Agenda of Kaikohe-Hokianga Community Board Meeting

The Local Government Act 2002 states the role of a Community Board is to:-

A. Represent, and act as an advocate for, the interests of its community.

B. Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board.

C. Maintain an overview of services provided by the territorial authority within the community.

D. Prepare an annual submission to the territorial authority for expenditure within the community.

E. Communicate with community organisations and special interest groups within the community.

F. Undertake any other responsibilities that are delegated to it by the territorial authority

Council Delegations to Community Boards - January 2013

The "civic amenities" referred to in these delegations include the following Council activities:

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated storm water systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

· Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.

Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.

Set local priorities for minor capital works in accordance with existing strategies,

1. Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long Term Plan processes.

2. Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.

3. Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.

4. Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.

5. To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.

6. To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long Term Plan, and make recommendations to the Council.

7. Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centers.

8. To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.

9. To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977, and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.

10. To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.

11. Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.

12. Recommend new bylaws or amendments to existing bylaws.

13. Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.

14. Exercise the following powers in respect of the Council bylaws within their community:

a) Control of Use of Public Spaces – Dispensations on signs

b) Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.

c) Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2

d) Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.

e) Speed Limits – Recommend places and speed limits which should be imposed.

15. To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.

16. Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.

17. To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.

18. To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.

19. In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.

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

Terms of Reference

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

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

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

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

4. Have special regard for the views of Māori.

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

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

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

a) Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a) the disposal and purchase of land

b) proposals to acquire or dispose of reserves

c) representation reviews

d) development of new maritime facilities

e) community development plans and structure plans

f) removal and protection of trees

g) local economic development initiatives

h) changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

Far North District Council

Kaikohe-Hokianga Community Board Meeting

will be held in the Council Chamber, Memorial Avenue, Kaikohe on:

Wednesday 22 November 2023 at 10:00 am

Te Paeroa Mahi / Order of Business

1 Karakia Timatanga / Opening Prayer 7

2 Ngā Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest 7

3 Te Wāhanga Tūmatanui / Public Forum.. 7

4 Ngā Tono Kōrero / Deputation. 7

5 Ngā Kaikōrero / Speakers. 7

· Roz Dennis and Leanne Tasker representing Cruzn the Bay item 7.4a refers. 7

· Noreen Jordan representing Kaikohe A&P item 7.4b refers. 7

· Scarlet Mokaraka representing Kairākau Arahi item 7.4c refers. 7

· Representative from Life Education Trust item 7.4d refers. 7

· May Nicholson representing Ngapuhi Hokianga ki te Raki item 7.4f refers. 7

6 Te Whakaaetanga o Ngā Meneti o Mua / Confirmation of Previous Minutes. 8

6.1 Confirmation of Previous Minutes. 8

7 Ngā Pūrongo / Reports. 14

7.1 Setting of 2024 Meeting Schedule. 14

7.2 Establish a Kaikohe Ride for Life Committee. 21

7.3 Kaikohe-Hokianga Community Board 2024-2027 Footpath Programme Priority. 33

7.4 Project Funding Reports. 36

7.5 Funding Applications. 49

8 Ngā Pūrongo Taipitopito / Information Reports. 109

8.1 Hokianga Ferry Liaison Group - Meeting 14th September 2023. 109

8.2 History and current usage of Rawene Recreation Reserve Domain. 114

8.3 Kaikohe-Hokianga Community Board November Open Resolution Report 186

9 Karakia Whakamutunga / Closing Prayer 188

10 Te Kapinga Hui / Meeting Close. 188

7 Ngā Pūrongo / Reports

7.1 Setting of 2024 Meeting Schedule

File Number: A4467080

Author: Imrie Dunn, Democracy Advisor

Authoriser: Casey Gannon, Manager - Democracy Services

Purpose of the Report

To allow the Community Board to set their meeting dates for the 2024 calendar year.

Executive Summary

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

· The report recommends that the Kaikohe-Hokianga Community Board meet 4-weekly.

· The Community Board meetings will now be held on Friday.

Recommendation

That the Kaikohe-Hokianga Community Board:

a) adopt the following meeting dates for the 2024 calendar year:

· 16 February 2024

· 22 March 2024

· 19 April 2024

· 17 May 2024

· 21 June 2024

· 19 July 2024

· 16 August 2024

· 20 September 2024

· 25 October 2024

· 22 November 2024

· 20 December 2024

b) and delegates to Chair Chicky Rudkin authority to change the meeting dates.

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.

Community Boards are required to set their own meeting dates.

2) Discussion and Options

This report recommends that Kaikohe-Hokianga Community Board meet on Fridays, 4 weekly when possible.

