Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

21 June 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. Specific to Te Hiku Community Board – the Kaitaia Drainage Area Committee, Waiharara and Kaikino Drainage Area Committee and Motutangi Drainage Area Committee.

18. 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.

19. 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.

20. 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.

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

Terms of Reference

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

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

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

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

4. Have special regard for the views of Māori.

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

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

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

a) Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a) the disposal and purchase of land

b) proposals to acquire or dispose of reserves

c) representation reviews

d) development of new maritime facilities

e) community development plans and structure plans

f) removal and protection of trees

g) local economic development initiatives

h) changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

Te Hiku Community Board Meeting Agenda

21 June 2022

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

File Number: A3538600

Author: Rhonda-May Whiu, Democracy Advisor

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Take Pūrongo / Purpose of the Report

The minutes are attached to allow Te Hiku Community Board to confirm that the minutes are a true and correct record of the previous meetings.

tŪtohunga / Recommendation

That Te Hiku Community Board agrees that the minutes of the meeting held 10 May 2022 be confirmed as a true and correct record.

1) TĀhuhu kŌrero / Background

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The minutes of the meetings are attached.

The Te Hiku Community Board Standing Orders Section 27.3 states that no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Take Tūtohunga / Reason for the recommendation

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

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

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

Āpitihanga / Attachments

1. 2022-05-10 Te Hiku Community Board Minutes - A3698736 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	This report complies with the Local Government Act 2002 Schedule 7 Section 28.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	There are no implications on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	This report is asking for the minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision arising from this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

21 June 2022

7 Reports

7.1 Chairperson and Members Reports

File Number: A3742559

Author: Rhonda-May Whiu, Democracy Advisor

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Te Take Pūrongo / Purpose of the Report

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

ngĀ tŪtohunga / Recommendation

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

1) te TĀhuhu kŌrero / Background

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

2) Te matapaki me NgĀ KŌwhiringa / Discussion and Options

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

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

The reports from the Chairperson and Members are attached.

Te Take Tūtohunga / Reason for the recommendation

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

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

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

ngĀ Āpitihanga / Attachments

1. Community Board Chairperson Report - Adele Gardner June 2022 - A3745311 ⇩

2. Community Board Member Report - Darren Axe June 2022 - A3745315 ⇩

3. Community Board Member Report - Jaqi Brown June 2022 - A3745322 ⇩

4. Community Board Member Report - Bill Subritzky June 2022 - A3738296 ⇩

Te Hōtaka Take Ōkawa / Compliance schedule:

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

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

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

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

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

He Take Ōkawa / Compliance requirement	Te Aromatawai Kaimahi / Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Not applicable.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Not applicable.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This is a Community Board report.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Not applicable.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	Yes.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

21 June 2022

7.2 Te Hiku Statement of Community Board Fund Account as at 30 April 2022

File Number: A3713468

Author: Segun Rotimi, Accounting Support Officer

Authoriser: Janice Smith, Chief Financial Officer

TAKE PŪRONGO / Purpose of the Report

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

TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Te Hiku Statement of Community Board Fund Account as at 30 April 2022

tĀHUHU KŌRERO / Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.

Community Fund Account balance as at 01 July 2021	$241,710.00
· Plus Unspent from 2020/21 - Xcape Design Unahi Wharf	$8,250.00
· Plus Unspent from 2020/21 - Be Free Inc Mangonui Festival 2021	$2,720.00
· Plus Unspent from 2020/21 - Born to Run Adv Racing Great Nthn Gallop	$3,000.00
· Plus Unspent from 2020/21 - Te Pokapu Tiaki Taiao o Te Tai Tokerau	$5,000.00
· Plus Unspent from 2020/21 - Jaycee Park picnic tables	$7,711.46
· Plus Unspent 2020/21 - Placemaking project for Awanui	$35,338.00
· Less funds granted and uplifted to 30 April 2022	$113,352.67
· Less funds not uplifted from 17 November 2020 for Be Free	$2,720.00
· Less funds not uplifted from 1 June 2021 for Jaycee Park picnic tables	$7,711.46
· Less funds not uplifted from 9 November 2021 for Te Ahu Museum/Far North Regional Museum Trust for the purchase of display walls, exterior signs and a donations box	$8,034.00
· Less funds not uplifted from 7 December 2021 for Rosemary Archibald for the purchase of outdoor Christmas tree lights, power extension cords and the cost of delivery	$2,055.00
· Less funds not uplifted from 15 February 2022 for Kaitaia and Districts A&P Association for costs to support the 2022 Kaitaia A&P show	$500.00
· Less funds not uplifted from 29 March 2022 for Ahipara Boardriders Club for the purchase of a public address system, trailer and signwriting seating and shelter	$30,000.00
Community Fund Account balance as at 30 April 2022	$139,356.33

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Board members will consider the applications on the agenda and decide on what level of funding to allocate. The balance in the Community Fund account as at 30 April 2022 is $139,356.33.

