KAIKOHE-HOKIANGA COMMUNITY BOARD
Waima
AGENDA
Kaikohe-Hokianga Community Board Meeting
Wednesday, 6 April 2022
Time: |
10.30 am |
Location: |
Virtual via TEAMs |
Member Mike Edmonds - Chairperson
Member Emma Davis – Deputy Chairperson
Member Laurie Byers
Member Kelly van Gaalen
Member Alan Hessell
Member Moko Tepania
Member Louis Toorenburg
Member John Vujcich
6 April 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 centres.
8. To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.
9. To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977 and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.
10. To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.
11. Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.
12. Recommend new bylaws or amendments to existing bylaws.
13. Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.
14. Exercise the following powers in respect of the Council bylaws within their community:
a. Control of Use of Public Spaces – Dispensations on signs
b. Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.
c. Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2
d. Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.
e. Speed Limits – Recommend places and speed limits which should be imposed.
15. To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.
16. Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.
17. To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.
18. To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.
19. In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.
20. Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.
Terms of Reference
In fulfilling its role and giving effect to its delegations, Community Boards are expected to:
1. Comment on adverse performance to the Chief Executive in respect of service delivery.
2. Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.
3. Assist their communities to set priorities for Pride of Place programmes.
4. Have special regard for the views of Maori.
5. Have special regard for the views of special interest groups, e.g. disabled, youth, aged, etc.
6. Actively participate in community consultation and advocacy and keep Council informed on local issues.
7. Seek and report to Council community feedback on current issues by:
a. Holding a Community forum prior to Board meetings
b. Varying the venues of Board meetings to enable access by members of the community
8. Monitor and make recommendations to Council to improve effectiveness of policy.
9. Appoint a member to receive Annual Plan\Long Term Council Community Plan submissions pertinent to the Board area, attend hearings within the Board area, and attend Council deliberations prior to the Plan adoption.
Protocols
In supporting Community Boards to fulfil their role, the Council will:
1. Provide appropriate management support for the Boards.
2. Organise and host regular workshops with the Community Boards l to assess the 'State of the Wards & District' to establish spending priorities.
3. Prior to decision-making, seek and include 'Community Board views' in Council reports in relation to:
a. the disposal and purchase of land
b. proposals to acquire or dispose of reserves
c. representation reviews
d. development of new maritime facilities
e. community development plans and structure plans
f. removal and protection of trees
g. local economic development initiatives
h. changes to the Resource Management Plan
4. Organise and host quarterly meetings between Boards, the CEO and senior management staff.
5. Prepare an induction/familiarisation process targeting new members in particular early in the term.
6. Support Board members to arrange meetings with local agencies and service clubs to place more emphasis on partnerships and raising profile of the Boards as community leaders.
7. Permit Board chairperson (or nominated member) speaking rights at Council meetings.
8. Help Boards to implement local community projects.
9. Arrange for Infrastructure and Asset Management Staff to meet with the Community Boards in September each year to agree the capital works for the forthcoming year for input into the Annual or Long-Term Plan.
10. Provide information.
KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS
Name |
Responsibility (i.e. Chairperson etc) |
Declaration of Interests |
Nature of Potential Interest |
Member's Proposed Management Plan |
Mike Edmonds |
Chair |
Kaikohe Mechanical and Historic Trust |
Council Funding |
Decide at the time |
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 |
6 April 2022 |
Kaikohe-Hokianga Community Board Meeting
will be held in the Held virtually via Microsoft Teams on:
Wednesday 6 April 2022 at 10:30 am
Te Paeroa Mahi / Order of Business
1 Nga Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest
2 Te Wāhanga Tūmatanui / Public Forum
5 Confirmation of Previous Minutes
5.1 Confirmation of Previous Minutes
6.1 Discharging of the Hokianga Spraying Committee
6.2 Kaikohe-Hokianga Statement of Community Board Fund Account as at 28 February 2022
7.1 Kaikohe Traffic Calming Delivery Strategy
7.2 Kaikohe - Hokianga Community Hall Annual Information Update
7.3 Kaikohe-Hokianga Community Board Action Sheet Update April 2022
8 Te Kapinga Hui / Meeting Close
1 Nga Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Democracy Support (preferably before the meeting).
It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
2 Te Wāhanga Tūmatanui / Public Forum
To be confirmed on the day.
No requests for deputations were received at the time of the Agenda going to print.
