Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

17 May 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 17 May 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. 15

7.1 Kaikohe-Hokianga Community Board - Speed Limits Kohukohu. 15

7.2 Funding Applications. 21

7.3 Project Funding Reports. 56

7.4 Chairperson and Members Reports. 67

8 Ngā Pūrongo Taipitopito / Information Reports. 74

8.1 Kaikohe - Hokianga Community Hall Annual Information 2022-2023. 74

8.2 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 March 2024 154

8.3 Kaikohe-Hokianga Community Board May Open Resolution Report 160

9 Karakia Whakamutunga / Closing Prayer. 162

10 Te Kapinga Hui / Meeting Close. 162

Kaikohe-Hokianga Community Board Meeting Agenda

17 May 2024

7 Ngā Pūrongo / Reports

7.1 Kaikohe-Hokianga Community Board - Speed Limits Kohukohu

File Number: A4683071

Author: Elizabeth Stacey, NTA Road Safety and Traffic Engineer

Authoriser: Tanya Proctor, Head of Infrastructure Strategy

Take Pūrongo / Purpose of the Report

The purpose of this report is for the Kaikohe-Hokianga Community Board to consider making a recommendation to Council to consult and consider an amendment to the North Hokianga Interim Speed Management Plan.

WhakarĀpopoto matua / Executive Summary

The village of Kohukohu is one of nine Heritage Precincts in the Far North District. As such, members of the community are concerned with protecting Kohukohu’s historic look and feel. The installation of the school zone speeds under the amended North Hokianga speed limits review has increased the number of speed limit signs within the village.

In order to reduce the number of signs and promote safe speeds within Kohukohu, members of the community have requested consideration by the Board to change speed limits within the village. Any changes to speed limits require limited consultation with affected parties and approval by both council and Waka Kotahi.

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board:

a) receive the report Kaikohe-Hokianga Community Board Speed Limits Kohukohu report; and

b) recommend to Council that staff commence consultation on an amendment to the North Hokianga Interim Speed Management Plan for Kohukohu Road.

1) TĀhuhu kŌrero / Background

Speed limits within the Kaitaia-Awaroa-Broadwood-Kohukohu catchment area were reviewed in 2021-2022. As a result of this review, a North Hokianga Interim Speed Management Plan (Plan) was approved by Council and certified by Waka Kotahi on 19^th December 2022. Subsequent to the Plan being approved, the 2022 Setting of Speed Limits Rule (Rule) became law which required certain speeds outside of schools. As a result, Council and Waka Kotahi approved an amendment to the Plan to lower the speed in on Kohukohu Road from 40 to 30 within the school zone as shown on Attachment 2, Kohukohu School Zone.

By law, every time a speed changes there is a requirement for a speed limits sign to make that speed both legal and enforceable. Under the current Plan, portions of Kohukohu Road, within the village, the speed limit is 40kph. The side streets and school zone are signed at 30kph. All changes in speed between Kohukohu road and the side streets and school zone require signage, indicating the change in speed as shown in Attachment 1, Kohukohu Signs.

Kohukohu is designated as a Heritage Precinct and Council has developed design guidelines for the village Kohukohu Design Guidelines . These guidelines prioritise slowing traffic through the village.

Staff have been approached by community members to find solutions to the large number of regulatory speed signs in the historic precinct.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Staff have considered two options to both reduce the number of signs, remain consistent with

feedback received in developing the Plan and comply with the Rule.

Options

Option 1:

The Community Board may receive the report and recommend to Council that staff commence

consultation on an amendment to the North Hokianga Speed Management Plan for Kohukohu

Road.

By proposing a 30kph permanent speed limit on KohuKohu Road all other speed limit signage

within the village can be eliminated. The two gateway signs for entry into Kohukohu would

be retained. This option would require consultation with the school and residents. If approved by

Council, this would result in a 10kph speed reduction for approximately 100 metres between the

Southern entrance and Mariner Street and approximately 500m between then end of the school

zone and the northern entrance. This results in a travel time change of approximately 18 seconds.

This option supports the Kohukohu design guidelines and provides consistency of speed limits

throughout Kohukohu.

