Agenda of Te Hiku Community Board Meeting - Tuesday, 14 February 2023

6 Confirmation of Previous Minutes

14 February 2023

6.1 Confirmation of Previous Minutes

File Number: A4044406

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 13 December 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.

1. THCB Meeting Minutes - 13 December 2022 - A4024278 ⇩

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.

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14 February 2023

7 Reports

7.1 Te Hiku Community Board Strategic Plan

File Number: A3971860

Author: Shayne Storey, Community Development Advisor

Authoriser: Sheryl Gavin, Manager - Corporate Planning & Community Development

Take Pūrongo / Purpose of the Report

To present the Te Hiku Community Board with the Strategic Plan for adoption.

WHAKARĀPOPOTO MATUA / EXECUTIVE SUMMARY

· The Te Hiku Community Board has developed a strategic plan.

· The plan captures Board and community aspirations.

· Plan content will continue to be socialised with the community. It is a living document.

· The plan is a single source of truth and will be used to feed projects into Council’s Long-Term and Annual Planning processes, as well as assisting the Board in their own decision-making and grant allocation.

tŪtohunga / Recommendation

That the Te Hiku Community Board adopts this strategic plan and recommends to that Council:

a) receives the Strategic Plan and acknowledges that it reflects the Te Hiku ward’s priorities and aspirations,

b) commits to taking the Strategic Plan into consideration when it develops the 24-34 LTP.

1) TĀhuhu kŌrero / Background

The Te Hiku Community Board have worked with staff to update its strategic plan. This work was completed via two workshops and follow-up email/phone communications.

The plan provides a decision-making guide, as Board discussions/resolutions can be checked against the strategic objectives identified in the plan.

The document also includes community aspirations. The data collected and insights shared will assist the new Board in making informed decisions for their community.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

· While there is no legal requirement for a Community Board to have a strategic plan, there is immense value in any group or organisation taking the time to develop a strategic direction. Clearly articulating a vision allows the Board to be much more deliberate in its actions to achieving the vision. This focussed effort will help to effect long-term positive change in the Te Hiku Ward.

· On adoption of this plan, staff will start work on developing businesses cases to help progress qualifying projects through the Long-Term/Annual Planning cycles.

Options

· Option One: Adopt the Te Hiku Strategic Plan

· Option Two: Do not adopt the Te Hiku Strategic Plan

Take Tūtohunga / Reason for the recommendation

The primary purpose of this document is to present the aspirations of the communities in the Te Hiku ward. These have been collected via direct feedback to Community Board members or via Community Plans.

A secondary aim is to provide a foundation document to guide the incoming Te Hiku Board. With elections, representation may change but community aspirations endure long past an election cycle. It is hoped that this document can assist the new board by learning from experience, save on time gathering information and therefore speed up the delivery of these projects.

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

There are no immediate financial implications. Projects in the plan will be seeking funding via Council’s Long-Term/Annual Planning process, Community Board grant funding or other mechanisms.

1. THCB Strategic Plan New Board 2022-2032_2002-12-13 - A3979838 ⇩

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.	Connects to the following community outcomes; Proud vibrant communities Communities that are healthy, safe, connected and sustainable
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.	Ward relevance, not District wide
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.	Board members have considered implications for Māori in their plan and added principles that acknowledge and support better decision making in this space.
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).	All communities within the Te Hiku ward. This is a living document it will be updated regularly, so there is always an opportunity to contribute. Community consultation will be ongoing.
State the financial implications and where budgetary provisions have been made to support this decision.	No immediate financial implications.
Chief Financial Officer review.	CFO has not reviewed.

ngĀ Āpitihanga / Attachments

14 February 2023

7.2 Chairperson and Members Reports

File Number: A3997033

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, Deputy Chairperson John Stewart, Members Darren Axe, 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.