Funding Applicants:
· Kaikohe Business Association (Linda Bracken)
· Kohukohu Bowling Club (Esther Booth)
· Freedom Whare Limited (\Rhonda Zielinski) – to be confirmed
6 April 2022 |
5 Confirmation of Previous Minutes
5.1 Confirmation of Previous Minutes
File Number: A3538463
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.
That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 2 March 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.
1. 2022-03-02 KHCB Meeting Minutes - A3614494 ⇩
Kaikohe-Hokianga Community Board Meeting Agenda |
6 April 2022 |
MINUTES
OF
Kaikohe-Hokianga
Community Board Meeting
HELD AT THE Council
Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 2 March
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
Apology |
Resolution 2022/9 Moved: Chairperson Mike Edmonds Seconded: Member Emma Davis That an apology for lateness received from Member Moko Tepania be accepted. Carried |
2 Te wāhanga tūmatanui / Public Forum
· Shaun Reilly - Neglected waystation area and street sweeping.
3 Ngā Tono KŌrero / Deputations
The meeting was advised that the following deputations, recorded in the agenda were no longer to speak.
1. Healthy Families Far North
2. Te Miringa Mihaka, Rhonda Zeilinski, Shannyn Waerea
4 ngā kaikōrero / Speakers
Priscilla Barber was scheduled to speak in objection to the Ground Lease Over Part Of Okaihau Recreation Reserve To Ohaeawai Community Education Trust. She was however not available to join.
5 Confirmation of Previous Minutes
5.1 Confirmation of Previous Minutes Agenda item 6.1 document number A3538461, pages 10 - 17 refers. |
Resolution 2022/10 Moved: Chairperson Mike Edmonds Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 4 February 2022 as a true and correct record with the following corrections: · Item 6.5 d) - Funding was approved for the sand dropping for 2022/23 and 2023/24. Carried |
6 Reports
6.1 Ground Lease over part of Okaihau Recreation Reserve to Ohaeawai Community Education Trust Agenda item 7.1 document number A3548216, pages 18 - 25 refers. |
Resolution 2022/11 Moved: Member Laurie Byers Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board recommend a lease be granted to the Ohaeawai Community Education Trust for early childhood education. In Favour: Members 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 Community Board Fund Account as at 31 January 2022 Agenda item 7.2 document number A3600362, pages 26 - 29 refers. |
Resolution 2022/12 Moved: Member John Vujcich Seconded: Member Louis Toorenburg That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 January 2022. In Favour: Members Mike Edmonds, Emma Davis, Louis Toorenburg, Kelly van Gaalen, Alan Hessell, Laurie Byers, John Vujcich and Moko Tepania Against: Nil Carried |
6.3 Project Funding Reports Agenda item 7.3 document number A3588071, pages 30 - 34 refers. |
Resolution 2022/13 Moved: Member John Vujcich Seconded: Member Alan Hessell That the Kaikohe-Hokianga Community Board note the project report received from Ngā Mahi Toi o Hōreke and the Board thinks the photos are fantastic. In Favour: Members Mike Edmonds, Emma Davis, Louis Toorenburg, Kelly van Gaalen, Alan Hessell, Laurie Byers, John Vujcich and Moko Tepania Against: Nil Carried |
7 Information Reports
7.1 Kaikohe Cares Project Report Agenda item 8.1 document number A3596140, pages 35 - 36 refers. |
Resolution 2022/14 Moved: Member John Vujcich Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board receive the report Kaikohe Cares Project Report. In Favour: Members 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 March 2022 Agenda item 8.2 document number A3600486, pages 37 - 43 refers. |
Resolution 2022/15 Moved: Member Moko Tepania Seconded: Member John Vujcich That the Kaikohe-Hokianga Community Board receive the report Kaikohe-Hokianga Community Board Action Sheet Update March 2022. In Favour: Members Mike Edmonds, Emma Davis, Louis Toorenburg, Kelly van Gaalen, Alan Hessell, Laurie Byers, John Vujcich and Moko Tepania Against: Nil Carried |
8 tE kAPINGA hUI / Meeting Close
The meeting closed at 11:39 am.
The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board Meeting held on 6 April 2022.
...................................................
CHAIRPERSON
6 April 2022 |
6.1 Discharging of the Hokianga Spraying Committee
File Number: A3615572
Author: Marlema Baker, Democracy Advisor
Authoriser: Aisha Huriwai, Team Leader Democracy Services
Take Pūrongo / Purpose of the Report
To discharge the Hokianga Spraying Committee.
