Agenda of Te Hiku Community Board Meeting - Tuesday, 13 December 2022

Te Hiku Community Board Meeting Agenda

13 December 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

13 December 2022

6 Notice of Motion

6.1 Notice of Motion - Placeholder Kaitaia Concept Plans

File Number: A4005861

I, Chairperson Adele Gardner give notice that at the next Ordinary Meeting of Te Hiku Community Board to be held on 13 December 2022, I intend to move the following motion:

MŌtini / Motion

That the Te Hiku Community Board, which at its meeting of 22 September 2022 formally adopted the 2022/2023 Te Hiku Community board Strategic Plan as the overarching document that will guide the Board in identifying, confirming, and allocating funding to its strategic and community planning projects will meet the needs of communities and promote the social, economic, environmental, and cultural well-being of communities as required by the Local Government Act 2002 confirms as follows:

That the Board adopts the proposed development/strategic plan for Kaitaia (Town Centre Retail Strategy) which meets the criteria of being one of the relevant documents that is referred to in the Board Strategic Plan as part of the Te Hiku o Te Ika Open Spaces Revitalisation Master Plan.

Take / Rationale

At its meeting of 22 September, the Te Hiku Community Board adopted its strategic plan for the 2022/2023 year to be used as a basis for funding allocation and forward planning.

Incorporated within the strategic plan is the Te Hiku o Te Ika Open Spaces Revitalisation Master Plan that was adopted by the Board at its meeting of 25 August 2020 as a guiding document. The purpose of the master plan was to incorporate other documents including new and existing Community and local development plans. The Board has been presented with a proposed development plan for Kaitaia, The Town Centre Retail Strategy which meets these criteria, and the Board wishes to formally incorporate this into its strategic plan document.

I commend this Notice of Motion to Te Hiku Community Board for consideration.

Āpitihanga / Attachments

1. Notice of Motion for Kaitaia Strategic Plan - A4007857 ⇩

2. 20221122_KMP_Document_Excerpt_Rev B - A3996818 ⇩

3. 20221122_KMP_Document_Rev B - A3996666 ⇩

4. Kaitaia Town Centre Infographic (003) - A3996789 ⇩

5. Kaitaia)_Retail_Strategy_Draft_050822_compressed (004) - A3996822 ⇩

Te Hiku Community Board Meeting Agenda

13 December 2022

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Te Hiku Community Board Meeting Agenda

13 December 2022

7 Confirmation of Previous Minutes

7.1 Confirmation of Previous Minutes

File Number: A3915467

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 18 November 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. 2022-11-18 Te Hiku Community Board Minutes - A3986190 ⇩

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

13 December 2022

8 Reports

8.1 Chairperson and Members Reports

File Number: A4005859

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, Members Rachel Baucke, Bill Subritzky and Sheryl Bainbridge.

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. 2022-12-13 Chair Report [Adele Gardner] - A3998700 ⇩

2. 2022-12-13 Member Report [Rachel Baucke] - A3998647 ⇩

3. 2022-12-13 Member Report [Bill Subritzky] - A3999724 ⇩

4. 2022-12-13 Member Report [Sheryl Bainbridge] - A3999142 ⇩

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

13 December 2022

8.2 Setting of Meeting Dates for 2023

File Number: A3998835

Author: Rhonda-May Whiu, Democracy Advisor

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

To allow the Community Board to set their meeting dates for the 2023 calendar year.

Executive Summary

· Each Community Board is responsible for setting their own meeting dates.

· The report recommends that the Te Hiku Community Board meets four weekly.

· The Community Board have in the previous triennium held meetings every six weeks on a Tuesday.

· Council will adopt its formal meeting calendar on 15 December 2023.