Recent amendments to the Community Grant Fund Policy allow the Community Board to allocate, by resolution, funding directly to key projects identified in their strategic plan to the maximum amount of $20,000 in any financial year.

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

The Far North District Council has delegated the allocation of relevant community board funds to the Te Hiku Community Board. The statement of the Community Fund account as at 30 April 2022 is attached.

Āpitihanga / Attachments

1. Statement of Te Hiku Community Fund Account as at 30 April 2022 - A3713346 ⇩

Te Hiku Community Board Meeting Agenda

21 June 2022

7.3 Funding Applications

File Number: A3729047

Author: Kim Hammond, Funding Advisor

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

Take Pūrongo / Purpose of the Report

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

WhakarĀpopoto matua / Executive Summary

· Seven applications have been received for funding, requesting a total of $46,571.20.

· The Community Board funding for the 2021/22 financial year was increased by 25% on the previous year to $141,710. The unallocated balance is $41,390.83.

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

· After the procurement process for the development of the concept plans, there is $17,150 of unallocated budget for the Placemaking Fund.

tŪtohunga / Recommendation

That Te Hiku Community Board

a) approves the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Far North Land Search and Rescue for the lease of 218 Wiroa Road, Kerikeri to support the following Community Outcomes:

i) Proud, vibrant communities

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

b) approves the sum of $1,788.70 (plus GST if applicable) to be paid from the Board’s Community Fund account to Living Theatre Charitable Trust for the purchase of 120 tickets for the Matariki Show which will be given to Bald Angels to distribute, to support the following Community Outcomes:

i) Proud, vibrant communities

ii) We embrace and celebrate our unique culture and heritage and value it as a source of enduring pride.

c) approves the sum of $9,581 (plus GST if applicable) to be paid from the Board’s Community Fund account to Mangonui Cemetery Committee for the removal of four large pine tree at Mangonui Cemetery, to support the following Community Outcomes:

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

d) approves the sum of $1,200 (plus GST if applicable) to be paid from the Board’s Community Fund account to Pamapuria School for the purchase of basketball poles from Basketball Northland, to support the following Community Outcomes:

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

e) approves the sum of $20,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Te Hapua Sports Recreation Club, for the costs of fixing the roof and septic drainage at Te Hapua Sports Recreation Club, to support the following Community Outcomes:

i) Proud, vibrant communities

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

f) approves the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Te Pokapu Tiaki Taiao O Te Tai Tokerau Trust (Eco Centre Kaitaia) for facilitator fees and materials for the Community Upcycling for the Environment (CUE) programme, to support the following Community Outcomes:

i) Proud, vibrant communities

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

iii) A wisely managed and treasured environment that recognises the role of tangata whenua as kaitiaki.

g) approves the sum of $2,673 (plus GST if applicable) to be paid from the Board’s Community Fund account to Te Whakaora Tangata for the purchase and installation of a heat pump at 44 Puckey Avenue, Kaitaia, to support the following Community Outcomes:

