Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

14 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. Specific to Te Hiku Community Board – the Kaitaia Drainage Area Committee, Waiharara and Kaikino Drainage Area Committee and Motutangi Drainage Area Committee.

18. 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.

19. 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.

20. 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.

21. 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

Te Hiku Community Board Meeting

will be held in the Conference Room - Te Ahu, Cnr State Highway 1 and Mathews Avenue, Kaitaia on:

Tuesday 14 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 Te Hiku Statement of Community Board Fund Account as at 31 March 2024. 15

7.2 Funding Applications. 22

Representative from Ahipara Aroha Incorporated……………………………………...26

Lesley Wallace representing Te Rarawa Rugby Club…………………………………32

Donna Badorek representing Donna Doolittle Animal Rescue……………………….40

7.3 Project Funding Reports. 46

7.4 Road Re-naming- 721- 745 Rangiputa Road, Karikari Peninsula. 50

7.5 Rangitoto Reserve - Reserves Act Classification Recommendation. 55

8 Ngā Pūrongo Taipitopito / Information Reports. 63

8.1 Te Hiku Community Hall Annual Information 2022-2023. 63

8.2 Te Hiku Community Board May 2024 Open Resolution Report 88

8.3 Chairperson and Members Reports. 93

9 Te Wāhanga Tūmataiti / Public Excluded. 100

9.1 Confirmation of Public Excluded Previous Minutes. 100

9.2 New lease request over part 6 South Road, Kaitaia - Far North Community Foodbank Trust 100

10 Karakia Whakamutunga / Closing Prayer. 101

11 Te Kapinga Hui / Meeting Close. 101

Te Hiku Community Board Meeting Agenda

14 May 2024

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

6.1 Confirmation of Previous Minutes

File Number: A4666753

Author: Ellie Greenwood, Democracy Advisor

Authoriser: Casey Gannon, Manager - Democracy Services

Take Pūrongo / Purpose of the Report

The minutes are attached to allow Te Hiku Community Board to confirm that the minutes are a true and correct record of the previous meetings.

tŪtohunga / Recommendation

That Te Hiku Community Board confirm the minutes of the meeting held 16 April 2024 to be a true and correct record.

1) TĀhuhu kŌrero / Background

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The minutes of the meetings are attached.

The Te Hiku Community Board Standing Orders Section 27.3 states that no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

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

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

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

Āpitihanga / Attachments

1. 2024-04-16 Te Hiku Community Board Minutes - A4664231 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	This report complies with the Local Government Act 2002 Schedule 7 Section 28.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	There are no implications on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	This report is asking for the minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision arising from this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

14 May 2024

7 Ngā Pūrongo / Reports

7.1 Te Hiku Statement of Community Board Fund Account as at 31 March 2024

File Number: A4675124

Author: Segun Rotimi, Accounting Support Officer

Authoriser: Jonathan Slavich, Chief Financial Officer

TAKE PŪRONGO / Purpose of the Report

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

TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Te Hiku Statement of Community Board Fund Account as at 31 March 2024.

tĀHUHU KŌRERO / Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.

	Community Board	Placemaking Fund
Community Fund Account balance as at 01 July 2023	$141,710.00	$100,000.00
· Plus, unused funds from 2022-2023	$43,131.56	$38,539.39
· Less funds granted and uplifted to 31 March 2024	$107,378.00	$77,279.00
· Less funds not uplifted from previous community meetings (committed to projects)	$8,467.00	-
Community Fund Account balance as at 31 March 2024	$68,996.56	$61,260.39

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Board members will consider the applications on the agenda and decide on what level of funding to allocate. The balance as at 31 March 2024 in the Community Fund account is $68,996.56 and the balance in the Placemaking Fund account is $61,260.39.

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

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

The Far North District Council has delegated the allocation of relevant community board funds to the Te Hiku Community Board. The statement of the Community Fund account as at 31 March 2024 is attached.