Recommendation

That Te Hiku Community Board adopt the following meeting dates for the Te Hiku Community Board

· Tuesday 14 February

· Tuesday 14 March

· Tuesday 11 April

· Tuesday 9 May

· Tuesday 6 June

· Tuesday 4 July

· Tuesday 1 August

· Tuesday 29 August

· Tuesday 26 September

· Tuesday 24 October

· Tuesday 21 November

· Tuesday 12 December

1) Background

The Local Government Act (LGA) requires a local authority to hold meetings that are necessary for the good governance of its region or district. The Local Government Official Information and Meetings Act (LGOIMA) promotes the open and public transaction of business at meetings. Neither the LGA or LGOIMA requires a local authority to schedule meetings a year in advance, however it is considered good practise throughout New Zealand.

Council reserve 28 October of each year, as a non-Council meeting day, in recognising the signing of He Whakaputanga o te Rangatiratanga o Nu Tireni – Declaration of Independence of the United Tribes of New Zealand, as the National day set aside to observe New Zealand Wars.

Community Boards are required to set their own meeting dates, so long as they are not in conflict to Council meetings.

2) Discussion and Options

This report recommends that Te Hiku Community Board meet on Tuesdays every four weeks (excluding three weeks for December).

The formal meeting calendar proposed to Council is that Council and Committee meetings would be held on a 4 weekly rotation and that Te Miromiro (ARF) would be held quarterly. As part of the Formal Meeting Calendar adoption by Council reserve dates have been set aside for workshops.

Community Board meeting dates are included in the calendar adopted by Council, not for adoption but to signal the dates that meetings might be scheduled for.

The proposed meeting dates ensures minimal meeting event conflicts and sufficient time for report escalation to the following Council meeting.

Please note, additional time may be required from time to time for unexpected or unanticipated matters. This should however be minimal. Staff are committed to providing as much notice as possible and making sure that business where possible, is restricted to the days adopted as part of this schedule.

Community Boards are also encouraged to meet informally outside of the formal meeting schedule to touch base or conduct workshops to discuss various matters.

Reason for the recommendation

To adopt a schedule of Te Hiku Community Board meetings for the 2023 calendar year.

3) Financial Implications and Budgetary Provision

There is a cost in supporting meetings, and these are covered within operational budgets.

Attachments

Nil

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	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 relevant legislation as referenced in the report is the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.
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.	Community Boards are responsible for setting their own meeting schedule. Similar reports will be written suggesting alignment with Council and Committee meetings.
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 particular implications for Māori.
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 does not have any implications on persons identified in legislation.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are covered within operational budgets.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

13 December 2022

8.3 Parklet Application for Mangonui Waterfront Cafe & Bar

File Number: A3996638

Author: Briar Macken, Team Leader - Policy

Authoriser: Roger Ackers, Acting General Manager - Strategic Planning & Policy

Take Pūrongo / Purpose of the Report

To seek approval for a potential parklet at Mangonui for the Waterfront Café & Bar.

WhakarĀpopoto matua / Executive Summary

· An application for a parklet was received in August 2022.

· Council currently does not have a prescribed process to consider applications for parklets.

· In the absence of a prescribed process or guidelines, this report has been prepared to support effective decision making by the Te Hiku Community Board.

· This application will also serve as a pilot, to trial and refine the guidelines for future parklet applications.

tŪtohunga / Recommendation

That the Te Hiku Community Board:

a) approve a parklet at Mangonui for the Waterfront Café & Bar from a placemaking perspective; and

b) refer the application to Northland Transportation Alliance for approval.

1) TĀhuhu kŌrero / Background

Council has received an application for a parklet from the Mangonui Waterfront Café & Bar.

Council currently does not have a prescribed process to consider applications for parklets. Until this is in place, case-by-case decision making is required. Mangonui Waterfront Café & Bar have agreed to serve as a pilot case, to trial the process as it is further developed and refined.

In the absence of strategic policy instruments, community boards are in the best position to make a placemaking decision on a parklet application.

As parklets are within the road corridor, any decision to allow a parklet must also consider roading and health and safety requirements. The Northland Transport Alliance (NTA) have developed design and operational requirements to safeguard road users and pedestrians, and to ensure the parklet is constructed in a manner that considers safety, visibility, durability, and appropriateness for the identified location.

Once community boards have approved a parklet application from a placemaking perspective, NTA will assess a parklet application against the required technical aspects.