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

1) TĀhuhu kŌrero / Background

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant and Project	Requested	Recommend	Comments	Type
Far North Land Search and Rescue – Lease Building from FNHL for Clubrooms	$5,000 (3.7%)	Approve $5,000	Applicant has also submitted applications to the Bay of Islands-Whangaroa and Kaikohe-Hokianga Community Board for consideration, requesting $5,000 from each Board. The property is not located in Te Hiku Community Board boundaries, however in the last 12 months there have been five searches undertaken by Far North Land Search and Rescue in Te Hiku Community Board boundaries.
Living Theatre Charitable Trust – Matariki Glow Show	$2,057 (24.5%)	Approve $1,788	Living Theatre Charitable Trust is joining with Bald Angels Charitable Trust who will distribute the tickets to whanau in Te Hiku Community Board boundaries. The event is taking place locally and during the school holidays so that whanau can attend. The applicant is GST registered and included GST in the amount requested. The amount recommended is GST exclusive.	Arts, Culture and Events
Mangonui Cemetery Committee – Felling and Removal of Four Large Pine Trees	$9,581 (100%)	Approve $9,581	The applicant has not included volunteer time in the application to offset the cost of the project. This cemetery is run on volunteer time, except when there are tasks that the committee cannot undertake themselves, like this project. The Community Grants Policy also states that applicants can only apply for up to 50% of the project cost. The applicant has applicant has applied for 100% of the cost more than likely because they do not have the funds to cover this project. As this is a healthy a safety issue, staff recommend full funding on this occasion.	Historic
Pamapuria School – Basketball Poles	$2,260 (81%)	Approve $1,200	Pamapuria School was donated two basketball hoops and backboards from Northland Basketball. The school is now required to purchase the basketball poles to be able to install the backboards and hoops. The Community Grants Policy states that applicants can only apply for up to 50% of the project cost. The amount recommend by staff is based on 50% of the project cost. However the Community Board could consider the donation of the basketball hoops and backboards as part of the total project cost and allocated the full $2,260 requested.	Sport and Recreation
Te Hapua Sports Recreation Club – Roof and Septic Drainage	$20,000 (50%)	Approve $20,000	Te Hapua community have had meetings and working bees to stop community assets from deteriorating further. They have put together a list of work that needs to be done in the community, which includes the roof and septic drainage. The community are willing to undertake the work themselves with the help of specialists when needed.	Community Development
Te Pokapu Tiaki Taiao O Te Tai Tokerau (EcoCentre Kaitaia) – Community Upcycling for the Environment (CUE)	$5,000 (6%)	Approve $5,000	This programme contributes to the majority of the Council’s Community Outcomes in the 2021-2031 Long Term Plan, it is rare that applications are submitted for environmental programmes. CUE is not only focused on environmental outcomes, but also upskilling/education and social outcomes by bringing people together.	Environment
Te Whakaora Tangata – Heat Pump Installation for Kaitaia premises and Counselling Space	$2,673.20 (27%)	Approve $2,673	This funding application is for the purchase and installation of one large and 3 smaller heat pumps for the premises. The applicant does have a long-term lease in place for this property.	Community Development

Take Tūtohunga / Reason for the recommendation

The applicant/s is required to complete a standard application form and provide supporting information.

For each application, the Board has three options.

Option 1 Authorise funding for the full amount requested

Option 2 Authorise partial funding

Option 3 Decline funding

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

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

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

Āpitihanga / Attachments

1. THCB Allocations 2021-22 - A3735503 ⇩

2. Application - Far North Land Search and Rescue - A3729472 ⇩

3. Application - Living Theatre Charitable Trust - A3729631 ⇩

4. Application - Mangonui Cemetery Committee - A3733623 ⇩

5. Application - Pamapuria School - A3733664 ⇩

6. Application - Te Hapua Sports Recreation Club - A3729801 ⇩

7. Application - Te Pakapu Tiaki Taiao O Te Tai Tokerau Trust - A3730960 ⇩

8. Application - Whakaora Tangata - A3731334 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

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

Te Hiku Community Board Meeting Agenda

21 June 2022

7.4 Project Funding Reports

File Number: A3739809

Author: Kim Hammond, Funding Advisor

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

Take Pūrongo / Purpose of the Report

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

tŪtohunga / Recommendation

That Te Hiku Community Board:

a) Note the project report received from Houhora Big Game Sports Fishing Club.

b) Note the project report received from Te Pokapu Tiaki Taiao O Te Tai Tokerau (EcoCentre Kaitaia).

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 - Houhora Big Game Sports Fishing Club - A3739810 ⇩

2. Project Report - Te Pokapu Tiaki Taiao O Te Tai Tokerau (EcoCentre Kaitaia) - A3739813 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	It is the responsibility of each Community Board to confirm the funding that they allocated has been spent correctly.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications on Māori in confirming the project reports. Any implications on Māori arising from matters included in project reports should be considered as part of the relevant report.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	This report is asking for the project reports to be approved, any interests that affect other people should be considered as part of the individual reports.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

21 June 2022

7.5 Road Naming - 9 Whangatane Drive, Kaitaia

File Number: A3679751

Author: Selina Topia, Roading Support Officer

Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management

Take Pūrongo / Purpose of the Report

To seek approval from the Te Hiku Community Board to officially name a public road.

