Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

22 March 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 22 March 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. 19

7.1 Project Funding Reports. 19

7.2 Funding Applications. 27

7.3 Chairperson and Members Reports. 59

8 Ngā Pūrongo Taipitopito / Information Reports. 69

8.1 Kaikohe-Hokianga Community Board March Open Resolution Report 69

9 Karakia Whakamutunga / Closing Prayer 71

10 Te Kapinga Hui / Meeting Close. 71

Kaikohe-Hokianga Community Board Meeting Agenda

22 March 2024

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

6.1 Confirmation of Previous Minutes

File Number: A4536074

Author: Imrie Dunn, Democracy Advisor

Authoriser: Casey Gannon, Manager - Democracy Services

Purpose of the Report

The minutes are attached to allow the Kaikohe-Hokianga Community Board to confirm that the minutes are a true and correct record of the previous meeting.

Recommendation

That Kaikohe-Hokianga Community Board:

a) confirm the minutes of the meeting held 13 December 2023 as a true and correct record; and

b) confirm the minutes of the meeting held 16 February 2024 as a true and correct record.

1) Background

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

2) Discussion and Options

The unconfirmed minutes of the meeting are attached.

The Kaikohe-Hokianga Community Board Standing Orders Section 3.17.3 states that “no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. 2023-12-13 Kaikohe-Hokianga Community Board Minutes - A4509102 ⇩

2. 2024-02-16 Kaikohe-Hokianga Community Board Minutes - A4570136 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

22 March 2024

7 Ngā Pūrongo / Reports

7.1 Project Funding Reports

File Number: A4604686

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) Te Hau Ora o Ngapuhi – Kaikohe Christmas Parade 2023;

b) Waimamaku Playcentre;

c) Te Whakaora.

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. THOON - Kaikohe Christmas Parade - A4604676 ⇩

2. Waimamaku Playcentre - A4604680 ⇩

3. Te Whakaora - A4604677 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	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

22 March 2024

7.2 Funding Applications

File Number: A4604714

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 March 2024 meeting.

WhakarĀpopoto matua / Executive Summary

· The Board has $11.320.87 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

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

· One application that was left to lie at the previous meeting is returned to the Board for consideration.

· One resolution is put forward to be rescinded, as the funds are not required by the directed recipient.

tŪtohunga / Recommendation

That Kaikohe-Hokianga Community Board approve the sum of $4,000.00 (plus GST if applicable) be paid from the Boards Placemaking Fund account to Hokianga Bowling Club for the costs of the retaining wall and drainage repairs.

tŪtohunga / Recommendation

a) That Kaikohe-Hokianga Community Board approve the sum of $4,000.00 (plus GST if applicable) be paid from the Boards Placemaking Fund Account to Kaikohe Community Patrol for the costs towards the operation of the Community Patrol vehicle in Kaikohe in the sum of $2,000.00 per annum for the Financial Years of 2023/2024, and 2024/2025.

tŪtohunga / Recommendation

That Kaikohe-Hokianga Community Board approve the sum of $5,000.00 (plus GST if applicable) be paid from the Boards Placemaking Fund account to Whenua Warriors Trust for the costs of establishing shared gardens in the Waima-Opononi area.

tŪtohunga / Recommendation

That Kaikohe-Hokianga Community Board

a) uplift the Funding Application 7.5d report; and,

b) approve the sum of $7,000.00 (plus GST if applicable) be paid from the Boards Placemaking Fund account to Ōkaihau Whānau House for costs of fitout of the facility.

tŪtohunga / Recommendation

That Kaikohe-Hokianga Community Board:

a) rescind resolution 2023/83 of 27 September 2023 for the Rawene Domain project team for Geotech report costs, as the funds are no longer required for this project; and

b) direct the amount of $10,000.00 be returned to the Placemaking Fund for reallocation.

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.

Each application must meet at least one community outcome from the Council’s Long Term Plan. The six community outcomes are as follows:

1. Proud, vibrant communities;

2. Prosperous Communities supported by a sustainable economy;

3. Communities that are safe, connected and sustainable;

4. Communities that are prepared for the unexpected;

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

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant and Project	Requested	Recommend	Comments	Type
Hokianga Bowling Club – retaining wall and drainage repairs	$4,000	$4.000	The club is actively applying for funding elsewhere and is seeking a small portion of the total cost from the Board. This meets community outcomes 1, 3, 6	Infrastructure
Kaikohe Community Patrol – vehicle costs	$2,000 per year for three years	$2,000 per year for two years	The Kaikohe Community Patrol has previously receiving funding in the amount of $1,000 per year for three years for the operation of the community patrol vehicle, which is operated by volunteers. This meets community outcomes 1, 3, 4, 6	Community
Whenua Warriors Trust – Community Gardens	$12,410	$5,000	The applicant has successfully worked with communities in South Auckland to establish shared gardens (in backyards and gardens) for communities to work together and share food. They are wishing to set up the project in the area between Waima and Opononi. They have also been successful in receiving funding from the Kai Ora fund. This meets community outcomes 1, 3, 4, 5, 6	Infrastructure
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. The applicant missed attending the meeting in February and this application is returned to the Board for consideration in March This meets community outcomes 1, 3, 6	Infrastructure
Rawene Domain – Geotech report	-$10,000	-$10,000	At the meeting of 27 September 2023, the Board allocated $10,000 towards funding for a Geotech report for Rawene Domain if necessary. The team managing this project have confirmed this funding is not required, and it is recommended the Board rescind the funding and return it to the fund for reallocation.	Infrastructure.

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. Hokianga Bowling Club - A4604675 ⇩

2. Kaikohe Community Patrol - A4604679 ⇩

3. Whenua Warriors - A4604678 ⇩

4. Okaihau Whanau House - A4556080 ⇩

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

22 March 2024

7.3 Chairperson and Members Reports

File Number: A4536023

Author: Melissa Wood, Community Board Coordinator

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 March 2024 member reports from Chair Chicky Rudkin, Deputy Chair Tanya Filia, and Member 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. KHCB Chair Rudkin report March 2024 - A4604955 ⇩

2. Deputy Chair Member Filia report March 2024 - A4603597 ⇩

3. KHCB Member McVeagh report March 2024 - A4603622 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

22 March 2024

8 Ngā Pūrongo Taipitopito / Information Reports

8.1 Kaikohe-Hokianga Community Board March Open Resolution Report

File Number: A4536139

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 March 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. March 2024 Open Resolution Report - A4611081 ⇩