laurie Byers

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

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Kelly van Gaalen, Alan Hessell, Laurie Byers, John Vujcich and Moko Tepania

Against: Nil

Carried

6.2 Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 31 December 2021

Agenda item 7.2 document number A3557067, pages 23 - 25 refers.

Resolution 2022/3

Moved: Member Alan Hessell

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 31 December 2021

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Kelly van Gaalen, Alan Hessell, Laurie Byers, John Vujcich and Moko Tepania

Against: Nil

Carried

The meeting adjourned 12:02 to 12:05 pm

6.3 Resolution to exclude the public

Resolution 2022/4

Moved: Member Moko Tepania

Seconded: Chairperson Mike Edmonds

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

7.5 – Funding Applications

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

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority.

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

6.4 Motion to Move out of Closed meeting in to open meeting

Resolution 2022/5

Moved: Member Moko Tepania

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board moves out of closed meeting into open meeting.

Carried

6.5 Funding Applications

Agenda item 7.3 document number A3549200, pages 26 - 66 refers

Resolution 2022/6

Moved: Chairperson Mike Edmonds

Seconded: Member Alan Hessell

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.

CARRIED

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.

CARRIED

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.

CARRIED

Moved: Member Kelly van Gaalen

Seconded: Member Emma Davis

d) approves the sum of $1,650 (plus GST if applicable) be paid from the Board’s Community Fund account, for 2022/23, 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.

CARRIED

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.

CARRIED

f) declines the sum of $56,041.80 (plus GST if applicable) be paid from the Board’s Placemaking 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.

CARRIED

Moved: Chairperson Mike Edmonds

Seconded: Member Louis Toorenburg

g) authorise $5,000 from the Boards Placemaking Fund, towards placement of barriers for the protection of the Opononi Pohutukawa trees, following the resolution 2021/94, Item 8.1 Pohutukawa Trees – Opononi made at their meeting 8 December 2021.

CARRIED

h) grant the sum of $20,000 to AKAU for a masterplan of Mangamuka from the Boards Placemaking Fund.

CARRIED

Moved: Member Louis Toorenburg

Seconded: Member Alan Hessell

i) That the Kaikohe-Hokianga Community Board work closely with Council and the Broadwood Community with regard to the plan for the Broadwood Bridge.

CARRIED

Member John Vujcich left the meeting 12:23 pm.

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Kelly van Gaalen, Alan Hessell, Laurie Byers and Moko Tepania

Against: Nil

Carried

7 Information Reports

7.1 Community and Customer Service Activities - 6 Monthly Report

Agenda item 8.1 document number A3555152, pages 67 - 75 refers.

Resolution 2022/7

Moved: Member Moko Tepania

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board receive the report Community and Customer Service Activities - 6 Monthly Report.

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Kelly van Gaalen, Alan Hessell, Laurie Byers, John Vujcich and Moko Tepania

Against: Nil

Carried

7.2 Kaikohe-Hokianga Community Board Action Sheet Update January 2022

Agenda item 8.2 document number A3555904, pages 76 - 78 refers

Resolution 2022/8

Moved: Member John Vujcich

Seconded: Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board receive the report Kaikohe-Hokianga Community Board Action Sheet Update January 2022.

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Kelly van Gaalen, Alan Hessell, Laurie Byers, John Vujcich and Moko Tepania

Against: Nil

Carried

The Board requested the minutes record the following requests following comments reported on their Action Sheet.

· Footpaths to be followed up and an updated list of footpaths be provided to the Board as soon as possible.

· That a workshop on Footpaths be held after the Kaikohe-Hokianga Community Board April meeting.

8 tE kAPINGA hUI / Meeting Close

The meeting closed at 12.37 pm.

The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board Meeting held on 2 March 2022.

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

CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

2 March 2022

6 Reports

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

File Number: A3548216

Author: Kay Meekings, Property Legalisation Officer

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

Take Pūrongo / Purpose of the Report

To inform the Kaikohe-Hokianga Community Board of the outcome of the public consultation undertaken and seek a recommendation from the Board to Council in relation to the proposed new ground lease to the Ōhaeawai Community Education Trust (OCET) over part of the Ōkaihau recreation reserve being Pt Lot 1 DP 24206, vested in Council, located at 3 Michie Street Ōkaihau.