WhakarĀpopoto matua / Executive Summary

Council has received a Road Naming application to name a public road addressed at 9 Whangatane Drive, Kaitaia. Community Boards have delegated authority to name public roads.

tŪtohunga / Recommendation

That the Te Hiku Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a public road, Te Paia Lane that is currently addressed at 9 Whangatane Drive, Kaitaia as per map (A3640109).

1) TĀhuhu kŌrero / Background

Bob Donaldson from Donaldsons Land Surveyors have advised that this is a public road created by a subdivision addressed at 9 Whangatane Drive, Kaitaia

The name Te Paia is from one of the local iwi elders (Kaumatua).

The background for these names is given also as per the Road Naming application attached (A3640109).

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Their suggestions are as follows:

1. Te Paia Lane

The applicant is aware that although this is a public road, the road will be maintained by the developer.

The Roading team and Land Information NZ (LINZ) have no objections to the names suggested above.

Take Tūtohunga / Reason for the recommendation

The road names recommended in this report are not duplicates of any other road names in the district, therefore meeting the criteria set down in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

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

There will be no financial implications to Council relating to the installation of the road name sign (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.

Āpitihanga / Attachments

1. Application and Map - Document number - A3640109 ⇩

2. Schedule - Document number - A3679711 ⇩

3. LINZ approval - Document number - A3671169 ⇩

4. Maori consent - Document number - A3679642 ⇩

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 the naming of a public road and 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.	Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.
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.	No district wide relevance and the Community Board have the delegated authority to approve road names.
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.	Applicant has consulted with the local iwi as per email attached (A3679642).
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).	There are currently no property owners as this is a new subdivision.
State the financial implications and where budgetary provisions have been made to support this decision.	There will be no financial implications to Council relating to the installation of the road name sign (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

21 June 2022

7.6 ROAD NAMING - 189 State Highway 10, Coopers Beach

File Number: A3736574

Author: Selina Topia, Roading Support Officer

Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management

Take Pūrongo / Purpose of the Report

To seek approval from the Te Hiku Community Board to officially name a private road.

WhakarĀpopoto matua / Executive Summary

Council has received a Road Naming application to name a private road addressed at 189 State Highway 10, Coopers Beach. Community Boards have delegated authority to name private roads.

tŪtohunga / Recommendation

That the Te Hiku Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private road, Hunter Way that is currently addressed at 189 State Highway 10, Coopers Beach as per map (A3710128).

1) TĀhuhu kŌrero / Background

Horseback Paddock Limited have advised that this is a private road created by a sub-division addressed at 189 State Highway 10, Coopers Beach.

The name Hunter is because the Hunter family purchased the bulk area prior to 1840 and gifted the reserve to the community.

The name Logan is from Bruce Logan who is the great grandson of Hunter.

The name Jaxon is the great great grandchild.

The background for these names is given also as per the Road Naming application attached (A3710128).

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

1. Hunter Way

2. Logan Place

3. Jaxon Way

The Roading team and Land Information NZ (LINZ) have no objections to the names suggested above.

Take Tūtohunga / Reason for the recommendation

The road names recommended in this report are not duplicates of any other road names in the district, therefore meeting the criteria in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

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

Āpitihanga / Attachments

1. Application and Map - Document number - A3710128 ⇩

2. LINZ approval - Document number - A3736522 ⇩

3. Schedule - Document number - A3710129 ⇩

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 the naming of a private road and 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.	Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.
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.	No district wide relevance and the Community Board have the delegated authority to approve road names.
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.	Not applicable
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	There are currently no property owners as this is a new subdivision.
State the financial implications and where budgetary provisions have been made to support this decision.	There will be no financial implications to Council relating to the installation of the road name sign (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

21 June 2022

7.7 ROAD NAMING - 1a-5a Jamieson Road, Kaitaia

File Number: A3736576

Author: Selina Topia, Roading Support Officer

Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management

Take Pūrongo / Purpose of the Report

To seek approval from the Te Hiku Community Board to officially name a private road.

WhakarĀpopoto matua / Executive Summary

Council has received a Road Naming application to name a private road addressed at 1a-5a Jamieson Road, Kaitaia. Community Boards have delegated authority to name private roads.

tŪtohunga / Recommendation

That the Te Hiku Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private road, Ohotu Way that is currently addressed at 1a-5a Jamieson Road, Kaitaia as per map (A3690681).