· 22 March – 5 weekly – to avoid a clash with Council

· 20 September – 5 weekly – to avoid a clash with Council

· 25 October – 5 weekly – to avoid a clash with Council

The 2024 formal meeting calendar proposed to Council is that Council and Committee meetings would be held on a 4 weekly rotation and that Te Miromiro – Assurance, Risk and Finance would be held 6 weekly. As part of the Formal Meeting Calendar adoption by Council reserve dates have been set aside for workshops.

The proposed Community Board meeting dates are considered in the Council 2024 formal meeting calendar. 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 Kaikohe-Hokianga Community Board meetings for the 2024 calendar year.

3) Financial Implications and Budgetary Provision

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

Attachments

1. Community Board 2024 Meeting Calendar - A4467584 ⇩

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.

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. Meetings are not scheduled on significant dates ie Waitangi Day, Matariki or He Whakaputanga.
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 CFO has not reviewed this report.

7.2 Establish a Kaikohe Ride for Life Committee

File Number: A4223775

Author: Marlema Baker, Democracy Advisor

Authoriser: Casey Gannon, Manager - Democracy Services

Purpose of the Report

This report seeks for formally establish a community board sub-committee known as the Kaikohe Ride For Life Committee.

Executive Summary

· At the Kaikohe Ride for Life meeting held 18 October 2023 staff presented information to inform the discussions on whether the Kaikohe Ride for Life Working Party remain as is or becomes a formal sub-committee of the Kaikohe-Hokianga Community Board.

· Present at that meeting were: Jay Hepi (Chair), Chicky Rudkin (Chair – Kaikohe-Hokianga Community Board), community members James Stevens, Roger Floyed, Linda Bracken (Kaikohe Business Association) Arthur Webber (Solomon Group), Craig Crawford (ACC), Maree Kilkolly (Waka Kotahi).

· The Kaikohe Ride For Life Working Party voted in favour of becoming a sub-committee of the Kaikohe-Hokianga Community Board, therefore, this report seeks for formally establish a community board sub-committee known as the Kaikohe Ride For Life Committee.

· Terms of Reference will be drafted and adopted by the Kaikohe Ride For Life Committee at their first meeting.

Recommendation

That the Kaikohe-Hokianga Community Board formally establish the Kaikohe Ride For Life Committee (KRFLC).

1) Background

On 5 April 2023 a Kaikohe Ride for Life Working Group meeting was held at the Far North District Council to discuss creating an action plan with the possibility of providing a graduating plan for motor-cross/motor-bike riders of Kaikohe where bikers can graduate from bike tracks and support is provided for them to obtain licenses.

Attendees included Far North District Council (FNDC) representatives Kahika/Mayor Moko Tepania, Chicky Rudkin (Chair - Kaikohe-Hokianga Community Board) and Taniora Herewini (EA to the Mayor), as well as key community stakeholders; Jay Hepi, Paparangi Pirini, Arthur Webber, Craig Crawford, Linda Bracken, Maree Killkolly and Roger Floyd.

Since 5 April 2023 the working party have further defined their purposes as described below:

· Focus on solutions to address the inappropriate and dangerous bike riding issues in Kaikohe for the riders and the whole community.

· Support initiatives that support rangatahi – guide, re-direct, create opportunities to upskill, showcase and provide an exciting, safe space to ride and train (motocross and push bikes).

· Support the wellbeing of whanau kātoa in our community – alleviating the concerns about risky and rebellious behaviour that impacts on community.

· Adopt a proactive approach to prevent accidents, possible deaths, vigilante behaviour, promote health and safety on our roads, use of bike helmets, safety of community.

Minutes for all meetings held to date are attached:

· 5 April 2023 (Attachment 1)

· 27 April 2023 (Attachment 2)

· 27 September 2023 (Attachment 3)

· 18 October 2023 (Attachment 4)

2) Discussion and Options

Far North District Councils Standing Orders (adopted September 2023) Section 7.1 Appointment of Committees and Subcommittees states;

A council may appoint the committees, subcommittees, and other subordinate decision-making bodies that it considers appropriate. A committee may appoint the subcommittees that it considers appropriate, unless it is prohibited from doing so by the council. (cl. 30(1) & (2), Schedule 7, LGA 2002)

The working party’s decision to become a formal subcommittee of the Kaikohe-Hokianga Community Board will enable them to access Far North District Council administrative and technical staff support and resourcing as well as escalate their recommendations to Council via the Community Board.

Far North District Councils Standing Orders (adopted September 2023) Section 7.4 Elected Members on Committees and Subcommittees paragraph 2 states;

….In the case of a committee established by a community board at least one member must be a member of that board. A staff member of the local authority, in the course of their employment, can be a member of a subcommittee but not a committee. (cl. 31(4) Schedule 7, LGA 2002)

Kaikohe-Hokianga Community Board Chair Chicky Rudkin has attended working party meetings and will continue supporting and attending the sub-committee meetings. Fellow Kaikohe subdivision members Mike Edmonds and Trinity Edwards are also welcome to attend and support.