WhakarĀpopoto matua / Executive Summary

· OCET is a registered Charitable Trust and currently a provider of early childhood education at 7568 SH 1 Ōhaeawai

· OCET believes an early childhood education centre will provide value to the community of Ōkaihau. OCET are now looking to widen the scope of their operation to include more community-based education opportunities for people of all ages. See background below and attachment 2 refers.

· The Reserves Act 1977 requires a lease proposal to be publicly notified and consideration given to any objections and submissions received in relation to it.

· Public consultation ran from 20 January – 20 February 2022. A total of twelve submissions were received, 10 in support of the lease proposal. Three against the proposal with two of these objectors requesting to be heard.

· The next step is for the Community Board to hear the 2 respondent(s) as required by section 120(1)(c) Reserves Act 1977. A reasonable opportunity must be given to the respondents to appear before the committee nominated by the administering body.

· Following the hearings, the Community Board will deliberate on the submissions and make recommendation to Council.

· An Agreement to Lease is conditional on the building(s) and fixtures situated on the premises being fit for business use, in a tidy and cared for condition.

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

tŪtohunga / Recommendation

Following public notification of this matter, objections were received. Accordingly, to avoid predetermination of the matter, recommendation to Council will not be drafted until after the hearing (3 March). Council staff will draft recommendation under Community Board instruction following the hearing. To assist the Community Board, three options have been proposed for consideration.

1) TĀhuhu kŌrero / Background

This matter was last before the Kaikohe-Hokianga Community Board on 8 December 2021 when the Board recommended initiation of the public consultation process in respect of the lease proposal. Text

Description automatically generated

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

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

Early 2021, the NZPA approached Council seeking a process to sell the building. NZPA were advised Council supported the removal of the building at NZPA cost or the transferring of the building occupation to a Council endorsed body. NZPA are in contract with OCET for the transfer of ownership of the building.

OCET indicated their wish was to operate an early childhood centre from the reserve site and has sought a ground lease over the former playcentre footprint. The existing site includes the vacant playcentre building and the associated fenced off green space.

OCET has further indicated, post the initiation of public consultation, their intention to extend the purpose of their proposed use of the former playcentre building to include community-based education opportunities for people of all ages. Attachment 2 refers.

The OCET reiterates their intention to upgrade the existing building and fixtures to be fit for OCET business purposes and in a tidy and cared for condition.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Reserves Act 1977

Section 73 of the Reserves Act 1977 (“the Act”) authorises Council to grant leases over a vested recreation reserves by way of Minister of Conservation delegation 12 June 2013. This delegation includes reserves not subject to a management plan. There is no management plan in place for the Ōkaihau recreation reserve.

Sections 119 and 120 of the Act require that before granting a lease the proposal must be publicly notified and all submissions/objections to the proposal are to be in writing and where requested, a submitter must be given the opportunity to appear before Council or a committee of Council, to speak to their objection/submission. Every submission/objection in relation to the proposal must be considered before proceeding with the proposal.

Council delegations: the role of the Board vs the role of the Council

Council’s delegations to Community Boards authorise the Boards to hold hearings of submissions received resulting from notice procedures and 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.

The Kaikohe-Hokianga Community Board is therefore now required to complete hearings as requested by submitters, consider and deliberate upon the submissions received (see attached list of submissions), and then make a recommendation to Council in respect of the proposal.

The Council will be required to consider the Board’s recommendation and make the final decision regarding the proposal. This involves two decisions: one from the standpoint of the Council as the administering body for the reserve, and the other from the standpoint of the Council as the Minister of Conservation’s delegate.

In its role as the administering body of the reserve, the Council will be required to consider the merits of the proposal, and every submission and objection, while also considering any recommendation from the Community Board, before deciding whether to grant the lease.

In its role as the Minister’s delegate, the Council will need to ensure that correct processes have been followed under the Act; that any submissions and objections have been considered, and that on the basis of the evidence the decision is a reasonable one, before consenting to the granting of the lease.

Council Policies

Council’s Reserves Policy requires consultation with iwi and other stakeholder groups, as appropriate, regarding the management, development and use of reserves and parks.