Upcoming work programmes on strategic placemaking will consider parklets more widely.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Before an application is presented to community boards, the applicant is required to complete a self-assessment. The Mangonui Waterfront Café & Bar has completed the required self-assessment.

Te Hiku Community Board will need to consider the impact a parklet will have on the surrounding community including but not limited to the impact on other businesses, access to facilities, and availability of other parking. Staff have developed guidelines (Attachment 1) to assist Community Boards in their decision.

Parklet Guidelines

Key considerations outlined in the guidelines are:

· Impact on other businesses

· Impact on parking

· Impact on facilities

· Placemaking rationale for a parklet

Under section 10 of the Local Government Act 2002, the Community Board should consider how this use of public space will promote the social, economic, environmental, and cultural wellbeing of the Mangonui community.

Proposed Parklet in Mangonui

The layout and geography of Mangonui means that the precinct lacks footpath space, and does not allow much room for clearance.

With the closure of State Highway 1 through the Mangamuka Ranges, there is increased traffic on State Highway 10. The Mangonui waterfront is near State Highway 10 and may receive an increase in visitors.

The Community Board will need to consider the impact of a parklet on this space, and whether the removal of a carpark will exacerbate or mitigate this issue.

Next steps

If approved from a placemaking perspective, the application will then be referred to NTA for approval. This will trial the process and criteria for future parklet applications.

Take Tūtohunga / Reason for the recommendation

The recommendation is that the Te Hiku Community Board approve a parklet at Mangonui for the Waterfront Café & Bar from a placemaking perspective, and then refer the application to Northland Transportation Alliance for approval. This recommendation is based on the application meeting the criteria outlined in the Parklet Guidelines. In addition, this application will serve as a pilot, to trial and refine the guidelines for future parklet applications

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

There is no additional financial impact arising from this report.

Āpitihanga / Attachments

1. Parklet guidelines - Te Hiku Community Board - A3996765 ⇩

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	According to the Significance and Engagement Policy, this is a matter of medium significance that may result in a reduction of services (parking) on a strategic asset. It is expected that within Mangonui, interest in this decision will be high.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	There are currently no processes in place to support decision making on parklets. Putting appropriate guidelines in place is an intended outcome of this report. Under section 357 of the Local Government Act 1974 any activity, building, other obstacle or thing that encroaches on a road, must be authorised by Council. Under this legislation, Far North District Council and the Northland Transportation Alliance have the authority to permit parklets. Under section 10 of the Local Government Act 2002, decisions made by the Council (and therefore those delegated to the Community Boards), should promote the social, economic, environmental, and cultural wellbeing of communities in the Far North district. Placemaking decisions, including parklets, should take all four wellbeings into account.
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 placemaking decision is specific to the Te Hiku Community Board. The proposed guidelines will have district-wide relevance for future parklet decisions. Input from community board members will be sought as part of planned work on strategic placemaking.
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 specifically
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).	· Mangonui Community · Mangonui Businesses · Seasonal travellers through Mangonui · Other businesses in the Far North
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications
Chief Financial Officer review.	The Acting Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

13 December 2022

8.4 Drinking Fountain at Centennial Park

File Number: A4005863

Author: Beverly Mitchell, Community Board Coordinator

Authoriser: Angie Thomas, Acting Chief Financial Officer

Take Pūrongo / Purpose of the Report

To seek approval from the Te Hiku Community Board to re-allocate previously-unused funding to purchase and install drinking water facilities at Centennial/Jaycee Park in Kaitaia.

WhakarĀpopoto matua / Executive Summary

· Surplus funding at the end of the 2020/21 financial year was allocated by the Community Board to the installation of picnic tables and drinking fountains at the newly refurbished Centennial/Jaycee Park in Kaitaia.

· The Community Fund financial statement presented to a subsequent meeting showed the funds as allocated only for picnic tables. The Board returned the funding to the Community Fund balance as picnic tables had already been installed. They did not realise at the time that the funding was also meant for drinking fountain facilities.

· The Community Board now wishes to tidy up this omission by formally allocating the funding to drinking fountain facilities.