1. Chairperson's Report - Adele Gardner February 2023 - A4067922 ⇩

2. Members Report - John Stewart - February 2023 - A4068899 ⇩

3. Members Report - Darren Axe - February 2023 - A4070133 ⇩

4. Members Report - Sheryl Bainbridge - February 2023 - A4067924 ⇩

5. Members Report - Bill Subritzky - February 2023 - A4067923 ⇩

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.

14 February 2023

7.3 Appointments to Management Committees

File Number: A4048358

Author: Marlema Baker, Democracy Advisor

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

The purpose of the report is to facilitate the appointment of Board representatives to management committees in the Te Hiku Ward.

Recommendation

That the Te Hiku Community Board make appointments to Management Committees as detailed below:

a) appoints Member ____________________ to Araiawa Hall (Raio Hall).

b) appoints Member ____________________ to Awanui Community Centre/Sports Complex

c) appoints Member ____________________ to Kaingaroa Community Hall.

d) appoints Member ____________________ to Karikari Hall.

e) appoints Member ____________________ to Herekino Hall

f) appoints Member ____________________ to Lake Ohia Community Hall.

g) appoints Member ____________________ to Mangonui Hall.

h) appoints Member ____________________ to Oruru Community Hall (Swamp Palace).

i) appoints Member ____________________ to Fairburn Cemetery.

j) appoints Member ____________________ to Houhora Cemetery.

k) appoints Member ____________________ to Mangonui Cemetery.

l) appoints Member ____________________ to Oruaiti Cemetery.

m) appoints Member ____________________ to Peria Cemetery.

n) appoints Member ____________________ to Takahue Cemetery.

o) appoints Member ____________________ to Waihara Cemetery.

p) appoints Member ____________________ to Waipapakauri Cemetery.

q) appoints Member ____________________ to Te Ahu Museum.

r) appoints Member ____________________ to Te Hiku Sports Hub.

s) appoints Member ____________________ to Awanui River Liaison Committee.

1) Background

The Te Hiku Community Board is entitled to appoint a representative to the management committees of each of the following community assets / organisations:

Community Halls

· Araiawa Hall (Raio Hall)

· Awanui Community Centre / Sports Complex

· Kaingaroa Community Hall

· Karikari Hall

· Lake Ohia Community Hall

· Mangonui Hall

· Oruru Community Hall (Swamp Palace)

Committee managed local cemeteries:

· Fairburn Cemetery

· Houhora Cemetery

· Mangonui Cemetery

· Oruaiti Cemetery

· Peria Cemetery

· Takahue Cemetery

· Waihara Cemetery

· Waipapakauri Cemetery

Other:

· Te Ahu Museum

· Te Hiku Sports Hub

· Awanui River Liaison Committee

2) Discussion and Options

Board appointees would be expected to keep the Board updated of issues of relevance and to communicate the Board’s and Council’s views to the management committee when necessary.

The Community Halls Policy states that each Community Board has responsibility for community buildings that provide a space for social interaction, (i.e. Council owned halls), and delegated authority to oversee the halls’ operation. The hall committees are required to have a minimum of 5 members. In addition, a Community Board Member will be appointed to the committee to provide a liaison and advisory role but shall not hold an office on the Committee.

There are 15 committee managed local cemeteries across the District. These committees are responsible for all aspects of operation and maintenance. The Community Board’s role is to oversee the operation of cemeteries within the Policy guidelines by:

· monitoring the need for future facilities and their likely location

· liaising with representatives of local cemetery committees to ensure compliance with Council policy

· monitoring the effectiveness of maintenance, in conjunction with staff

· recommending to Council on decisions related to capital expenditure

The Te Ahu Museum Trust deed states that a Community Board representative is to sit on their Trust. The Te Hiku Sports Hub comes under the Parks and Reserves Community Board delegations. Northland Regional Council administers the Awanui River Liaison Committee and have requested an FNDC representative be part of the committee.

Reason for the recommendation

To provide a list of management committees to which Board representatives can be appointed.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary provision requirements as a result of this report.