1) TĀhuhu kŌrero / Background

Johan Keyser from Kainga Ora and Communities has advised that this is a private road created by a sub-division addressed at 1a-5a Jamieson Road, Kaitaia.

The name Ohotu is from a whakatauki related to the naming of nearby Roto Tangonge and an old land block here. Also said to be an abbreviation of Tamahotu, the son of Tumoana on the waka Tinana.

The name Otararau is from another old land block in this area and to do with the noisiness of the birds in the forest.

The name Koroi is also taken from the whakatauki mentioned above and it speaks of the groves of the kahikatea and their berries as kai. Remnant trees still grow near Tangonge.

The background for these names is given also as per the Road Naming application attached (A3690680).

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

1. Ohotu Way

2. Otararau Lane

3. Koroi Lane

The Roading team and Land Information NZ (LINZ) have no objections to the names suggested above.

Take Tūtohunga / Reason for the recommendation

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

Āpitihanga / Attachments

1. Application - Document number - A3690680 ⇩

2. Map - Document number - A3690681 ⇩

3. Maori Feedback - Document number - A3710130 ⇩

4. LINZ approval - Document number - A3736521 ⇩

5. Schedule - Document number - A3710131 ⇩

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 the naming of a private road and 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.	Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.
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.	No district wide relevance and the Community Board have the delegated authority to approve road names.
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.	Hapu representatives provided the road name suggestions as per email attached (A3710130).
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).	There are currently no property owners as this is a new subdivision.
State the financial implications and where budgetary provisions have been made to support this decision.	There will be no financial implications to Council relating to the installation of the road name sign (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

21 June 2022

7.8 ROAD NAMING - Lot 3 Spicer Road, Mangonui

File Number: A3736578

Author: Selina Topia, Roading Support Officer

Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management

Take Pūrongo / Purpose of the Report

To seek approval from the Te Hiku Community Board to officially name a private road.

WhakarĀpopoto matua / Executive Summary

Council has received a Road Naming application to name a private road addressed at Lot 3 Spicer Road, Mangonui. Community Boards have delegated authority to name private roads.

tŪtohunga / Recommendation

That the Te Hiku Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private road, Ōhumuhumu Lane that is currently addressed at Lot 3 Spicer Road, Mangonui as per map (A3710125).

1) TĀhuhu kŌrero / Background

Tim Giles – Director from Morey Road Limited has advised that this is a private road created by a sub-division addressed at Lot 3 Spicer Road, Mangonui.

The name Ōhumuhumu is from a plot that is part of te rohe o Matarahurahu and therefore, the appropriate marae is Kēnana. Mr Arthur ‘Tiger’ Tūkāriri of the Kēnana Marae recommended that the new private road be named after the pā Ōhumuhumu.

The background for these names is given also as per the Road Naming application attached (A3680073).

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

1. Ōhumuhumu Lane

The Roading team and Land Information NZ (LINZ) have no objections to the names suggested above.

Take Tūtohunga / Reason for the recommendation

The road name recommended in this report is not a duplicate of any other road names in the district, therefore meeting the criteria in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

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

Āpitihanga / Attachments

1. Application and Maori Feedback - Document number - A3680073 ⇩

2. Resource consent and Map - Document number - A3710125 ⇩

3. LINZ approval - Document number - A3736520 ⇩

4. Schedule - Document number - A3744859 ⇩

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 the naming of a private road and 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.	Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.
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.	No district wide relevance and the Community Board have the delegated authority to approve road names.
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.	Hapu representatives provided the road name suggestions as per email attached (A3680073).
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).	There are currently no property owners as this is a new subdivision.
State the financial implications and where budgetary provisions have been made to support this decision.	There will be no financial implications to Council relating to the installation of the road name sign (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

21 June 2022

8 Information Reports

8.1 Kaitaia Business Improvement District Targeted Rate 2022-2023

File Number: A3706335

Author: Shayne Storey, Community Development Advisor

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

TAKE PŪRONGO / Purpose of the Report

To provide reporting from the Kaitaia Business Association to the Te Hiku Community Board in order that the Kaitaia Business Improvement District targeted rate for 2022-2023 can be set.