· An updated quote is being obtained.

tŪtohunga / Recommendation

That the Board commits $4,288.00 + GST to the purchase and installation of drinking fountain facilities at Centennial/Jaycee Park.

1) TĀhuhu kŌrero / Background

The Te Hiku Community Board Meeting of 1 June 2021, resolution 2022/86, recorded the unused funds of $4,288.00 + GST be allocated to the Centennial Park for picnic tables and drinking fountains. The funding was returned to the available balance of available funds to the Board.

In processing the allocation of funds back to the balance the purpose was mistakenly restricted to picnic tables only.

This report seeks to tidy up this matter by passing a new resolution to apply the funding to drinking facilities at the park.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Option 1 (preferred). Reallocate the funds to drinking fountain facilities at Centennial Park.

Option 2. Consider allocation of the funding for other purposes.

Take Tūtohunga / Reason for the recommendation

To tidy up the error in restricting the allocation of funding.

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

This funding was previously allocated to the Community Board. There are no further financial provisions required.

Āpitihanga / Attachments

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.
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 will be of interest to the Te Hiku Community Board.
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 significant implications for Māori.
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).	No persons are directly impacted.
State the financial implications and where budgetary provisions have been made to support this decision.	None.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

13 December 2022

8.5 Project Funding Reports - December 2022

File Number: A3993804

Author: Kim Hammond, Funding Advisor

Authoriser: Shayne Storey, Team Leader Community Development and Investment

Take Pūrongo / Purpose of the Report

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

tŪtohunga / Recommendation

That Te Hiku Community Board note the project reports received from Awanuui Sports Complex Incorporated.

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 - Awanui Sports Complex Incorporated - A3977836 ⇩

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

13 December 2022

8.6 Funding Applications - December 2022

File Number: A3994505

Author: Kim Hammond, Funding Advisor

Authoriser: Shayne Storey, 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 December 2022 meeting.

WhakarĀpopoto matua / Executive Summary

· Three applications were received for funding, requesting a total of $52,487.

· The Community Board has a total of $141,710 for the Community Fund and $100,000 to allocate towards place-making applications for the 2022/23 financial year.

· To date, the Community Board has allocated $98,836 in grants, leaving a balance of $42,874 to allocate for the remainder of the 2022/23 financial year.

· To date, the Community Board has allocated the total $100,000 for place-making activities for the 2022/2023 financial year.

tŪtohunga / Recommendation

That Te Hiku Community Board

a) approves the sum $10,000 (plus GST if application) to be paid from the Board’s Community Fund account to Awanui Sports Complex Incorporated for the purchase of a tractor, to support the following Community Outcomes:

i) Proud, vibrant communities.

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

tŪtohunga / Recommendation

That Te Hiku Community Board

b) approves the sum of $4,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to He Whanau Mārama Charitable Trust for Facilitators/Professional Fees for Lakeside Vibes 2023, to support the following Community Outcomes:

i) Proud, vibrant communities.

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

tŪtohunga / Recommendation

That Te Hiku Community Board

c) approves the sum of $960 (plus GST if applicable) to be paid from the Board’s Community Fund account to Te Pokapu Tiaki Taiao O Te Tai Tokerau Trust for consumable materials for the nature craft workshops, to support the following Community Outcomes:

i) Proud, vibrant communities.

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

tŪtohunga / Recommendation

That Te Hiku Community Board

a) revoke the decision to allocate $7,150 to Hawthorne Landscape Architects for Placemaking Consultation from their Placemaking Fund, at their meeting on 21 June 2022.

Resolution 2022/1

Moved: Chairperson Adele Gardner

Seconded: Member Jaqi Brown

That Te Hiku Community Board

i) allocates the sum of $2,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to remove a Monkey Apple Tree in the Coopers Beach Shopping Centre and

j) allocates the sum of $7,150 (plus GST if applicable) to be paid from the Board’s Placemaking Fund 2021/22 to Hawthorne Landscape Architects for Placemaking Consultation, and

k) allocates the sum of $2,122.13 (plus GST if applicable) to be paid from the Board’s Community Fund account 2021/22 to Far North Safer Communities for graffiti removal to support the following Community Outcomes:

i) Proud, vibrant communities

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

Carried

b) request that the $7,150 remain in the Community Fund account to be reallocated at a later date.