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	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Halls Policy; Cemeteries 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 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.	N/A
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.	N/A
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or budgetary provisions required as a result of this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

14 February 2023

7.4 Te Hiku Community Board Appointment to Disability Action Group

File Number: A4074936

Author: Kim Hammond, Community Development Advisor.

Authoriser: Shayne Storey, Acting Manager - Corporate Planning & Community Development

Purpose of the Report

The purpose of the report is to give Te Hiku Community Board the opportunity to appoint a member to the Disability Action Group.

Executive Summary

· The Disability Action Group includes a representative from Council and each of the community boards.

· Te Hiku Community Board is able to appoint a member as their delegate to the group.

Recommendation

That Te Hiku Community Board appoint member ________________ as its representative on the Disability Action Group.

1) Background

The Disability Action Group is a stakeholder engagement group which was established by the Council and consists of elected members, representatives of external groups involved with people of various abilities, and people with a lived experience of disability.

In June 2013 the Council adopted Policy 3211 – Equity and Access for People with Disabilities. The Disability Action Group meets quarterly to assist the Council to meet the objectives of the policy, including building the capacity of disabled groups to take responsibility for advocating on their own behalf.

2) Discussion and Options

The Board can appoint one of its members to the Disability Action Group. The appointee would enable communication between the group and the board and ensure the community’s views are represented in the group.

Reason for the recommendation

To allow for appointment of a Community Board member to the Disability Action Group.

3) Financial Implications and Budgetary Provision

There are no financial implications.

1. Disability Actions Group Terms of Reference - A4074987 ⇩

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 proposal has a low level of significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy 3211 – Equity and Access for People with Disabilities
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.	The matter has District wide relevance and delegates from each of the community boards and Council are requested.
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.	Māori are considered as part of the group’s operation.
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.	The group specifically seeks to engage with these people.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no additional financial implications.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

14 February 2023

7.5 Establishment of Te Hiku Drainage Area Committees

File Number: A4060593

Author: Marlema Baker, Democracy Advisor

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

The purpose of this report is determined governance arrangements for the Kaitaia, Motutangi and Kaikino and Waiharara Areas Drainage Committees.

Executive Summary

§ The Drainage Committees have previously been Committees of the Te Hiku Community Board and act in an advisory role to the Community Board.

· The membership has previously consisted of ratepayers in those areas to provide community views on the development of the work programmes, for Council to maintain the drainage network in these areas.

Recommendation

a) re-establish the Kaitaia, Motutangi and Kaikino and Waiharara Area Drainage Committee;

b) appoint the following members to the Kaitaia Drainage Area Committee

i. Fiona King

ii. Joe King

iii. Mike Masters

iv. Greg Yuretich

v. Dennis Chapman

vi. ___________________________

vii. ___________________________ Te Hiku Community Board representative.

c) appoint the following members to the Motutangi Drainage Area Committee

i. Paul Harvey

ii. Jeremy White

iii. ___________________________ Te Hiku Community Board representative.

d) appoint the following members to the Kaikino and Waiharara Drainage Area Committee

i. Aaron Bainbridge

ii. Fred Petricevich

iii. Joe Milich

iv. Adriene Bartlett

v. Dean Radojkovich

vi. Fiona King

vii. ___________________________ Te Hiku Community Board representative.

1) Background

Although flood protection assets were vested in the Northland Regional Council in 2005, under the Local Government Act 1974, Part 29, rural land drainage assets remain under Far North District Council control and management. Drainage Committees are designed to provide drainage of soils within defined areas to ensure an economic long-term return from low lying land. Council has delegated the governance of land drainage within the area to the Te Hiku Community Board.

Land drainage is an activity which directly benefits the ratepayers within the defined areas and is funded by them through a targeted rate. To support Council’s management of the drainage assets, the ratepayers have formed an advisory committee, and this committee has recommended and prioritised works in the past. The communities requested that Council formalise these governance arrangements by creating Drainage Committees of the Te Hiku Community Board.