Under Council’s Significance and Engagement Policy, the proposed decision to lease the reserve is considered to be of low significance. The land is not a strategic asset under the policy. The degree of consultation required by the Reserves Act also satisfies policy requirements.

Public Notification

Public Notice was advertised in the Northern Advocate 20th January 2022. This notice does not expressly record the purpose of the occupation as early childhood centre. The Reserves Act section 119 requires the notice to be published once in a newspaper circulating in the area in which the reserve is located. Public Notification on FNDC Website. This notification discusses the purposes- as an early childhood centre. The public responses are all in regard to the site being used for an early childhood centre.

The Reserves Act section 73(3) provides for a lease over part of recreation reserve where any part of such a reserve is not likely to be used for that purpose and it is considered inexpedient to revoke the reservation at this time. The lease is subject to the conditions of Reserves Act schedule 1.

The options available for this particular site are:

Option 1

The Kaikohe-Hokianga Community Board may decide to recommend that a new ground lease be granted to the OCET on the terms publicly notified and will support any further public notification required for the expanded purposes as expressed in writing by OCET.

Option 2

The Kaikohe-Hokianga Community Board may decide not to recommend the proposed new ground lease to be granted to OCET given that the public notice has shown there may be other interested parties.

Option 3

The Kaikohe-Hokianga Community Board may decide to recommend to Council further community engagement be undertaken so as to hear and understand the needs of the Ōkaihau community and then make final recommendation to Council.

Take Tūtohunga / Reason for the recommendation

Option 1: OCET approached Council in May 2021 seeking a ground lease for an early childhood centre. OCET is a registered Charitable Trust Inc 2011, providing quality education and training for people of all ages. This includes professional education courses for ECE professionals. Currently as it stands the site and the building have been vandalised and taking no action will lead to further decay. OCET is experienced, willing and capable to take over and manage the run-down building.

Options 2 and 3: On completion of the requests to be heard and the deliberation of the submissions the Kaikohe-Hokianga Community Board may conclude the way forward is not to lease the property at this time as further public engagement would be prudent.

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

As Council is not the building owner, there will be no cost to Council for any works or removal associated with the building.

Āpitihanga / Attachments

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

2. Okaihau Lease - OCET Extended Plan 18-2-2022 - A3600425 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 section 77 in relation to decision making, in particular:

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

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

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

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	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	FNDC Reserves Policy: The Policy supports a long-term lease being offered to community orientated groups wanting a permanent base, requiring significant financial investment. The Reserves Act 1977: Section 73(3) provides for a lease over recreation reserve for other purposes without requiring a change of reserve classification.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	Delegation to the relevant Community Board enables them to hear submissions and make a recommendation to Council.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	Local Iwi will be included in the public consultation process.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	Public consultation provides for the community as individuals and groups to make submissions which will form part of the deliberations prior to a recommendation to Council being made.
State the financial implications and where budgetary provisions have been made to support this decision.	All upgrade and maintenance costs fall to the lessee. An appropriate commercial rent for the land will be negotiated.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

2 March 2022

6.2 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 January 2022

File Number: A3600362

Author: Ajay Kumar, Management Accountant

Authoriser: Janice Smith, Chief Financial Officer

Purpose of the Report

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

Recommendation

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 January 2022.

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 January 2022	$35,924.55
· 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
· Community Fund Account balance as at 31 January 2022	$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 January 2022 is $160,643.29.

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 January 2022 is attached.

Attachments

1. Statement of Community Fund Account Kaikohe-Hokianga as at 31 January 2022 - A3600424

Kaikohe-Hokianga Community Board Meeting Agenda

2 March 2022

6.3 Project Funding Reports

File Number: A3588071

Author: Kim Hammond, Meetings Administrator

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

Take Pūrongo / Purpose of the Report

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

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board note the project report received from Ngā Mahi Toi o Hōreke.

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 - Nga Mahi Toi o Horeke - A3588078 ⇩

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.