Reason for the recommendation

Establishment of a committee or sub-committee of Council requires a formal report to the community Board to enable the discussions to continue.

3) Financial Implications and Budgetary Provision

There are no financial implications or need for budgetary provisions as a result of this report however Kahika/Mayor Moko Tepania and Board Chair Chicky Rudkin were to meet and discuss funding support from the Kaikohe-Hokianga Community Board for the Kaikohe Ride for Life initiatives.

Attachments

1. Minutes - Kaikohe Ride for Life Working Group 05.04.23 - A4472898 ⇩

2. Minutes - Kaikohe Ride for Life Working Group 26.04.23 - A4472899 ⇩

3. Minutes - Kaikohe Ride for Life Working Group 27.09.23 - A4472902 ⇩

4. Minutes - Kaikohe Ride for Life Working Group 18.10.23 - A4472903 ⇩

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.

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 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.	Formalising the work of the Community Board Working Party will help to build efficiencies in Council’s elected representation.
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 Community Board Chairperson’s have been included in discussions to date as spokespersons for their respective Boards.
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 issue affects all residents of the Far North.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	There are no ‘affected’ persons.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

7.3 Kaikohe-Hokianga Community Board 2024-2027 Footpath Programme Priority

File Number: A4466765

Author: Elizabeth Stacey, NTA Road Safety and Traffic Engineer

Authoriser: Andy Finch, District Engineer

Take Pūrongo / Purpose of the Report

The purpose of this report is to document the footpath programme decisions made by the Community Board in workshop session for inclusion in the 2024-2027 draft Long Term Plan.

WhakarĀpopoto matua / Executive Summary

· The Kaikohe-Hokianga Community Board have prioritised locations for the draft 2024-2027 Unsubsidised and Community Board funded for the footpath program. Staff have compiled this list of locations for confirmation by the Board.

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board:

a) Receive the report Kaikohe-Hokianga Community Board 2024-2027 Footpath Programme Priority report; and

b) Confirm the listed locations for inclusion in the draft 2024-2027 Long Term Plan.

1) TĀhuhu kŌrero / Background

As part of developing the draft 2024-2027 Long Term Plan (LTP), staff has met with the Board to discuss the current programmed footpath projects and the Boards priority list for funding. In developing the 2021-2024 footpath programme, the Board selected projects in excess of available funding in order to inform the communities priorities for future years.

The Board has met through a workshop session and prioritised the following list of footpaths, shown as Table 1, for inclusion in the draft 2024-2027 LTP. Inclusion in the draft LTP does not guarantee subsidy from Waka Kotahi or the availability of unsubsidized funds. In considering the 24-27 LTP, it was assumed that footpaths would be funded at the same amount as the 2021-2024 LTP. In the event additional funding is secured the Board will have the opportunity to consider the selection of additional projects.

Project	Area	Estimate	Comments
Manning Street - #54 to Existing	Rawene	$420,000	Concept Design complete
Koutu Point Rd: Kura to Koutu Loop Road	Opononi	$240,000	Full Design complete
Recreation Road – Gap @ Lindvart Park	Kaikohe	$60,000	Infill gap at park
SH 12: Resevoir Rd to Showgrounds	Kaikohe	$1,880,000	Construct at minimum 2.5m shared path width

Table 1

As part of the design phase of the 21-24 footpath programme, cost estimates and the scope of work have been refined for all projects. As a result of additional investigation the following project has been removed from the Board’s list of projects for consideration:

· Horeke Road: Existing footpath to School

The concept plans for this project has been developed by staff will be utilised to seek funding from alternative sources. Additionally, staff have requested that consideration be given to renewal/widening of the existing footpath in Horeke. Plans for the project will be shared with Pou Heranga Tai/Twin Coast Cycle Trail Trust.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The NTA will use the list of funding priorities provided by the Board to inform the draft 2024-2027

LTP. Staff will regularly update the Board as to progress to construction as well as any additional

funding opportunities to supplement the footpath programme funding.

Options:

Option 1: The Community Board may receive this report and confirm the locations listed in Table

1 for inclusion in the 2024-2027 LTP. This option is consistent with the priority list developed by

the Board during the 2021-2024 funding cycle.

Option 2: The Community Board may receive this report and amend the locations listed in Table 1

for inclusion in the 2024-2027 LTP. Any amendments will require additional investigation to

determine the draft budget for that location.

Option 3: The Community Board may reject this report and conduct a follow up workshop to

determine new footpath priorities. This option is not recommended due to the timelines for the

draft 2024-2027 LTP development.