In 2003 a management and operational plan was prepared for the Northern Drainage Area incorporating the Motutangi, Waiharara and Kaikino areas. The plan was never formally adopted by the Community Board. It had been received by the affected community and is used as a guide for how drainage works have been undertaken in the above areas. The development of this plan is ongoing and is required as part of the resource consent process.

Part six, subpart three of the LGA 2002 requires a local authority to ensure that each year’s projected operating revenues are set at a level sufficient to meet the year’s operating expenses. To ensure this happens, the proposed operating expenses for the drainage areas need to be determined in line with the Councils Annual and Long-Term Plan processes.

2) Discussion and Options

The requirements for the creation of committees within the local authority are set out in Schedule 7 of the Local Government Act 2002. Given the three Drainage Committees are in the Te Hiku area this report recommends that the Community Board re-establish the committees and continue to advocate on behalf of their communities. The members of the committee may, but need not be, elected members of the Community Board, and a Community Board may appoint to a committee a person who is not a member of the community board if, in the opinion of the board, that person has the skills, attributes or knowledge that will assist the work of the committee. At least one member of a committee must be an elected member of the Te Hiku Community Board; and an employee of a local authority acting in the course of his or her employment may not act as a member of any committee unless that committee is a subcommittee. The recommendation is that the membership remain as it was prior to the election, and staff intend to develop a more thorough process on how members will be appointed in future, as part of the management plan. The Board however should note that in April 2016 the Motutangi Drainage Area Committee recorded a vote of no confidence in Members Croydon Thompson and Shane Blucher and referred it to the previous Te Hiku Community Board for consideration. The matter was not forwarded to the Board before the election. A subsequent Committee meeting was held and this issue was not raised.

The minimum number of members is three for a committee.

Meetings must be called and conducted in accordance with Schedule 7 of the Local Government Act 2002 and Part 7 of the Local Government Official Information and Meetings Act 1987. A meeting is duly constituted if a quorum is present and business may not be transacted at that meeting unless a quorum is present for the whole time at which the business is being conducted. For a committee the quorum can be no fewer than two and must include one member of the Community Board. The recommended quorum is three; this will be determined by the Community Board when the Committee is established.

Terms of Reference were developed in conjunction with the drainage committees in the 2016 triennium and then updated and adopted in 2017. The purpose of the Terms of Reference is to explain the type, purpose, scope, authority, membership, meeting arrangements, reporting, resources, deliverables of the committee, and how often the document should be reviewed. The Terms of References were approved by the Drainage Committees prior to the election and are attached for the adoption of the Board, to provide continuity.

Reason for the recommendation

The community has requested a Council governance structure in the form of committees of the Te Hiku Community Board to formalise the process of representation and consultation with the ratepayers of the Kaitaia, Waiharara and Kaikino and Motutangi land drainage areas. This will provide clear direction to the community on how to best work with Council staff to prioritise proposed operating expenses for the maintenance and operation of the drainage areas to enable Council (through their delegation to the Community Board) to set the operating revenue as required by the LGA 2002.

3) Financial Implications and Budgetary Provision

The three drainage areas have separate catchments, have separate budgets and are rated separately according to a classification system that was established many years ago using a formal review and appeal process. To ensure that each year’s projected operating revenues are set at a level sufficient to meet the year’s operating expenses the proposed operating expenses for the drainage areas need to be determined in line with the Council’s Annual and Long-Term Plan processes and reported to the Community Board for approval and inclusion in these planning documents.

1. Kaitaia Drainage Committee - Terms of Reference - A4073131 ⇩

2. Waiharara/Kaikino Drainage Committee - Terms of Reference - A4073133 ⇩

3. Motutangi Drainage Committee - Terms of Reference - A4073132 ⇩

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	Low importance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Land Drainage Bylaw 2019.
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.	Report is of Community Board relevance and specifically 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.	The establishment of the Committees does not have a direct impact on Māori. The Committees will however have a responsibility over drains that feed into water ways and may need to consult with iwi as part of their decision-making process
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	The establishment of the drainage committees does not impact identified persons. The recommended membership includes ratepayers that own adjacent land blocks.
State the financial implications and where budgetary provisions have been made to support this decision.	The operating revenues for the drainage area have been set in the 2019-20 Annual Plan and 2018-28 Long Term Plan.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

