Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

16 February 2024

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:

Friday 16 February 2024 at 10:00am

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

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

6.1 Confirmation of Previous Minutes. 8

7 Ngā Pūrongo / Reports. 13

7.1 Chairperson and Members Reports. 13

7.2 Establish a Kaikohe Ride for Life Committee. 24

7.3 Road Naming - 43 Manning Street, Rawene. 38

7.4 Project Funding Reports. 42

7.5 Funding Applications. 46

8 Ngā Pūrongo Taipitopito / Information Reports. 92

8.1 Hokianga Ferry Liaison Group - Meeting 7th December 2023. 92

8.2 Summary of Applications July - December 2023. 97

8.3 Kaikohe-Hokianga Community Board February Open Resolution Report 101

9 Karakia Whakamutunga / Closing Prayer. 103

10 Te Kapinga Hui / Meeting Close. 103

Kaikohe-Hokianga Community Board Meeting Agenda

16 February 2024

7 Ngā Pūrongo / Reports

7.1 Chairperson and Members Reports

File Number: A4536021

Author: Imrie Dunn, Democracy Advisor

Authoriser: Casey Gannon, Manager - Democracy Services

TE TAKE PŪRONGO / Purpose of the Report

The report provides feedback to the community on matters of interest or concern to the Community Board.

NGĀ TŪTOHUNGA / Recommendation

That the Kaikohe-Hokianga Community Board note the February 2024 member report from Chairperson Chicky Rudkin, Deputy Chair Tanya Filia and Members Trinity Edwards, and Jessie McVeagh

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.

TE MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

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 report from the Chairperson and members are attached.

Resource Consents have been emailed to community board members. Members have five days to send feedback in relation to a resource consent. Members will be expected to include these details in their member reports going forward.

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.

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

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

ngĀ Āpitihanga / Attachments

1. Chairperson Rudkin and Member Edwards February 2024 report - A4555193 ⇩

2. Deputy Chair Member Filia February 2024 report - A4557370 ⇩

3. Member McVeagh February 2024 report - A4555195 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

16 February 2024

7.2 Establish a Kaikohe Ride for Life Committee

File Number: A4504267

Author: Imrie Dunn, Democracy Advisor

Authoriser: Casey Gannon, Manager - Democracy Services

Purpose of the Report

This report is to acknowledge the Kaikohe Ride For Life Group will remain a Working Group

Executive Summary

· At the Kaikohe Ride for Life meeting held 24 January 2024, Kaikohe Ride For Life Group have decided to remain a working group, and no longer wish to form committee under the Kaikohe-Hokianga Community Board.

· 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.

· At the 22 November 2023 Kaikohe-Hokianga Community Board meeting the Establish a Kaikohe Ride for Life Committee report was left to lie on the table.

Recommendation

That the Kaikohe-Hokianga Community Board:

a) uplift the Establish a Ride for Life Committee report; and,

b) acknowledge the Kaikohe Ride for Life Group will remain a Working Group.

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)

· 24 January 2024 (Attachment 5)

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 ⇩

5. Minutes - Kaikohe Ride for Life Working Group 24.01.24 - A4558003 ⇩

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 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.

Kaikohe-Hokianga Community Board Meeting Agenda

16 February 2024

7.3 Road Naming - 43 Manning Street, Rawene

File Number: A4510030

Author: Eden Ramsay, NTA - Finance and Customer Services Administrator

Authoriser: Andy Finch, District Engineer

Take Pūrongo / Purpose of the Report

To seek approval from the Kaikohe-Hokianga Community Board to officially name a private road.

WhakarĀpopoto matua / Executive Summary

A road naming application to name a private road addressed at 43 Manning Street, Rawene was received. Community Boards have delegated authority to allocate names for previously unnamed local roads, reserves and other community facilities.

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board, pursuant to Council’s Naming Policy, name a private road addressed at 43 Manning Street, Rawene “Kōrari Place”.

1) TĀhuhu kŌrero / Background

Udo Rupprecht, owner of 43 Manning Street, submitted a road naming application on the 25^th October 2023. The road was concreted and improved as part of subdivision at the southern boundary, and now the owners would like it to be named.

Within the application were three proposed road names: Kōrari Place, Nga Kōrari Place and Kōrari Close. The reason for these names is due to lines of flax that were planted almost the full length of the road. The applicant approached local hapu who informed Kōrari is a uniquely Northland word for flax.