WHAKARĀPOPOTO MATUA / Executive SummarY

· The Te Hiku Community Board is required to receive and accept the following documents prior to recommending that the Business Investment Targeted Rate is struck for businesses that fall within the Kaitaia Business Improvement District (BID):

o Annual Report for the previous year

o Strategic Plan covering a three to five-year period

o Annual Business Plan

o Budget for the following year

o Audit of Accounts

· The Kaitaia Business Association (KBA) has provided the following documents to support the recommendation of the Te Hiku Community Board to strike the targeted rate for 2022/2023:

o Annual Report for year ending 30 June 2021

o Strategic Plan 2022-2025

o Annual Plan 2022

o Budget for 2022/2023

o Audit of Accounts

TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the attached reports from the Kaitaia Business Association and recommend that Council levy the Kaitaia Business Improvement District Targeted Rate 2022-2023 for $50,000.

tĀHUHU KŌRERO / Background

A business improvement district (BID) is a public-private partnership in which businesses in a defined area pay an additional tax or fee to fund improvements within the district's boundaries. The public-private partnership is established between the local district council (e.g., FNDC) and a business orientated incorporated society (e.g., Kaitaia Business Association) who then levy a targeted rate.

In 2010 Council resolved to support the BID concept and promoted their establishment in the main towns of the district. The Kaitaia Business Association (KBA) formally wrote to Council on 30 June 2011 requesting that a BID be established for Kaitaia and for Council funding to establish a BID. This request was approved at a meeting of the KBA on 16 June 2011.

The KBA defined the BID area, developed its strategic plan, and decided on a targeted BID rate of $50,000 based on land value and on a proportional basis for charged rates. An independent postal ballot was held, and a simple majority was achieved that resulted in the establishment of the Kaitaia BID as part the Long-Term Plan (LTP) 2012-22

The following map was included in the LTP 2012-22 as the proposed BID area for Kaitaia,

As a result of Council adopting a Kaitaia BID targeted rate, Council developed a Memorandum of Understanding (MOU) between the KBA and the Te Hiku Community Board (THCB) as the representative of Council. This agreement was later updated to a Partnership Agreement/Memorandum of Understanding (Attachment 5). The Kaitaia BID area map as identified in the LTP 2012-22 (the map above) remained unchanged in the updated agreement.

The Kaitaia BID was identified on 1 July 2018 Adopted Long Term Plan 2018-28 (page 26) as one of small number of ‘targeted improvement rates’ that are in place in the District. The Kaitaia BID has been identified in the Long-Term Plan 2021-2031 (page 173).

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The Kaitaia Business Association has provided the required documents to support the recommendation of the Te Hiku Community Board to strike the targeted rate for 2022/2023 in the amount of $50,000.

Implications if the targeted rate is not struck:

KBA will be unable to meet their financial obligations, including:

o Insurance fees

o Audit fees

o Electronic technology and website maintenance

o Security Camera maintenance and monitoring

o Co-ordination of KBA

o Digital noticeboard maintenance

o Student scholarship

o Accounting

o Database update

o Admin expenses

o Annual General Meeting expenses

Implications if the targeted rate is struck:

The KBA will be able to carry out their obligations and meet their budgetary requirements for the 2022/2023 financial year as stated above, including:

o Promotion and marketing of Te Hiku Open Spaces Revitalisation Project

o Promotion of Kaitaia and its thriving business community with great investment opportunities

o Garden Beautification Programme to develop in partnership with a local provider training in horticulture

Option No.

Option Description

Advantages

Disadvantages

Support the setting of the targeted rate

The KBA will be able to meet their financial obligations and strategic objectives for 2022-23.

The economic wellbeing of Kaitaia will be positively impacted.

Kaitaia businesses in the BID area of benefit will have to contribute to target rate.

Do not support setting the targeted rate

Kaitaia businesses in BID area of benefit will not have to contribute to the target rate.

The KBA will not be able to meet their financial obligations and strategic objectives for 2022-23.

The economic wellbeing of Kaitaia will be negatively impacted.

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

No changes have been requested by the Kaitaia Business Association to amend the total of $50,000 to be levied through the targeted rate.

Targeted rate revenue of $50,000 for the Kaitaia Business Improvement District has been included in the Long-Term Plan 2021-2031.