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
Awanui Sports Complex Incorporated	$33,787	$10,000	Staff have spoken with the applicant and the applicant is happy to receive $10,000 and look for a cheaper second hand tractor to purchase or submit further funding applications to external funding agencies to find the remaining $23,000 needed for the purchase of the tractor.	Sport and Recreation
He Whanau Mārama Charitable Trust – Lakeside Vibes 2023	$11,500	$4,000	This is a ticketed event, it is hoped that 1000 people attend. Tickets are $59 per person, if 700 are sold, ticket sales will be $41,300. The recommendation is based on funding the facilitator fee/professional fee to make sure that adequate advertising/promotion is undertaken so that the people are enticed to purchase tickets for this event and cover the costs.	Event
Te Pokapu Tiaki Taiao O Te Tai Tokerau Trust	$7,200	$960	The amount recommended is based on funding the materials for the nature craft workshops in the Te Hiku area. The applicant could consider charging a koha or gold coin donation to help cover the facilitator/professional fees. The applicant has a substantial bank balance which needs to be taken in account when the Community Board has a small unallocated amount remaining for the remainder of the financial year.	Environmental

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.

The Board resolved to allocate their $100,000 Place-making budget to have concept plans undertaken for the following areas at their November 2021 meeting:

1. Te Kao

2. Houhora Heads/Pukenui

3. Karikari Peninsula

4. Doubtless Bay

5. Taipa

6. Hihi

The above programme of work was split across three contactors:

· XCape Design Limited - $22,080

· Northland Planning and Development - $33,925; and

· Hawthorn Landscape Architects - $39,272.50

The concept plans have been completed, submitted to the Board for consideration and invoices received. Some of the plans e.g. Te Kao were not completed. This has led to $34,369.39 of the allocated budget not being uplifted. Staff will close off the purchase orders and the remaining $34,369.39 can be allocated to place-making applications received by the Board.

The $34,369.39 does not include the $7,150 that is also recommended to be revoked from Hawthorn Landscape Architects - if it is resolved to revoke this decision, then the Community Board will have $41,519.39 to allocate to place-making applications received by the Board.

Āpitihanga / Attachments

1. Application - Awanui Sports Complex Incorporated (Tractor) - A3994487 ⇩

2. Application - He Whanau Marama Charitable Trust - A3994491 ⇩

3. Application - Te Pokapu Tiaki Taiao O Te Tai Tokerau Trust - Nature Craft Workshop - A3994495 ⇩

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

13 December 2022

9 Information Reports

9.1 Te Hiku Community Board Action Sheet Update December 2022

File Number: A3996846

Author: Rhonda-May Whiu, Democracy Advisor

Authoriser: Aisha Huriwai, Team Leader Democracy Services

TAKE PŪRONGO / Purpose of the Report

To provide Te Hiku Community Board with an overview of outstanding actions from decisions dated from 1 January 2020.

WHAKARĀPOPOTO MATUA / Executive SummarY

· Action sheets are a mechanism to communicate progress against decisions/resolutions.

· Action sheets are also in place for all formal elected member meetings.

TŪTOHUNGA / Recommendation

That Te Hiku Community Board receive the report Te Hiku Community Board Action Sheet Update December 2022.

tĀHUHU KŌRERO / Background

Any resolution or decision from a meeting is compiled on an action sheet, to capture actions trigged by Board decisions. Staff provide updates on progress against tasks that are not yet completed.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Community Board coordinators assist in following up outstanding action points with staff where appropriate, and occasionally, may be in a position to provide a further verbal update at meetings following the printing of an agenda.

The outstanding tasks are often multi-facet projects that take longer to fully complete.

Where a decision differs to the recommendation of staff there may be unintended consequences or challenges that take longer for staff to work through.

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

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

Āpitihanga / Attachments

1. THCB Action Sheet - December 2022 - A4013042 ⇩