14 February 2023

7.6 Project Funding Reports

File Number: A4061054

Author: Kathryn Trewin, Funding Advisor

Authoriser: Shayne Storey, Acting Manager - Corporate Planning & Community Development

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:

a) CBEC Kaitaia EcoCentre – Community Upcycling

b) Kaitaia and Districts A&P Association – 2022 Show

c) Kaitaia College – Arts Showcase

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.

1. CBEC - Community Upcycline - A4063883 ⇩

2. Kaitaia and Districts A and P Showcase - A4063881 ⇩

3. Kaitaia College Art Showcase - A4063886 ⇩

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.

14 February 2023

7.7 Funding Applications

File Number: A4061069

Author: Kathryn Trewin, Funding Advisor

Authoriser: Shayne Storey, Acting Manager - Corporate Planning & Community Development

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

· Five applications were received for funding, requesting a total of $119,628.

· 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 $63,922 in grants, leaving a balance of $34,914 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.

· Far North Land Search and Rescue has asked for approval for a change in the allocation of funding granted to them at the meeting 21 June 2022.

tŪtohunga / Recommendation

That Te Hiku Community Board

a) approves the sum $1,265 (plus GST if application) to be paid from the Board’s Community Fund account to CBEC Kaitaia EcoCentre for the management of recycling and rubbish at the Mangonui Waterfront Festival 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

b) approves the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaitaia City Rugby Union Football Club for 125^th Jubilee celebrations, 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) leaves the application from the Karikari Peninsula Residents and Ratepayers Association for the sum of $88,220 (plus GST if applicable) to be considered at the first meeting of the new financial year (4 July 2023) when more funds are available for allocation by the Community Board.

tŪtohunga / Recommendation

That Te Hiku Community Board

d) leaves the application from the Coopers Beach Combined Bowling Club for the sum of $20,000 (plus GST if applicable) to be considered at the first meeting of the new financial year (4 July 2023) when more funds are available for allocation by the Community Board.

tŪtohunga / Recommendation

That Te Hiku Community Board

e) approves the sum of $2,750 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaitaia and Districts A&P Association for 2023 A&P Show, 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

f) approves the funding granted at the meeting of 21 June 2022 to Far North Land Search and Rescue for the lease of 218 Wiroa Road, Kerikeri for the lease of premises for one year be permitted to be used for towards the lease of two years, as the organisation was able to negotiate a lower lease rate after the funding was granted.

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
CBEC Ecosolutions	$1,265.00	$1,265	CBEC are working with the Mangonui Waterfront organisers and have been asked to manage the waste and recycling aspect of this popular annual event.	Event
Karikari Peninsula Residents & Ratepayers Assn.	$88,220.00	Leave to lie until next financial year	The residents and ratepayers’ association received $33,000 from the previous Infrastructure Grant fund for this project and are seeking additional funds to expand the coverage on the peninsula. This is the full cost of the project, with no other funding apparently secured at this time. The Board does not have sufficient funds to grant a significant amount to this project and it is recommended this request be tabled until the next financial year when the Board will have funds to consider a reasonable contribution and the applicant has had time to seek additional funding elsewhere.	Infrastructure
Kaitaia City Rugby Union Football Club	$7,393	$5,000	This is for the 125^th anniversary of the club, and they are planning substantial jubilee event. They were unsuccessful in their application to the Events Investment Fund and are seeking funds towards the costs of hosting an expected influx of visitors for the weekend.	Event
Coopers Beach Combined Bowling Club	$20,000	Leave to lie until next financial year	The Coopers Beach Bowling Club previously received funding from the Infrastructure Grant fund towards replacing their bowling greens, which are well utilised by the club. They are now seeking to upgrade their carpark and pave it with concrete, to make it safer for their users, many of whom are older. The Board does not have sufficient funds to grant a significant amount to this project and it is recommended this request be tabled until the next financial year when the Board will have funds to consider a reasonable contribution and the applicant has had time to seek additional funding elsewhere.	Infrastructure
Kaitaia and Districts A&P Association – 2023 Show	$2,750	$2,750	This is an annual show that has been funding in previous years by the Board. While this appears to be for the full amount, it is actually just for part of the costs of the overall event and is within the policy guidelines.	Event
Far North Land Search and Rescue	$5,000	Allow to use for two years instead of one	The Board granted $5,000 towards Far North Land Search and Rescue towards costs they were having to find to secure a permanent base after their sub-lease agreement ceased. They have managed to secure a lease for half the expected cost from FNHL and have asked if the Board will allow them to use the funds granted towards a two-year lease instead of the initial anticipated one year lease.	Infrastructure