The recommended option is Option 1.

Next Steps

Once the Kaikohe-Hokianga Board’s footpath programme is confirmed by the Board the

projects will be included in the draft 2024-2027 LTP for funding consideration by Waka Kotahi and

the Far North District Council.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

The Recommendation is arising from a workshop session held with the Kaikohe-Hokianga Community Board and is consistent with the Board’s footpath prioritisation for the 2021-2024 LTP.

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

The list of prioritised footpaths will be included in the 2024-2027 Draft LTP for funding consideration. Final funding amounts will be determined by Waka Kotahi and Council.

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	Significance has been determined as “Low” under Councils Significance and Engagement Policy.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Land Transport Act 1998 FNDC Footpath Policy #5004
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 Board views were sought in development of the prioritisation list.
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 direct 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).	N/A
State the financial implications and where budgetary provisions have been made to support this decision.	This list puts forward projects for consideration in the 2024-2027 LTP. This decision does not commit Council or Waka Kotahi funding.
Chief Financial Officer review.	The CFO has not reviewed this report.

7.4 Project Funding Reports

File Number: A4465097

Author: Kathryn Trewin, Funding Advisor

Authoriser: Scott May, Manager - Stakeholder Relationships

Take Pūrongo / Purpose of the Report

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

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board note the project report received from:

a) Hokianga Country Music Festival

b) Onam 2023

c) R Tucker Thompson

d) Rau Marama Trust

e) Whatu Creative

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 TŪHOTUNGA / REASON FOR THE RECCOMENDATION

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. Hokianga Country Music Festival - A4465083 ⇩

2. Onam 2023 - A4465084 ⇩

3. R Tucker Thompson - A4465085 ⇩

4. Rau Marama Trust - A4465082 ⇩

5. Whatu Creative - A4465086 ⇩

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.

7.5 Funding Applications

File Number: A4461863

Author: Kathryn Trewin, Funding Advisor

Authoriser: Scott May, Manager - Stakeholder Relationships

Take Pūrongo / Purpose of the Report

This report summarises the applications received for the Local Community Grant funding to enable the Kaikohe-Hokianga Community Board to determine which applications will receive funding at the November 2023 meeting.

WhakarĀpopoto matua / Executive Summary

· The Board has $22,596 available to be granted from its Community Grant Funding.

· The Board also has $82,150 of Placemaking Funding to allocate during the 2023/24 financial year

· Seven new applications for funding have been received, requesting a total of $120,575

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board

a) approves the sum $1,500 (plus GST if application) to be paid from the Board’s Community Fund account to Cruzn the Bay for Cruzn the Bay 2024, to support the following Community Outcomes:

i) Proud, vibrant communities.

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

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board

b) approves the sum $1,000 (plus GST if application) to be paid from the Board’s Community Fund account to Kaikohe A&P Association for reducing the cost for children’s rides, to support the following Community Outcomes:

i) Proud, vibrant communities.

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

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board

c) approves the sum $10,000 (plus GST if application) to be paid from the Board’s Placemaking Fund account to Kairākau Ārahi for community services wraparound event, to support the following Community Outcomes:

i) Proud, vibrant communities.

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

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board

d) approves the sum $1,500 (plus GST if application) to be paid from the Board’s Community Fund account to Life Education Trust for life education classes in the Kaikohe-Hokianga ward, to support the following Community Outcomes:

i) Proud, vibrant communities.

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

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board

e) approves the sum $520 (plus GST if application) to be paid from the Board’s Community Fund account to Manaki Tinana Trust for venue hire for senior fitness classes in Rawene, to support the following Community Outcomes:

i) Proud, vibrant communities.

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

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board

f) approves the sum $2,450 (plus GST if application) to be paid from the Board’s Community Fund account to Ngapuhi Hokianga ki te Raki for costs towards the community Christmas event at Umawera school, to support the following Community Outcomes:

i) Proud, vibrant communities.

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

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board

g) approves the sum $2,000 (plus GST if application) to be paid from the Board’s Community Fund account to Ohaeawai Taiamai Residents and Ratepayers Association for 2023 Community Christmas event, to support the following Community Outcomes:

i) Proud, vibrant communities.