Option 2: The Community Board may receive this report and request staff remove gated signage.

The Traffic Control Devices Rule states that signs must be installed on the left-hand side from the

point of view of the road user approaching the sign, except if a different position would be safer or

more effective. Gated signs (an additional sign on the right side of the driver) is an enhancement

measure used to draw driver attention to the changes in speed limits but is not required under law.

The removal of one of a pair of signs does not require further consultation with community or

approval by the Council. This option would remove approximately six signs which could be stored

for future use on the network where signs have been damaged.

This option does not fully support the Kohukohu design guidelines or request from Community

members.

Option 3: The Community Board may reject this report and request staff to consider other

alternatives.

The recommended option is Option 1.

Next Steps

If the Community Board elects Option 1, Council will consider consultation and an amendment to

Plan. If the Community Board selects Option 2, staff will direct our maintenance contractor to

remove gated signage.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

The Recommendation is arising from a meeting requested by members of the Kohukohu Community at which the both Option 1 and Option 2 were discussed.

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

Consultation and an amendment to the Plan would be completed by staff and covered under the existing Operational budgets. Removal of signage for future use would be completed under the maintenance contract.

Āpitihanga / Attachments

1. Kohukohu Signs - A4683074 ⇩

2. Kohukohu School Zone - A4683077 ⇩

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	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.	Setting of Speed Limits 2022 as amended Traffic Control Devices Rule
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 are being sought as part of this Recommendation report.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. 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).	Kohukohu Heritage Precinct
State the financial implications and where budgetary provisions have been made to support this decision.	Work can be completed under existing operational budgets.
Chief Financial Officer review.	CFO has not reviewed this report

Kaikohe-Hokianga Community Board Meeting Agenda

17 May 2024

7.2 Funding Applications

File Number: A4682102

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 May 2024 meeting.

WhakarĀpopoto matua / Executive Summary

· The Board has $7,720.87 available to be granted from its Community Grant Funding.

· The Board also has $59,055.00 of Placemaking Funding to allocate during the 2023/24 financial year.

· Four new applications for funding have been received, requesting a total of $22,457.

tŪtohunga / Recommendation

That Kaikohe-Hokianga Community Board approve the sum of $xxx (plus GST if applicable) be paid from the Boards Community Grant Fund account to Ngāti Rahiri Māori Komiti Trust for the costs of wananga Matariki.

tŪtohunga / Recommendation

That Kaikohe-Hokianga Community Board approve the sum of $xxx (plus GST if applicable) be paid from the Boards Community Grant Fund Account to Manaki Tinana Trust for the costs towards the auditing and accounting of the trust.

tŪtohunga / Recommendation

That Kaikohe-Hokianga Community Board approve the sum of $xxx (plus GST if applicable) be paid from the Boards Community Grant Fund account to Ngā Mahi Toi o Hōreke for the costs of wananga and events for Matariki 2024.

tŪtohunga / Recommendation

That Kaikohe-Hokianga Community Board approve the sum of $xxx (plus GST if applicable) be paid from the Boards Community Grant Fund account to Piriwiritua Ratana Brass Band for the costs towards the 90^th anniversary celebrations of the foundation of the band.

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 LTP. 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
Ngāti Rahiri Māori Komiti – Wananga Matariki	$5,841	$1,500	The applicant is running a series of events for 10-12 kuia and kumatua to attend a series of wananga in the Kaikohe-Hokianga Ward as well as the Bay of Islands-Whangaroa Ward at Matariki. This is open to the descendants of James and Frances, and they note that on some days a wider audience is likely to attend as manaakitanga means that the wider whanau will be included. The amount recommended is a contribution towards the accommodation costs in Opononi. This meets community outcomes 1, 3, 6	Art, Culture and Heritage/Event
Manaki Tinana Trust – Contribution to accounting and auditing costs	$1,584	Decline	The applicant is seeking funding for accounting and auditing costs for the Trust. This is operating expenses and if funding is granted it would be an out of policy decision. This meets community outcomes 1, 3	Community Development
Ngā Mahi Toi o Hōreke – Matariki wananga, exhibition and celebration	$3,030	$2,000	The applicant is seeking funding to run a series of wananga resulting in an exhibition and community celebration. This meets community outcomes 1, 3, 6	Art, Culture and Heritage/Event
Piriwiritua Brass Brand – 90^th Anniversary celebrations	$12,002	Leave to lie	The applicant is seeking funding for the 90^th anniversary celebrations of brass brand. The application is asking for the full amount and lacks detail and quotes for exactly what the funding requested is to cover. It is recommended that this is left to lie to allow the applicant to provide a more detailed application. This meets community outcomes 1, 3, 6	Art, Culture and Heritage/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. Ngati Rahiri Maori Komiti - A4681380 ⇩