WhakarĀpopoto matua / Executive Summary
· At their meeting on 3 February 2021, the Kaikohe-Hokianga Community Board resolved to
establish the Hokianga Spraying Committee and discussed the issue of spraying in Rawene.
· Following their meeting 2 March 2022, the Committee held a workshop and agreed to disestablish the Hokianga Spraying Committee.
· This report seeks to formally discharge the Hokianga Spraying Committee, and thank the members for their participation.
That Kaikohe-Hokianga Community Board; a) disestablish the Hokianga Spraying Committee and discharge all members from their committee roles. b) acknowledge and thank community representatives Gail and John Aiken, Peter Reid and Lorene Royal for their service and community advocacy. |
1) TĀhuhu kŌrero / Background
At their meeting on 3 February 2021, the Kaikohe-Hokianga Community Board resolved to establish the Hokianga Spraying Committee and discussed the issue of spraying in Rawene. The committee has held 3 meetings to date.
Following their meeting 2 March 2022, the Committee held a workshop and agreed to disestablish the Hokianga Spraying Committee. This report seeks to formally discharge the Committee and its members.
2) matapaki me NgĀ KŌwhiringa / Discussion and Options
The Kaikohe-Hokianga Community Board convened this Committee at the request of Rawene Community members. The Chairperson and membership for this sub-committee was determined by the Kaikohe Hokianga Community Board. It is therefore the role of the Community Board to discharge this Committee as the responsible establishing body.
Take Tūtohunga / Reason for the recommendation
Staff recommend that the Kaikohe-Hokianga Community Board discharge the Hokianga Spraying Committee as per their request.
3) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision
There are no financial implications or need for budgetary provisions as a result of this report.
Nil
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 matter is of low significance |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
The Local Government Act 2002 enables this to occur |
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 discharging the Hokianga Spraying Committee |
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). |
None identified that would not relate to the whole community |
State the financial implications and where budgetary provisions have been made to support this decision. |
There are no financial implications requiring input from the Chief Financial Officer. |
Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report |
6 April 2022 |
6.2 Kaikohe-Hokianga Statement of Community Board Fund Account as at 28 February 2022
File Number: A3640349
Author: Segun Rotimi, Accounting Support Officer
Authoriser: Janice Smith, Chief Financial Officer
Purpose of the Report
The Community Fund account provides information on financial matters relating to the Kaikohe-Hokianga Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.
That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 28 February 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 28 February 2022 |
$40,402.55 |
· 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 02 June 2021 for Allocation to the Tamaraki of the Kaikohe-Hokianga ward for the Rural Travel fund for the 2021/22 year |
$10,751.00 |
· 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 04 August 2021 for Balance of funding initially set aside (but not required) for the Outward Bound Students that were selected for sponsorship through the Mayors Taskforce for Jobs be added to the funds set aside for Rural Travel Funding |
$1,275.84 |
· Less funds not uplifted from 06 October 2021 and 04 February 2022 for Pioneer Village Kaikohe for costs towards 2021 Halloween event |
$1,500.00 |
· Less funds not uplifted from 08 December 2021 for Hokianga Community Educational Trust for the purchase of a shredder/chipper |
$2,999.00 |
· Less funds not uplifted from 04 February 2022 for Authorise costs towards placement of barriers for the protection of the Opononi Pohutukawa trees |
$5,000.00 |
· Less funds not uplifted from 04 February 2022 for AKAU for a masterplan of Mangamuka |
$20,000.00 |
· Less funds not uplifted from 03 June 2020 for Kaikohe Business Association for costs towards their Community Patrol vehicle |
$1,000.00 |
· Community Fund Account balance as at 28 February 2022 |
$138,609.45 |
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 28 February 2022 is $138,609.45.
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 28 February 2022 is attached.
1. Statement of Community Fund Account Kaikohe-Hokianga as at 28 February 2022 - A3640312 ⇩
6 April 2022 |
File Number: A3614080
Author: Kim Hammond, Funding Advisor
Authoriser: Sheryl Gavin, Manager - Corporate Planning & Community Development
Take Pūrongo / Purpose of the Report
This report summarises the applications received for the Local Community Grant funding to enable the Kaikohe-Hokianga Community Board to determine which applications will receive funding at the 6 April 2022 meeting.
WhakarĀpopoto matua / Executive Summary
· Three applications for funding were received requesting a total of $18,474.
· The balance of the community board funding available for the Board to allocate is $64,232.84.