With the application Udo submitted feedback received from property owners who will be affected by the naming of this road. The owners of 45 Manning Street stated in an email that their preference of names is Kōrari Place, the owners of 47 Manning Street stated they are happy with all three proposed names and do not have a preference. The owners of 49 Manning Street have legal access from Manning Street, so this road naming will not affect them.

Udo contacted Paeo of Ngati Kaharau via email for feedback on the proposed names. A response was received stating there is overwhelming support from Ngati Kaharau and Ngati Hau hapu on the use of the word Kōrari for the road name, stating they look forward to the day that it is installed and their kupu, kōrari seen and spoken.

The proposed names were sent to Land Information New Zealand via email for approval. A response was received stating all three names are acceptable to use in the area.

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2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The proposed road names are as follows:

1. Kōrari Place

2. Nga Kōrari Place

3. Kōrari Close

The Roading Team and Land Information NZ have no objections to the names suggested above.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

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

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

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

Āpitihanga / Attachments

1. Map - A4510071 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is the naming of a private road and is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	No district wide relevance and the Community Board have the delegated authority to approve road names.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	Ngati Kaharau and Ngati Hau hapu were consulted during the application 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).	Property owners of 45 & 47 Manning Street provided feedback on the proposed names. There are no other persons likely to be affected by the naming of this road.
State the financial implications and where budgetary provisions have been made to support this decision.	There will be no financial implications to Council relating to the installation of the road name sign (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

16 February 2024

7.4 Project Funding Reports

File Number: A4555213

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 Horeke Whānau Day

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. Horeke Whanau Day - A4556078 ⇩

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.

Kaikohe-Hokianga Community Board Meeting Agenda

16 February 2024

7.5 Funding Applications

File Number: A4555219

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 December 2023 meeting.

WhakarĀpopoto matua / Executive Summary

· The Board has $20.920.87 available to be granted from its Community Grant Funding.

· The Board also has $68,800 of Placemaking Funding to allocate during the 2023/24 financial year

· Five new applications for funding have been received, requesting a total of $31,087

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board approve the sum of $2,500 (plus GST if applicable) be paid from the Boards Community Fund account to Glass Ceiling Collective for the costs of the SparkLive show in the Kaikohe-Hokianga Ward, to meet the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board approve the sum of $3,000 (plus GST if applicable) be paid from the Boards Community Fund account to Hui Waiata Toi O Hokianga for the costs of the Hui Waiata Festival, to meet the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board approve the sum of $2,500 (plus GST if applicable) be paid from the Boards Community Fund account to Man vs Wild for the costs of the Man vs Wild Fishing Wananga, to meet the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board approve the sum of $7,000 (plus GST if applicable) be paid from the Boards Placemaking Fund account to Ōkaihau Whānau House for costs of fitout of the facility, to meet the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board approve the sum of $2,500 (plus GST if applicable) be paid from the Boards Community Fund account to Toi Tangata for the costs of the Te Hotu Manawa Māori Wananga, to meet the following Community Outcomes:

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

ii) Proud, vibrant communities

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
Glass Ceiling Collective - SparkLive	$5,432	$2,500	Glass Ceiling Arts Collective has created a multisensory theatre production, 'SparkLIVE' for audience members with profound and multiple learning disabilities, to enjoy with their support person or whānau member. This show is part of a tour.	Event
Hui Waiata Toi O Hokianga	$3,415	$3,000	This is for a weekend festival in Rawene celebrating Toi Māori. They received some funding from Creative Communities, but were unsuccessful when applying to the Regional Events Fund.	Event
Man vs Wild	$7,000	$2,500	The applicant appears to have applied for more funding than the cost of the event. This is a repeat event, which is quite successful, but the applicant has previously been advised that they needed to find funding from more sources than just the Board.	Event
Ōkaihau Whānau House – fitout	$9,928	$7,000	The applicant is seeking funding for the refurbishment of the building in Okaihau to open it as a community/whanau centre.	Infrastructure
Toi Tangata (Te Hotu Manawa Māori)	$5,000	$2,500	The wānanga series is an opportunity for whānau to learn about kai Māori its identification, properties, gathering, preparation, preservation and cooking using modern and traditional Māori cooking methods. This wānanga series is an expansion, and revision of the kaupapa ‘Ngā Kai a te Māori’ which took place in October 2022 at Waikarā marae led by Joe and Toi Tangata..	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. Glass Ceiling Arts Collective - A4556079 ⇩

2. Hui Waiata Toi O Hokianga - A4556076 ⇩

3. Man vs Wild - A4556077 ⇩

4. Okaihau Whanau House - A4556080 ⇩

5. Toi Tangata - A4556081 ⇩

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.