2. Manaki Tinana Trust - A4681376 ⇩

3. Nga Mahi Toi o Horeke - A4681379 ⇩

4. Piriwiritua Ratana Brass Band - A4681377 ⇩

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

17 May 2024

7.3 Project Funding Reports

File Number: A4681594

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 reports received from:

a) Kaikohe Polo Cross

b) Man vs Wild

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. Kaikohe Polo Cross - A4681375 ⇩

2. Man vs Wild - A4681378 ⇩

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

17 May 2024

7.4 Chairperson and Members Reports

File Number: A4536031

Author: Melissa Wood, Community Board Coordinator

Authoriser: Scott May, Manager - Stakeholder Relationships

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 April-May 2024 member reports from Chairperson Chicky Rudkin and Deputy Chair Tanya Filia.

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 Chicky Rudkin Report April 2024 - A4694618 ⇩

2. KHCB Deputy Chair Tanya Filia Report April 2024 - A4675372 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

17 May 2024

8 Ngā Pūrongo Taipitopito / Information Reports

8.1 Kaikohe - Hokianga Community Hall Annual Information 2022-2023.

File Number: A4662359

Author: Michelle Rockell, Team Leader - Property Management

Authoriser: Kevin Johnson, Group Manager - Delivery and Operations

TAKE PŪRONGO / Purpose of the Report

The purpose of the report is to present to the Kaikohe - Hokianga Community Board the 2022-2023 Annual General Meeting (AGM) minutes, financial statement and statistical data as provided by Horeke, Kaikohe Senior Citizens, Okaihau, Rawene, Takahe and South Hokianga Memorial Hall Committees.

WHAKARĀPOPOTO MATUA / Executive SummarY

· The 2016 Community Halls Policy requires Community Hall Committees that occupy Council owned halls to provide annual accounts and statistical information on the usage of the hall, income received, and any investments made in the hall.

· This report presents the information received from those Community Hall Committees in response to letters sent by Council staff.

TŪTOHUNGA / Recommendation

That the Kaikohe-Hokianga Community Board receive the report Kaikohe - Hokianga Community Hall Annual Information 2022-2023.

tĀHUHU KŌRERO / Background

Several Council owned community halls are managed by community committees as per the Hall and Facilities Strategy dated June 2015 (attached) and the Community Halls Policy dated September 2016 (attached).

The Hall and Facilities Strategy notes Councils vision for community halls is “A network of fit for purpose, affordable community facilities that connect and support resilient, healthy and vibrant communities.”

The Community Halls Policy includes the following key statements:

· Ensure that the communities current and future needs for halls or similar facilities are met.

· Ensure that communities take active roles in facilitating the provision of an appropriate number of accessible, safe and well-maintained facilities.

· Adopt preferred frameworks for Councils involvement in community halls and for partnership arrangements.

· Encourage and enhance the capability of communities to improve their facilities.

The Policy also outlines the responsibilities between Council, Community Board and that of the Hall Committee.

The following table identifies the ownership details of the community halls per Ward:

	Council owned on Council land	Council owned on Crown land	Community owned on Council land	Community owned on Community land
Kaikohe – Hokianga Ward	Kaikohe War Memorial, Kohukohu, South Hokianga War Memorial, Kaikohe Senior Citizen’s, Horeke, Okaihau, Rawene	Taheke Community Centre		Broadwood, Ngawha, Waimamaku, Umawera
Te Hiku Ward	Herekino, Mangonui Oruru remains closed	Lake Ohia, Kaingaroa	Whatuwhiwhi	Fairburn, Waiharara, Araiawa Takahue – no longer exists
Bay of Islands – Whangaroa Ward	Paihia, Russell, Totara North, Waipapa, Whangaroa Memorial (Kaeo), Whangaroa Village	Maromaku	Moerewa	Opua, Pakaraka

In November each year, Council staff contact the various hall committees that occupy Council owned halls, reminding them of the need to provide Council with a copy of their AGM minutes, financial statements and usage data as per the letter and template attached.