· The Board also had $100,000 for placemaking funding to grant in the 2021/22 financial year and has allocated a total of $22,000.
That the Kaikohe-Hokianga community Board: a) Approves the sum of $14,190 (plus GST if applicable) be paid from the Board’s Community Fund account to Kohukohu Bowling Club to replace the grass and purchase two water tanks for the Kohukohu Bowling Club, to support the following Community Outcomes: i) Proud, vibrant communities ii) Communities that are healthy, safe, connected and sustainable.
b) approves the sum of $2,140 (plus GST if applicable) be paid from the Board’s Community Fund account to R. Tucker Thompson to send a youth from the Kaikohe-Hokianga Community Board area to attend the 7-day Youth Development Voyage on the R. Tucker Thompson, to support the following Community Outcomes: i) Proud, vibrant communities ii) Communities that are healthy, safe, connected and sustainable.
c) approves the sum of $2,144 (plus GST if applicable) be paid from the Boards Community Fund account to Weka Weka Valley Community Trust for the purchase of shelving, paint, roller blinds and barstools for the Waimamaku Resource Centre, to support the following Community Outcomes: i) Proud, Vibrant communities ii) Communities that are healthy, safe, connected and sustainable. |
1) TĀhuhu kŌrero / Background
Each application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the Long Term Plan (LTP) and all provisions listed on the application form.
2) matapaki me NgĀ KŌwhiringa / Discussion and Options
Applicant and Project |
Requested |
Recommend |
Comments |
Type |
Kohukohu Bowling Club Incorporated – Grass for the Bowling Green |
$14,190 (54%) |
$14,190 |
The bowling green is an essential part of a bowling club, and the new committee is determined to restore the bowling club to the busy community hub that it was previously. This is the first part of a larger project but is essential to be able to continue to operate. The club has been without a green for four years and members (full and social) have continued to support the club to make sure the green can be restored. |
Sport and Recreation |
R. Tucker Thompson Sail Training Trust – Youth Development Voyage |
$2,140 (9%) |
Approve - $2,140 |
R. Tucker Thompson relies on tourism to support/subsidise the youth development programme. Since 2020 and the COVID-19 lockdowns/mandates this has not allowed R. Tucker Thompson to generate as much income as in previous years. The amount requested is minimal that has the possibility to leave an ever-lasting impact on a local rangitahi from the Kaikohe-Hokianga Community Board area. There is evidence to show the benefits that rangitahi who attend the voyage benefit in regard to psychological resilience, increased self-esteem and positive outlook and more. |
Community Development |
Weka Weka Valley Community Trust – Resource Centre |
$2,144.16 (24%) |
Approve - $2,144 |
Weka Weka Valley Community Trust offers a wide range of activities to the Waimamaku community and community groups in the area. Activities include free Wifi, printing, Op Shop but also hosts workshops throughout the year. The applicant did include GST in their application, the total cost of the project excluding GST is $8,753.04 and the amount requested is $2,144.16 GST exclusive. As they are GST registered the amounts requested should be GST exclusive. |
Community Development |
Take Tūtohunga / Reason for the recommendation
The applicants are required to complete a standard application form and provide supporting information.
For each application the Board has three options.
Option 1 Authorise funding for the full amount requested.
Option 2 Authorise partial funding.
Option 3 Decline funding.
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 Provisions has been made and the grant is allocated in accordance with the Community Grant Policy.
1. Application - Kohukohu Bowling Club Incorporated - A3633691 ⇩
2. Application - R. Tucker Thompson Sail Training Trust - A3613087 ⇩
3. Application - Weka Weka Valley Community Trust - A3623017 ⇩
Hōtaka Take Ōkawa / Compliance Schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
He Take Ōkawa / Compliance Requirement |
Aromatawai Kaimahi / Staff Assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is a matter of low significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Community Grant Policy. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
This report does not have district-wide relevance. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi. |
There are 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. |
6 April 2022 |
7.1 Kaikohe Traffic Calming Delivery Strategy
File Number: A3627293
Author: Elizabeth Stacey, NTA Road Safety and Traffic Engineer
Authoriser: Glenn Rainham, Manager - Infrastructure Operations
TAKE PŪRONGO / Purpose of the Report
The purpose of this report is present the project strategy for the Local Area Traffic Management (LATM) program in Kaikohe.