Kaikohe-Hokianga Community Board Meeting Agenda

2 March 2022

7 Information Reports

7.1 Kaikohe Cares Project Report

File Number: A3596140

Author: Laurel Belworthy, Community Development Advisor

Authoriser: Darren Edwards, General Manager - Strategic Planning and Policy

TAKE PŪRONGO / Purpose of the Report

To provide Kaikohe Hokianga Community Board with an overview of the Kaikohe Cares Project and Mayors Taskforce for Jobs Community Recovery Programme funding.

WHAKARĀPOPOTO MATUA / Executive SummarY

· To maximise collective impact, the Community Development Team is trialling a new way of working in Kaikohe, with one dedicated team member focused on Kaikohe Cares (KC).

· Kaikohe Cares is a cross-council place-based community and economic development initiative. This single lens gives capacity to provide high-level overview and coordination between partners, as opposed to the traditional multi-town lens.

· This is a place-based, place-making approach that builds on local strengths and social connections.

· This also supports better service delivery and outcomes for Council, which will naturally ripple out to lift outcomes for surrounding areas.

TŪTOHUNGA / Recommendation

That the Kaikohe-Hokianga Community Board receive the report Kaikohe Cares Project Report.

tĀHUHU KŌRERO / Background

Kaikohe is the heart of the mid-north, rich in social capital, culture, and history. Historically it is the centre of a wide area, serving a large community beyond the township. In the last 30 years, Kaikohe has seen a shift from the thriving main centre, to one with the highest deprivation score in the Far North. With recent Provincial Growth Fund (PGF) projects like the Ngawha Innovation and Enterprise Park and Te Kona Digital Hub, and Council’s commitment to new facilities (Civic Hub) and infrastructure in the town, the opportunity for Council to support the regeneration of Kaikohe and create positive change for its’ community and future, is now.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Kaikohe Cares aims to create a pathway for increased inclusion of the Kaikohe community in Kaikohe Hokianga Community Board business. The Kaikohe based Community Development Advisor will work towards building open engagement with both external and internal individuals, groups, iwi, organisations, business and agencies to coordinate and support the community to collaborate, organise, and grow leadership towards our vision, He Whenua Rangatira - A District of Sustainable Prosperity and Well-Being. The project also includes a refresh of the Kaikohe Community Plan and working with the Kaikohe-Hokianga Community Board to develop their Strategic Plan. This approach aligns with Council’s Community Outcomes and anticipates the Future for Local Government Review, which seeks to ‘design a system of local governance that is built on relationships….and creates the conditions in which communities can thrive into future generations” (Ārewa ake Te Kaupapa’ Interim Report September 2021, pg 2).

This focussed approach aims to ‘join the dots’, ensuring community initiatives and Kaikohe Hokianga Community Board projects are not developed and delivered in isolation of each other and the collective benefit is realised. This is currently being mitigated with the formation of a Kaikohe Cares Core Group with community and Council representation. An initial stocktake of community initiatives via an online survey is also being developed to inform the Kaikohe Cares project and Kaikohe Community Plan refresh.

Council recently received significant funding from the Mayors Task Force for Jobs (MTFJs) Community Recovery Programme to support Kaikohe Cares. This funding has led to meaningful partnerships with Ngawha Innovation and Enterprise Park, Te Kona Digital Hub and local MSD teams with positive reputational impact for Kaikohe Hokianga Community Board. This includes provision of the ‘Berry Bus’ which has enabled sustainable employment for teams at Ngawha Park, ferrying workers to Kerikeri and Waipapa while Kaikohe Berries grows capacity at Ngawha. The funding is for a total of $400,000, released in 2 tranches. $250,000 to deliver 15 Sustainable Employment Outcomes (SEO’s) and a following $100,000 to deliver 25 SEO’s. Future MTFJ’s funded projects include digital skills training, working with the Kaikohe Business Association to support local business to employ locally (including role specific training for employees and wage subsidies) and employer expos for established businesses and start-ups.

Covid disruptions are a risk as they challenge kanohi ki te kanohi meetings/hui and interactions, which, in the context of community development work/mahi, cannot effectively be replaced with virtual hui, therefore delaying true community relationship building. This will be mitigated by closely following Covid management protocols until such a time free community interaction returns.

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

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

Āpitihanga / Attachments

Nil

Time:	10.30 am
Location:	Virtual via TEAMs