Āpitihanga / Attachments

1. Statement of Te Hiku Community Fund Account as at 31 March 2024 - A4675107 ⇩

Te Hiku Community Board Meeting Agenda

14 May 2024

7.2 Funding Applications

File Number: A4675575

Author: Kathryn Trewin, Funding Advisor

Authoriser: Scott May, Manager - Stakeholder Relationships

Take Pūrongo / Purpose of the Report

This report summarises applications for the Local Community Grant funding to enable the Te Hiku Community Board to determine which application/s will receive funding at the May 2024 meeting.

WhakarĀpopoto matua / Executive Summary

· Three applications were received for funding, requesting a total of $27,437

· The Community Board has an available total of $48,351.56 in Community Grant Funding for the 2023/24 financial year.

· The Community Board has an available total of $61,260.39 in Placemaking Funding for the 2023/24 financial year.

tŪtohunga / Recommendation

That Te Hiku Community Board approve the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Grant Fund account to Ahipara Aroha Inc for a series of community events for Matariki 2024.

tŪtohunga / Recommendation

That Te Hiku Community Board approve the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Grant Fund account to Donna Doolittle Animal Rescue for vaccinations, flea and worm treatments for cats and dogs from Te Hiku ward.

tŪtohunga / Recommendation

That Te Hiku Community Board leave the application from Te Rarawa Rugby Club for fencing and drainage be left to lie on the table while further information is sought.

1) TĀhuhu kŌrero / Background

The applications have 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
Ahipara Aroha, Matariki 2024	$8,117	$5,000	The applicant is seeking funding for a series of community events in Ahipara for Matariki 2024. This meets community outcomes 1, 3 and 6	Arts, Culture and Heritage/Event
Donna Doolittle Animal Rescue, Vaccination, flea and worm treatment programme	$6,638	$5,000	The organisation has applied for funding towards costs of vaccinating cats and dogs from Te Hiku Ward and treating them for fleas and worms. This meets community outcomes 1 and 3	Social/Community Development
Te Rarawa Rugby Club, Fencing and drainage	$12,682	Leave to lie	The club is applying for funding to undertake drainage and fencing at the Ahipara Domain. They are current negotiating with FNDC for a new lease, who were unaware of the clubs intentions until this application was lodged. It is recommended that this application be left to lie at this time, so that further information can be sought, including whether the works the club is wishing to provide can be funded through renewals for the site. This meets community outcomes 1 and 3	Infrastructure

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

The applicant/s is required to complete a standard application form and provide supporting information.

For each application, the Board has three options.

Option 1 Authorise funding for the full amount requested

Option 2 Authorise partial funding

Option 3 Decline funding

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

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.

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

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

Āpitihanga / Attachments

1. Ahipara Aroha - A4675375 ⇩

2. Donna Doolittle Animal Rescue - A4675377 ⇩

3. Te Rarawa Rugby Club Inc - A4675378 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report does not have district-wide relevance.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	No implications for Māori in relation to land and/or water.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

14 May 2024

7.3 Project Funding Reports

File Number: A4675411

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 Te Hiku Community Board note the project report received from the Graeme Dingle Foundation.

1) TĀhuhu kŌrero / Background

Clause 15 of the Community Grant Policy states that: “At the completion of a project that received community funding, recipients are required to complete a Project Report. These reports must be received no later than two months after the completion of the project, or, if the activity is ongoing, within two months of the funding being spent. Recipients who do not complete this form are ineligible for Council funding for a period of five years.”

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Copies of the project reports are attached for the Board’s information. Should Board members have concerns or issues with these reports, these should be discussed at this part of the meeting.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

To receive the project reports from funding applicants in accordance with the Community Grant Policy.

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

There are no financial implications or budgetary requirements.

Āpitihanga / Attachments

1. Graeme Dingle Foundation - A4675376 ⇩

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.

Te Hiku Community Board Meeting Agenda

14 May 2024

7.4 Road Re-naming- 721- 745 Rangiputa Road, Karikari Peninsula

File Number: A4682106

Author: Trinity Lane, Finance and Customer Services Administrator

Authoriser: Tanya Proctor, Head of Infrastructure Strategy

Take Pūrongo / Purpose of the Report

To seek approval from the Te Hiku Community Board to officially re-name a Right of Way.