WHAKARĀPOPOTO MATUA / Executive SummarY
The LATM project in Kaikohe is directed towards slowing speed in specific targeted areas, noting there is not enough funding in the current project to address every street. Through LATM planning, proposed treatments can be weighted and prioritised in terms of reported crashes, crash costs, nearby assets, traffic data, and street width to determine the need for speed reduction treatments. This enables effective, informed decision making within the budgetary allocation. A variety of permanent and quick build alternatives are available to the project team. We are recommending a hybrid delivery model which allows the maximum benefit to the community with the proposed plan of a rolling program of treatments during each LTP period focusing on both permanent and quick build solutions.
That the Kaikohe-Hokianga Community Board receive the report Kaikohe Traffic Calming Delivery Strategy. |
tĀHUHU KŌRERO / Background
Kaikohe’s wide streets and lack of pedestrian facilities do not promote safe traffic speeds. Community members have raised concerns about excessive speed, especially near homes and schools north of Broadway (SH12). This area is also where most of the pedestrian activity occurs. Pedestrians are particularly at risk in higher speed collisions. Although most crashes are along Broadway, traffic calming treatments to reduce speed are likely to address the midblock and minor intersection crashes occurring in the rest of the township. Loss of control was the leading movement code accounting for 41% of all crashes, indicating that excessive speed is a particular issue. LATM/traffic calming will aid in addressing these issues.
As the project team evaluated a variety of traffic calming treatments, we investigated three different delivery options.
Option A “quick build” is an implementation approach that uses low-cost materials such as paint, delineator posts, and concrete planter boxes. Also known as an “interim” approach, these materials have a durability of about five years – although with proper maintenance they can last longer. The quick build approach enables the testing of changes to the street environment and the treatment layout can be easily modified if need be. Stormwater drainage is typically unaffected with a quick build approach, so obtaining surveyed road levels and digging out the road surface is not needed. Therefore, the design and construction costs are much lower than conventional road works resulting in more areas being able to be treated.
Option B uses more traditional permanent materials such as concrete kerb realignment, concrete platforms and pavers, and in-ground landscaping. Within the budgetary constraints, only some of the high priority locations can be addressed through this method.
Option C applies the permanent treatments where they are most needed and lower cost quick build treatments at other high priority locations. Option C treats more streets than Option A but less than Option B, striking a balance between safety benefits, costs and achieving a long term, permanent solution.
An initial map of proposed treatment locations and types is provided as an attachment to this report and can also be found here.
MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps
Given the needs of the community and the number of requests received for traffic calming, the project team proposes to use Option C, a hybrid delivery option. Using both traditional materials and quick build alternatives will provide an increased benefit for the budget allocated to the project and is in line with the national Road to Zero strategy.
Part of the strategy of using a hybrid model allows us to test treatments in locations prior to a permanent build and inform a rolling program of improvements for future works planning. During each LTP period of number of quick build locations would be formalised with permanent builds and new locations would be installed as part of the quick build program. Building on the previous work of Innovative Streets, this strategy is envisaged to have a positive outcome for safety, public health, active transport choices and increased sense of community.
PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision
There are no budget implications as a result of this project.
1. Traffic Calming Report - KHCB LATM MAP - A3646556 ⇩
6 April 2022 |
7.2 Kaikohe - Hokianga Community Hall Annual Information Update
File Number: A3603256
Author: Nina Gobie, Team Leader - Facilities Operations
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
TAKE PŪRONGO / Purpose of the Report
The purpose of the report is to present to the Kaikohe – Hokianga Community Board the annual AGM minutes, financial statement and statistical data as provided by the Kaikohe Senior Citizen’s Hall, Rawene, South Hokianga / Opononi Hall and Taheke Hall Committees.
WHAKARĀPOPOTO MATUA / Executive SummarY
· The 2016 Community Halls Policy requires Community Hall Committees to provide annual accounts and statistical information on the usage of the hall, income received, and any investments made in the hall.
· This report presents the information received from those Community Hall Committees in response to various letters, emails and phone calls from Council Officers.
That the Kaikohe-Hokianga Community Board receive the report Kaikohe - Hokianga Community Hall Annual Information Update. |
tĀHUHU KŌRERO / Background
Several Council owned community halls are managed by community committees as per the Hall and Facilities Strategy dated June 2015 (as attached) and the Community Halls Policy dated September 2016 (as attached).
The Hall and Facilities Strategy notes Council’s vision for community halls is: "A network of fit for purpose, affordable community facilities that connect and support resilient, healthy and vibrant communities.”