Kaikohe-Hokianga Community Board Meeting Agenda

16 February 2024

8 Ngā Pūrongo Taipitopito / Information Reports

8.1 Hokianga Ferry Liaison Group - Meeting 7th December 2023

File Number: A4540201

Author: Aaron Reilly, Lighting & Transport Operations Specialist

Authoriser: Andy Finch, District Engineer

TAKE PŪRONGO / Purpose of the Report

The purpose of the information report is to inform the Kaikohe – Hokianga Community Board of the meeting that was held with the Hokianga Ferry Liaison Group on 7^th December 2023 and provide a copy of the minutes to the Board.

WHAKARĀPOPOTO MATUA / Executive SummarY

· The Hokianga Ferry Liaison Group (HFLG) met on 7^th December 2023 in the Rawene and Districts Community Development (RAD) Centre in Rawene. A copy of the minutes is attached.

· The next HFLG meeting is scheduled for the 19^thof February 2024 in Rawene.

TŪTOHUNGA / Recommendation

That the Kaikohe-Hokianga Community Board receive the report Hokianga Ferry Liaison Group - Meeting 7th December 2023.

tĀHUHU KŌRERO / BackgrounD

The Hokianga Ferry Liaison Group (HFLG) is made up of stakeholders who represent key community interests in the Hokianga Ferry service. Northland Transportation Alliance (NTA) staff facilitate and attend the meetings to provide information and administrative support to the Group. Northland Ferries (the operator) also attend.

The HFLG meet on a quarterly basis, or on request by mutual agreement.

A copy of the draft meeting minutes held on 7^th December 2023 is attached (refer attachment 1).

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The HFLG meeting is scheduled for the 19^th of February 2024 and will be held in Rawene and Districts Community Development Centre.

A copy of the minutes will be provided to the Kaikohe-Hokianga Community Board meeting, together with a covering Information Report.

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

There are no financial implications or budgetary provisions associated with this information report.

Āpitihanga / Attachments

1. Attachment 1 - Hokianga Ferry Liaison Group - Minutes 7th December 2023 - A4540325 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

16 February 2024

8.2 Summary of Applications July - December 2023

File Number: A4555222

Author: Kathryn Trewin, Funding Advisor

Authoriser: Scott May, Manager - Stakeholder Relationships

Take Pūrongo / Purpose of the Report

This report gives a summary breakdown of the applications considered by the Board from 1 July – 31 December 2023.

tŪtohunga / Recommendation

That Kaikohe-Hokianga Community Board note the report Summary of Applications July – December 2023.

1) TĀhuhu kŌrero / Background

The Board considers a wide range of applications each year and has expressed an interest in seeing an overview showing the types of activities and projects it has been approached to fund in the first half of this financial year.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

A summary breakdown is attached to this report. Should Board members have concerns or issues with this breakdown, or require further information, this should be discussed at this part of the meeting.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

To receive the summary of application report.

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

There are no financial implications or budgetary requirements.

Āpitihanga / Attachments

1. Application Summary July-December 2023 - A4555723 ⇩

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.

Kaikohe-Hokianga Community Board Meeting Agenda

16 February 2024

8.3 Kaikohe-Hokianga Community Board February Open Resolution Report

File Number: A4536019

Author: Imrie Dunn, Democracy Advisor

Authoriser: Casey Gannon, Manager - Democracy Services

TAKE PŪRONGO / Purpose of the Report

To provide the Kaikohe-Hokianga Community Board with an overview of outstanding open resolutions from decisions dated from 1 January 2020.

WHAKARĀPOPOTO MATUA / Executive SummarY

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

· Open resolutions are also in place for all formal elected member meetings.

· There are no open resolution items for the Kaikohe-Hokianga Community Board this month.

TŪTOHUNGA / Recommendation

That the Kaikohe-Hokianga Community Board receive the report Kaikohe-Hokianga Community Board February Open Resolution Report.

tĀHUHU KŌRERO / Background

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

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

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

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

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

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

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

Āpitihanga / Attachments

1. February Open Resolution Report - A4563370 ⇩