It is the intention of Council staff to present the Community Hall Committee information to the appropriate Community Board around April/May annually.

At the time of writing this report, community hall information had not been received from Kohukohu Hall Committee. All other information reports are attached to this report. Below is a summary of the returned information:

Rawene Hall

· Updated contact and committee details provided

· Total number of bookings: 128

o 8 regular users

o 13 casual

· Improvements – Awaiting upgrade of kitchen and toilet block, programmed for 2023-2024 financial year

Kaikohe Senior Citizens Hall

· Total number of bookings: 197

o 13 regular users

o 19 casual

· Improvements – two heat pumps installed

Okaihau Hall

· Total number of bookings: 67

o 6 regular users

o 8 casual one off

o 1 commercial

South Hokianga Memorial Hall

· Total number of bookings approximately: 54

o 4 regular users

o Casual no number provided but used for weddings, celebrations, community consultations

o Commercial no number provided used by chiropractor.

· Hall closed for renovations February to late June 2023.

· Improvements – commercial kitchen installed, new set of ablutions, new roof and guttering, renovated foyer, storage & public cleaning rooms, meeting room, stage area, electrical system, meter board and main switchboard, fire exit steps upgraded, new fire detection system, wooden access way installed. Fire requirements for lighting & fire exit panic bars complied with.

Taheke Community Centre

· Total number of booking 34:

o 4 regular users

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Board members will consider the content of the information received.

The Community Board will decide what steps to take with those Community Hall Committees who have yet to provide the information requested as per the 2016 Community Halls Policy.

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

No financial implications for Council or the hall committees.

Āpitihanga / Attachments

1. Horeke Hall - A4497176 ⇩

2. Kaikohe Senior Citizens Hall - A4474861 ⇩

3. Okaihau Hall - A4482940 ⇩

4. Rawene Hall - A4546483 ⇩

5. South Hokianga Memorial Hall - A4556248 ⇩

6. Community Halls Policy 2016 - A3638428 ⇩

7. Hall & Facilities Strategy 2015 - A3640937 ⇩

8. Annual Hall Letter, Statistics and Information TEMPLATE - A3638439 ⇩

9. Taheke United Community Centre - A4675522 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

17 May 2024

8.2 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 March 2024

File Number: A4675170

Author: Segun Rotimi, Accounting Support Officer

Authoriser: Jonathan Slavich, Chief Financial Officer

Purpose of the Report

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

Recommendation

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 March 2024

Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available.

	Community Board	Placemaking Fund
Community Fund Account balance as at 1 July 2023	$103,211.00	$100,000.00
· Plus, unused funds from 2021-2023	$7,819.57	$107,607.85
Less funds granted and uplifted to 31 March 2024	$87,628.70	$67,895.00
· Less funds not uplifted from previous community meetings (committed to projects)	$11,536.00	$64,157.85
Community Fund Account balance as at 31 March 2024	$11,865.87	$75,555.00

Discussion and Next Steps

Board members will consider the applications on the agenda and decide on what level of funding to allocate. The balance as at 31 March 2024 in the Community Fund account is $11,865.87 and the balance in the Placemaking Fund account is $75,555.00.

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

Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of relevant community board funds to the Kaikohe-Hokianga 31 March 2024 is attached.

Attachments

1. Statement of Community Fund Account Kaikohe-Hokianga as at 31 March 2024 - A4675134 ⇩

Kaikohe-Hokianga Community Board Meeting Agenda

17 May 2024

8.3 Kaikohe-Hokianga Community Board May Open Resolution Report

File Number: A4536143

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 May 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. Open Resolution Report - A4683509 ⇩