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

1) TĀhuhu kŌrero / Background

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant and Project	Requested	Recommend	Comments	Type
Cruzn the Bay 2024	$41,497	$1,500	This is the second year of this event, which is trying to grow and become an established event in the Far North district. The organiser is planning on a visit across to the Kaikohe, similar to the successful event held in Memorial Park in 2023.	Event
Kaikohe A&P Show – children’s rides	$5,000	$1,000	The applicant is seeking funds to allow the children’s rides to be free at the show.	Event
Kairakau Arahi – Community service wraparound event	$52,108	$10,000	The applicant is organising a multi-day community service wraparound event to help the community and social service and funding providers to be in one place to maximise connections and accessibility.	Social
Life Education Trust	$15,530	$1,500	The applicant is seeking funding to cover operating expenditure of the trust accessing remote communities within the ward.	Social
Manaki Tinana – hall hire for community exercise classes	$1,040	$520	The applicant has asked for funds to cover the cost of hall hire for senior exercise classes in Rawene Hall. They have asked for 100% of the hire costs.	Social
Ngapuhi Hokianga Kite Raki – Christmas event	$3,400	$2,450	The applicant has applied for funds for a Christmas event in the Umawera area for North Hokianga schools, but has provided no quotes at the time of report writing. The application is also for more than 50% of the anticipated costs.	Event
Ohaeawai Taiamai Residents and Ratepayers – Christmas Event	$2,000	$2,000	The applicant is applying for costs towards the cost of putting on a Christmas event in Ohaeawai on 9 December.	Event

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

The applicants are required to complete a standard application form and provide supporting information.

For each application the Board has three options.

Option 1 Authorise funding for the full amount requested.

Option 2 Authorise partial funding.

Option 3 Decline funding.

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

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

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

Āpitihanga / Attachments

1. Cruzn the Bay - A4465269 ⇩

2. Kaikohe A&P Association - A4465271 ⇩

3. Kairakau Arahi - A4465275 ⇩

4. Life Education Trust - A4465270 ⇩

5. Manaki Tinana Trust - A4465274 ⇩

6. Ngapuhi Hokianga Kite Raki - A4465273 ⇩

7. Ohaeawai Taiamai Residents and Ratepayers - A4465272 ⇩

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.	There are no implications for Māori in relation to land and/or water.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

8.2 History and current usage of Rawene Recreation Reserve Domain

File Number: A4235866

Author: Michelle Rockell, Property Support Officer

Authoriser: Kevin Johnson, Group Manager - Delivery and Operations

Take Pūrongo / Purpose of the Report

To provide the Kaikohe – Hokianga Community Board with historic and current information on current occupancy of Rawene Domain, Recreation Reserve Section 4 & 5 Block XIV Mangamuka SD.

WhakarĀpopoto matua / Executive Summary

· Rawene Domain sections 4 & 5 are currently occupied by three community groups, Hokianga Sailing Trust, Hokianga Treks 4 Kids and Hokianga Community Gym.

· Hokianga Sailing Trust holds a lease over of section 4 and part section 5, with final expiry April 2033.

· Hokianga Treks 4 Kids and Hokianga Community Gym are community groups located within the Hokianga Sailing Trust leased area, however they do not have any formal agreements in place.

· Hokianga Mens Shed and Hokianga Bike Club have formally requested to occupy part of the Domain.

· Hokianga Sailing Trust has requested that Council remove Hokianga Treks 4 Kids from their leased area as Hokianga Community Gym wish to expand their building into the horse arena space.

· Kaikohe – Hokianga Community Board nominated Rawene Domain for the development of the first Reserve Management Plan for the ward on 27^th September 2023.

· A Geotech report of the site will be carried out and a concept plan of the Reserve will be developed by FNDC staff.

· Supporting Rawene Reserve development is one of the Community Board Top 10 priorities in their Strategic Plan.

tŪtohunga / Recommendation

That the Kaikohe – Hokianga Community Board receives the report ‘History and current usage of Rawene Recreation Reserve Domain’.

1) TĀhuhu kŌrero / Background

The Rawene Domain Recreation Reserve area currently bein used by community groups is located on the Eastern side of Rawene and compromised of Sections 4 & 5 Block XIV Mangamuka SD. Sections 4 & 5 neighbours a large Recreation Reserve (Section 6), a Te Kohanga Reo and the Hokianga Bowling Club.

Image below shows Hokianga Sailing Trust leased area outlined in red.

Current occupants of the Reserve (Sections 4 & part section 5):

· Hokianga Sailing Trust – lease holders of part Sections 4 & 5.

· Hokianga Treks 4 Kids – owner of the horse arena located inside the leased area. They do not have a formal agreement to use Sections 4 & 5.

· Hokianga Community Gym – they occupy half of the Hokianga Sailing Trusts shed and wish to expand. They do not have a formal lease agreement to use Sections 4 & 5.

· Rawene Waste Management Centre – located on the south side of the Hokianga Community Gym.

Community groups with interest to use the Reserve:

· Hokianga Mens Shed – wish to establish a Mens Shed on the Reserve and have formalised this request with FNDC staff.

· Hokianga Bike Club – wish to establish a pump/bike track along the Reserve.

A timeline for the below events can be found attached to this report.