The Community Halls Policy includes the following key statements:
1. Ensure that communities’ current and future needs for halls or similar facilities are met.
2. Ensure that communities take active roles in facilitating the provision of an appropriate number of accessible, safe ad well maintained facilities.
3. Adopt preferred frameworks for the Council’s involvement in community halls and for partnership arrangements.
4. Encourage and enhance the capability of communities to improve their facilities.
The policy also identifies the ‘Procedures for Hall Committees’ including:
c) Committee will produce annual audited accounts and statistical information on the usage of the hall, income received, and any investments made in the hall.
The Policy also outlines the responsibilities between Council, Community Board and that of the Hall Committee.
The following table identifies the ownership details of the community halls, the various and complex circumstances per Ward:
|
Council owned on Council land |
Community owned on Council land |
Council owned on Crown Land |
Community owned buildings on community owned land |
Kaikohe – Hokianga Ward |
Kaikohe War Memorial Hall, Kohukohu, South Hokianga War Memorial, Kaikohe Senior Citizen’s Hall, Horeke, Okaihau and Rawene |
|
Taheke Community Centre |
Broadwood, Ngawha, Waimamaku and Umawera |
Te Hiku Ward |
Herekino and Mangonui Oruru remains closed |
Whatuwhiwhi |
Lake Ohia and Kaingaroa |
Fairburn, Waiharara and Araiawa Takahue – no longer exists |
BOI – Whangaroa Ward |
Paihia, Russell, Totara North, Waipapa and Whangaroa Memorial Hall (Kaeo) |
Moerewa |
Maromaku |
Opua and Pakaraka |
Towards the end of the year annually, Council staff contact the various hall committees reminding them of the need to provide Council with a copy of their AGM minutes, financial statements and usage data as per the letter and template attached.
Numerous attempts are made to contact the hall committees by way of letters, emails and phone calls as a reminder and means to obtain this information.
It is the intention of Council staff to present the Community Hall Committee information to the appropriate Community Board around March / April annually.
At the time of writing this report, community hall information had not been received from Kohukohu, Horeke and Okaihau Hall Committees.
Letters / emails of thanks have been sent to those Hall Committees who have provided their information.
MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps
Board members will consider the content of the information received.
The Community Board to decide what steps to take next with those Community Hall Committees who have yet to provide the information requested as per the 2016 Community Halls Policy.
PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision
There are no financial implications and budgetary requirements as a result of this report.
1. 2021 Kaikohe Senior Citizens Hall Annual Information - A3637991 ⇩
2. 2021 Opononi Community Hall Annual Information - A3637985 ⇩
3. 2021 Rawene Community Hall Annual Information - A3637993 ⇩
4. 2021 Taheke Community Centre Annual Information - A3637986 ⇩
5. Community Halls Policy 2016 - A3638428 ⇩
6. Halls and Facilities Strategy 2015 - A3640937 ⇩
7. Annual Hall Letter, Statistics and Information TEMPLATE - A3638439 ⇩
6 April 2022 |
7.3 Kaikohe-Hokianga Community Board Action Sheet Update April 2022
File Number: A3640622
Author: Marlema Baker, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Democracy Services
TAKE PŪRONGO / Purpose of the Report
To provide the Kaikohe-Hokianga Community Board with an overview of outstanding decisions from 1 January 2020.
WHAKARĀPOPOTO MATUA / Executive SummarY
· Council staff have reintroduced action sheets as a mechanism to communicate progress against decisions/resolutions and confirm when decisions have been implemented.
· Action sheets are also in place for Council, Committees and Community Boards.
That the Kaikohe-Hokianga Community Board receive the report Kaikohe-Hokianga Community Board Action Sheet Update April 2022. |
tĀHUHU KŌRERO / Background
The Democracy Services Team have been working on a solution to ensure that elected members can receive regular updates on progress against decisions made at meetings, in alignment with a Chief Executive Officer key performance indicator.
Action sheets have been designed as a way to close the loop and communicate with elected members on the decisions made by way of resolution at formal meetings.
Action sheets are not intended to be public information but will provide updates to elected members, who, when appropriate can report back to their communities and constituents.
MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps
The outstanding tasks are multi-facet projects that take longer to fully complete.
The Democracy Services staff are working with staff to ensure that the project completion times are updated so that action sheets provided to members differentiate between work outstanding and work in progress.
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.
1. KHCB Action Sheet April 2022 - A3647281 ⇩