Āpitihanga / Attachments

1. KBA Annual Budget 2022-23 - A3746150 ⇩

2. KBA Annual Report 2021 - A3746148 ⇩

3. KBA Annual Plan 2022-2023 - A3746142 ⇩

4. Kaitaia Business Association Strategic Plan 2022-2025 - A3746140 ⇩

5. Kaitaia Business Association Audit Report 2021 - A3746138 ⇩

6. Signed Partnering Agreement and MOU Kaitiaia BID - A3746137 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	The level of significance is considered to be low for the following reasons; · minimal financial implications · the document is not a statutory requirement · it is consistent with council policies.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Council’s community development framework is relevant as it defines the approach we take in supporting the development of Far North communities. The framework includes; · Empowering communities The following Long Term Plan outcomes and strategic priorities are also considered to be of relevance; · A safe and healthy district · Prosperous communities supported by a sustainable economy · A vibrant and thriving economy · Supports the promotion of the economic well-being of the Kaitaia community
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 plan has ward relevance and is now being presented to the Community Board for their endorsement and consideration for alignment with the Te Hiku Community Board Strategic Plan.
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.	Iwi, hapū and whanau are a component of the Kaitaia Business Association, as well as business owners within the Business Improvement District.
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).	Persons likely to be affected or have an interest include those who have a business within the Kaitaia Business Improvement District. Kaitaia Business Association has put a great deal of effort into capturing the thoughts and aspirations of everyone affected.
State the financial implications and where budgetary provisions have been made to support this decision.	The targeted rate revenue of $50,000 for the Kaitaia Business Improvement District has been included in the Long-Term Plan 2021-2031.
Chief Financial Officer review.	The Chef Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

21 June 2022

8.2 Tangonge Recreation Reserve - Status of Existing Lease

File Number: A3625814

Author: Kay Meekings, Property Legalisation Officer

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

TAKE PŪRONGO / Purpose of the Report

In response to Te Hiku Community Board Resolution 2022/9 requesting the status of the existing lease under section 54 of the Reserves Act 1977 for Tangonge Recreation Reserve (the Reserve).

WHAKARĀPOPOTO MATUA / Executive SummarY

· Current Lessee: Aupouri Ngati Kahu-Te Rarawa Trust Inc (ANT Trust), being the umbrella organisation for Open the Curtains (OTC).

· Current Lease Term: 5 years, 1 September 2018 – 31 August 2023.

· Renewal: A further period of 5 years, 1 September 2023 – 31 August 2028 - Provided lease obligations have been met, there is sufficient community need for the specified activity and it is in the public’s interest.

· Schedule 2 of the lease, the OTC Operational Management Plan, is the guiding document for the community lead project for better utilisation of the Reserve.

· ANT wish to apply for third party funding and have requested a 30 year lease extension with final expiry on 31 August 2058.

· Reserves Act Schedule 1: allows for a term of ‘not exceeding 33 years’ and requires public notice.

TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Tangonge Recreation Reserve - Status of Existing Lease.

tĀHUHU KŌRERO / Background

In December 2017 Council resolved to lease the Reserve to ANT Trust for a Term of 5 + 5 years following successful public notification. 56 submissions were received with 51 in favour and 6 opposed.

A lease was negotiated and entered into with ANT Trust on 1 September 2018 with OTC being the face of the community lead project.

The Second Schedule of the lease: OTC Operation Management Plan, sets out how OTC will maintain, use the grounds and fundraise.

OTC feel it requires a longer-term lease to support its funding applications.

Until now OCT have been unable to progress their plans for the Reserve due to few fundraising opportunities being available over the past 3 years. OTC propose a longer lease term would assure prospective funders of their commitment to improving the community’s use of the Reserve.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

For a significant change of term or purpose Council must seek community input through a public consultation process, it must be transparent and act in the best interests of the community.

The ANT Trust have expressed interest in extending their current lease by 30 years. All requests to lease reserve land is assessed on a case-by-case basis. The Reserves Act allows for a maximum term of 33 years, the draft Council Reserve Policy: proposes a maximum term of 15 years with a further right of renewal for a further 15 years.

Next Steps:

ANT Trust has two options:

Option 1: Allow the current lease to run its course, expiring 31 August 2028. Recommend to ANT Trust they initiate the issuing of a new long-term lease 2 years prior to the current final expiry.

Option 2: Start the process for a new long-term lease now which will require public consultation. Council staff are in discussions with ANT Trust re the above options.

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

The current lease records the annual rent as $100pa.

Āpitihanga / Attachments

1. ANT Tangonge lease extension request - Feb 2022 - A3725481 ⇩

2. Tangonge Recreation Reserve - Executed Lease and Operational Management Plan- 2018 - A3625695 ⇩