BACKGROUND

Hokianga Sailing Trust

A ground lease was granted to Hokianga Sailing Trust over Sections 4 & Part Section 5 Rawene Domain in May 2013 to be used for the following purposes: the local sailing and boating club, storage for the Hokianga Volunteer Coastguards rescue boat and 4-wheel drive towing vehicle, the Rawene school sailing programme and as a workshop space for repairs and maintenance for these groups. A shed was to be placed on site to carry out these activities.

Two variations of the lease occurred:

· September 2015: A variation of the leased area was completed to include an additional portion of land where the shed was to be located.

· May 2016: The words “physical training purposes” were added to clause 13 of the lease.

The lease expires in 30 April 2033.

The shed is owned by Hokianga Sailing Trust and is currently divided into two spaces: one being used by Hokianga Sailing Trust and the other by Hokianga Community Gym. Council staff have been informed that use of half the shed is adequate for the Hokianga Sailing Trust current needs.

Hokianga Sailing Trust wish to relocate to below Clendon House, along Clendon Esplanade, pending approval and consents, to build a replica of the old Sailing Club pier that used to be in this location. Work is underway to progress this and is pending Lottery funding for feasibility study – they have indicated they will still need to retain some storage space at the Rawene Domain.

The Hokianga Sailing Trust are widely supported by the community of Rawene.

Hokianga Treks 4 Kids

Hokianga Treks 4 Kids was established in 2006 and became a charitable trust in 2008. Hokianga Treks 4 Kids has occupied Section 4 Rawene Domain since 2008 via a well-established horse arena that was built by the group and funded in part by the Kaikohe - Hokianga Community Board in 2013. Hokianga Treks 4 Kids has never had any formal agreement for use of this area with FNDC, however there is an understanding that previous FNDC staff granted Hokianga Treks 4 Kids permission to place the horse arena in this location.

The horse arena is located within the Hokianga Sailing Trust leased area – however, the arena was established prior to the granting of a lease to Hokianga Sailing Trust. FNDC staff are unaware why it was included in the Hokianga Sailing Trust leased area and can only be explained by staff oversight of what was already established on the land.

In 2010, Hokianga Treks 4 Kids was granted use of part of the old rugby sheds (toilet block) which are used for storage. There is no formal agreement in place, however it is understood that this was informally granted by FNDC staff.

Hokianga Treks 4 Kids currently holds a Licence to Occupy to graze the large back portion (Section 6 & 7) of the Rawene Domain. The Licence expires in December 2023, and has provision to renew for a further 364 days.

Hokianga Treks 4 Kids provides horse riding lessons to the tamariki of Rawene and the driving force and committee behind Hokianga Treks 4 Kids, are widely supported by the Rawene community. They were responsible for the demolishing of the Rugby Club building that was once located on the Rawene Domain and maintain the stop banks adjacent to the Domain. Furthermore, the Hokianga Bowling Club is what it is today, thanks to the support from the Chairman who runs Hokianga Treks 4 Kids.

Hokianga Community Gym

Upon the granting of the lease to Hokianga Sailing Trust, part of the shed was occupied by Hokianga Kyokusin Karate Club. In April 2019, the Hokianga Community Gym moved into this gym space.

The Kaikohe-Hokianga Community Board supported the Hokianga Community Gym moving into the shed and establishing the gym. The pre-existing Rawene Rugby Club building (now demolished) contained a gym and on this basis it was considered that the change of use to incorporate the gym into the sailing trust shed has existing use rights and there is no need to assess it as a new activity subject to district plan rules.

Hokianga Community Gym has received various funding grants from the Kaikohe-Hokianga Community Board and now wish to expand their operation by building a new gym facility within the Hokianga Sailing Trusts leased area. This new proposed build will extend across the current location of the horse arena and will include a tennis court, cardio and weights room, indoor play courts, outdoor basketball court, a playground and picnic area.

Hokianga Community Gym has formally requested a new lease over part of the Rawene Domain.

Hokianga Community Gym have the support of both Hokianga Sailing Trust and the Kaikohe-Hokianga Community Board.

Hokianga Mens Shed

Hokianga Mens Shed were initially interested in placing 1-3 storage containers within the Hokianga Sailing Trust leased area, whom as the lease holders gave their permission. Further discussions with FNDC staff and current users of the Rawene Domain, regarding the potential use of other areas of the Reserve, have concluded in the Hokianga Mens Shed applying for a Licence to Occupy over any suitable site in the Reserve.

They are also open to other locations within the Rawene locality if available.

Hokianga Bike Club

The pump track was initially established prior to Covid south of the Hokianga Sailing Trust shed, though the design was not suitable and therefore not rideable. Confusion with the lease arrangements between the Hokianga Sailing Trust and Hokianga Treks 4 Kids have brought the redevelopment of the track to a standstill.