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.

1. CBEC - Mangonui Waterfront Festival - A4063887 ⇩

2. Karikari Peninsula CCTV Expansion - A4063884 ⇩

3. Kaitaia Rugby Club Jubilee - A4063882 ⇩

4. Coopers Beach Combined Bowling Club - A4063885 ⇩

5. Kaitaia and Districts A&P - A4077011 ⇩

6. Far North Land Search and Rescue - A4063888 ⇩

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.

14 February 2023

8 Information Reports

8.1 Te Hiku Statement of Community Board Fund Account as at 31 December 2022

File Number: A4065051

Author: Segun Rotimi, Accounting Support Officer

Authoriser: Angie Thomas, Acting Chief Financial Officer

TAKE PŪRONGO / Purpose of the Report

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

TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Te Hiku Statement of Community Board Fund Account as at 31 December 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 2022	$241,710.00
· Plus, unused funds from 2020-2022	$72,294.83
Less funds granted and uplifted to 31 December 2022	$231,968.94
· Less funds not uplifted from previous community meetings (committed to projects)	$47,120.90
Community Fund Account balance as at 31 December 2022	$34,914.99

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Board members will consider the applications on the agenda and decide on what level of funding to allocate. The balance in the Community Fund account as at 31 December 2022 is $34,914.99.

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

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

The Far North District Council has delegated the allocation of relevant community board funds to the Te Hiku Community Board. The statement of the Community Fund account as at 31 December 2022 is attached.

1. Statement of Te Hiku Community Fund Account as at 31 December 2022 - A4065006 ⇩

14 February 2023

8.2 Te Hiku Statement of Financial Performance Activities by Ward for the period ending 31 December 2022

File Number: A4065490

Author: Segun Rotimi, Accounting Support Officer

Authoriser: Angie Thomas, Acting Chief Financial Officer

Purpose of the Report

The purpose of the report is to provide the Te Hiku Community Board with financial statements for the period ended 31 December 2022.

Executive Summary

The financial report is ward-specific, covering the activities in the Te Hiku ward only.

Understanding the report

· Variances in excess of $30k and significant “%” variances will be commented on.

· The financial year runs from 01 July 2022 to 30 June 2023.

· The “Year to date” columns reflects income and expenses for the period 01 July 2022 to 31 December 2022.

· The variances column highlights the difference between the budget set in the 2021/31 Long Term Plan and actual income and expenses as at 31 December 2022.

· The full year columns show the budgeted income and expenses for the full 12 months from 01 July 2022 to 30 June 2023.

· The full year forecast column shows the best estimate for the actual year end position as advised by Managers.

· Unfavourable variances will represent expenses higher than budget or income less than budget.

Recommendation

That the Te Hiku Community Board receives the report Te Hiku Statement of Financial Performance Activities by Ward for the period ending 31 December 2022.

Background

This is the second quarterly financial report for 2022-2023 detailing the financial performance of community activities to be provided to the Te Hiku Community Board.

Discussion and Next Steps

Refer to the commentary in the attached statement.

Financial Implications and Budgetary Provision

There are no specific financial implications for this report.