Hokianga Bike Club wish to apply for a Licence to Occupy of any area of the Reserve near to the current pump track or in proximity. The pump track is in the Kaikohe – Hokianga Community Board Strategic Plan and is priority item in the Community Board’s Strategic Plan Top 10 priorities, for the Long Term Plan.

CURRENT DEVELOPMENTS

9^th February 2023

A meeting was held with all concerned community groups, FNDC staff and representative of the Kaikohe – Hokianga Community Board.

During this meeting, Hokianga Sailing Trust representatives indicated it was agreeable to entering subleases for Hokianga Community Gym, Hokianga Mens Shed and Hokianga Treks 4 Kids.

The Hokianga Sailing Trust has been presented with various options to utilise the leased area, including a Licence to Occupy or sublease to Hokianga Treks 4 Kids, a sublease to Hokianga Community Gym and a Licence to Occupy to Hokianga Mens Shed.

FNDC staff had reiterated to all community groups that a focus was needed on resolving the immediate issues at hand such as, short term arrangements for the current lease so all stakeholders can have certainty of tenure, legitimise the current usage, and that long term developments would be best developed once a current fit for purpose agreement was decided upon.

It is noted that, FNDC staff questioned if there was too much activity and usage in the leased space. Overall capacity is limited.

28th March 2023

A letter was presented to FNDC staff from Hokianga Sailing Trust requesting that:

· Hokianga Treks 4 Kids be removed from the leased area as soon as possible and within six months of the letter, and,

· Hokianga Treks 4 Kids cease use of the toilet block and old rugby shed, which is included within the Hokianga Sailing Trust leased area, as soon as possible and within six months of the letter.

· They believe that as Hokianga Treks 4 Kids hold a Licence to Occupy for grazing for the Rawene Domain area outside of their leased area, that this is suitable for the horse arena to be relocated to.

· Hokianga Sailing Trust stated that they support Hokianga Mens Shed and Hokianga Community Gym to establish and expand within the leased area. This creates increased demand for building space on higher ground (current location of the horse arena), increased demand for use of the available land area for other community exercise and recreation activities and parking requirements.

21^st April 2023

Hokianga Sailing Trust, Hokianga Mens Shed and Hokianga Community Gym presented a proposal for the development of Rawene Domain. This is a collaborative project of the three groups to develop a community recreation hub. This was delivered to the Kaikohe-Hokianga Community Board for their consideration in the Strategic Plan by the Community Board Co-ordinator. See attached.

5^th September 2023

A meeting was held with Hokianga Sailing Trust, Hokianga Treks 4 Kids, Hokianga Community Gym, FNDC staff and a representative of the Kaikohe – Hokianga Community Board to propose a solution to the current use of the Hokianga Sailing Trust leased area.

Hokianga Sailing Trust were firm in their stance of wanting the horse arena removed from the leased area to allow the gym more space to build and expand their current facilities.

Two options of relocation for the horse arena were presented to Hokianga Treks 4 Kids:

· The south side of the Rawene Domain, Section 7 Block XIV Mangamuka SD, located by the Rawene Primary School. Hokianga Treks 4 Kids stated that this location was not suitable due to lack of space, parking, water and toilets for the tamariki. It also requires earthworks to provide a flat, elevated surface plus drainage.

· The (currently unused) pump track to the right-hand side of the shed. This option provides a flat surface that is half the size of that required for a horse arena. Hokianga Treks 4 Kids is open to relocating to this space should it be a possibility.

The second option would mean that a new pump track would need to be developed for the Hokianga Bike Club.

27^th September 2023

Kaikohe – Hokianga Community Board nominated Rawene Domain for the development of the first Reserve Management Plan for the ward.

Funding was allocated to carry out a Geotech/engineering assessment of the Recreation Reserve Domain to determine where each proposed activity is best suited. This will provide input into a concept plan of the Domain, to be developed by FNDC staff.

7^th November 2023

FNDC staff have scheduled a meeting with the current and user groups plus the Mens Shed group, and a KHCB representative to discuss next steps.

Other Information

Hokianga Community Gym engaged with AKAU in November 2022 to develop a Draft Plan for a Community Recreational Hub. This Draft Plan included a new gym facility and flexible external space to use for an array of activities (ref attached). Both the horse arena and Mens Shed were included in the Draft Plan. This has not progressed due to the report being inadequate.

The old rugby ablution/storage building is owned by FNDC and included within the leased area. There are 3 toilets/changing rooms and two storage rooms. The storage rooms are used by Hokianga Treks 4 Kids and have access to one toilet. The other toilets/changing rooms are used by Hokianga Community Gym and are locked to the public, though they can gain access via a key located inside the gym. These toilets, as per the lease with Hokianga Sailing Trust, should be open for public access.

Reserve Management Plan

There is no current Reserve Management Plan in place for Rawene Domain. Any future buildings need to meet Resource Consent and Building Standards and identify potential flooding hazards in the area.

Recreation reserves are created and are to be managed ‘for the purpose of providing areas for the recreation and sporting activities and the physical welfare and enjoyment of the public, and for the protection of the natural environment and beauty of the countryside, with emphasis on the retention of open spaces and on outdoor recreational activities, including recreational tracks in the countryside’. All new buildings shall be directly for, or ancillary to, the principal recreational activities on the site.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Differences between the groups have provided a challenge in establishing use of the leased area. Over the course of a year, FNDC staff have presented various options to all parties, but no outcomes have been reached.

With the Domain now being nominated for a Reserve Management Plan as priority, FNDC staff believe it is best to hold off on any new agreements of use of the area until a concept plan has been developed and adopted. A concept plan can be developed as part of the RMP process.

Sections 4 & 5 Block XIV Mangamuka SD and possibly other Rawene recreation reserve areas (pending any appropriate processes) will be assessed via a Geotech engineering report to assess the suitability of land usages and capability of construction.

With the input of the Rawene community via public consultation and engagement with Hapu,, FNDC staff can confidently create a concept plan for the Domain that is best suited to the terrain of the Reserve. It is also noted that the playground equipment from the previous (prior to the upgrade) Memorial Park, Kaikohe, has been allocated for use at this Reserve.

It is important to note that the current location of the Waste Management Recycling Centre is not optimal and relocation, if possible, should be considered.

Hokianga Sailing Trust Lease – points to note:

· Hokianga Sailing Trust is the only party contributing to the annual rental fee.

· Hokianga Community Gym currently operates 24/7. These hours are not consistent with the provisions of the lease.

· Hokianga Sailing Trust has exclusive possession of the Land for no more than 40 days in any one time of the Term, but for no more than 6 consecutive days at a time.

· Toilet facilities must be made available to all persons, members or not, when the Land is open for use.

· The Land and lease are subject to the Reserves Act 1977.

· All building work requires prior council written approval and building consent.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

Over the past year, FNDC staff have received various plans and suggestions of use from the current and potential users of the Rawene Domain.

Due to the lack of some documentation and existing verbal agreements, it has proven very difficult to come to an agreement of use between all parties.

Carrying out a Geotech engineering report will determine what activities are best suited to each part of the Reserve area.

Waiting until a concept plan has been developed with the input of the local community will allow FNDC staff to support a vibrant recreation hub that satisfies all users and ensure all user agreements are documented to prevent future confusion. This will provide clarity to Hokianga Treks 4 Kids, Hokianga Community Gym, Hokianga Sailing Trust, Hokianga Mens Shed and Hokianga Bike Club.

Should the Hokianga Sailing Trust leased area be affected by the concept plan, this should be rectified via a variation to the leased area.

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

The Kaikohe – Hokianga Community Board has committed funds towards a Geo tech engineering report to determine the suitability of the land.

Ensuring FNDC Fees and Charges for new leases are invoiced will contribute to the costs of public consultation where needed.

Āpitihanga / Attachments

1. Lease Rawene Domain Hokianga Sailing Club (Fully executed 2015) - A1542698 ⇩

2. Variation of lease - executed Sept 2015 - A1625423 ⇩

3. Proposal for a community recreation hub at Rawene Domain 21.04.2023 - A4251082 ⇩

4. AKAU_Rawene Community Recreational Hub Summary Report_REV A - A4251265 ⇩

5. Licence to Occupy Reserve fully executed (Treks 4 Kids) with map - A1542668 ⇩

6. Agreement to Occupy Rawene Domain January 2023 Hokianga Treks 4 Kids fully executed - A4046317 ⇩

7. Rawene Domain timeline 2008-2023 new - A4433333 ⇩

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	Medium
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	FNDC Parks and Reserves Policy 2022 Reserves Act 1977 FNDC Fees and Charges 2023
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.	Local relevance only. Delegation to the Kaikohe - Hokianga Community Board 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.
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.	Engagement and collaboration with Hapu as key stakeholders in this process will be undertaken and is a priority.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	Public consultation and Hapu consultation will be progressed as per the Reserves Act 1977 and the FNDC Engagement Policy as part of the development of the concept plan and Reserve Management Plan. This will allow us to identify any people or groups who may be affected or have interest in the matter.
State the financial implications and where budgetary provisions have been made to support this decision.	The parts of the Reserve that are not under user agreements will need to be maintained by Council through the inclusion of the Community Services contract.
Chief Financial Officer review.	The Chief Financial Officer will review this report.