WhakarĀpopoto matua / Executive Summary

A road naming application to re-name a Right of Way from 721-745 Rangiputa Road to Kohanga Place.

tŪtohunga / Recommendation

· That the Te Hiku Community Board, pursuant to Council’s Naming Policy, re-name 721- 745 Rangiputa Road, Kohanga Place.

1) TĀhuhu kŌrero / Background

An application was made by John Scott Roy and Susan Margaret Roy on the 19^th of March 2023 to re-name a Right of Way as per the requirements of their resource consent application when subdividing their current property therefore adding an additional lot to the Right of Way.

The applicant proposed “Kohanga Place” as its new road name as the area was originally known as Kohanga.

The suggested names were sent to Land Information New Zealand for approval. A response was received confirming 2 out of 3 proposed names were acceptable for use in this area and can be approved as per the Addressing Standards 2011. Rangiputa Village Lane was declined for use as it is too similar to the connecting road, Rangiputa Road.

The applicant consulted with Haititaimarangi when choosing the names for this road. Haititaimarangi suggested the name “Kohanga” as shown in the attachment, which both parties have agreed for use.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The proposed names are as follows:

Preferred Choice: Kohanga Place

Second Choice: Te Tahi Lane

Third Choice: Rangiputa Village Lane

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 signs (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.

Āpitihanga / Attachments

1. Iwi Feedback - A4682084 ⇩

2. Map - A4689614 ⇩

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	The re-naming of this Right of Way 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.	Hapu/Iwi were consulted by the applicant and FNDC. Haititaimarangai approve the proposed names.
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).	John Scott has consulted in-person with the property owners in which they have consented to the Right of Way re-naming.
State the financial implications and where budgetary provisions have been made to support this decision.	Provide this under the relevant section. State where it has been covered. There will be no financial implications to Council relating to the installation of the road name signs (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.

Te Hiku Community Board Meeting Agenda

14 May 2024

7.5 Rangitoto Reserve - Reserves Act Classification Recommendation

File Number: A4654489

Author: Robin Rawson, Parks & Reserves Planner

Authoriser: Jonathan Slavich, Chief Financial Officer

Take Pūrongo / Purpose of the Report

This report seeks the recommendation of Te Hiku Community Board to Council for the classification of Rangitoto Reserve in Hihi as either a historic reserve or a recreation reserve under the Reserves Act 1977 after the hearing of submissions.

WhakarĀpopoto matua / Executive Summary

· Further to public advertisement and a one-month consultation period 16 submissions on the classification of Rangitoto Reserve were received

· 12 submissions support classification of Rangitoto Reserve as a Historic Reserve, and 4 submissions do not support a change from Recreation Reserve

· 3 submitters have stated that they wish to speak to their submission

· Council has delegated the hearing of submissions on the classification of Rangitoto Reserve to Te Hiku Community Board and seeks a recommendation on classification.

tŪtohunga / Recommendation

That Te Hiku Community Board:

a) receive the report Rangitoto Reserve – Reserves Act Classification Recommendation; and

b) recommend that Council classify Rangitoto Reserve as a XXXX reserve per the Reserves Act 1977, further to a hearing held in accordance with Section 120 of the Act.

1) TĀhuhu kŌrero / Background

Rangitoto Reserve was derived from the Crown and vested with the Far North District Council for the purposes of a recreation reserve but has not been formally classified under the Reserves Act 1977. Rangitoto Reserve extends across a prominent headland at the eastern entrance to the Mangonui Harbour and includes Rangitoto Pā.

The following recommendation was made at the Te Hiku Community Board meeting on the 4 July 2023:

That the Te Hiku Community Board recommend to Council that the classification process for Rangitoto Reserve (Allot 71 PSH of Mangonui East) as a historic reserve be initiated.

At a Council meeting on 24 August 2023 the following was approved:

That Council:

a) approve the initiation of a public consultation process under Section 16 of the Reserves Act 1977 to classify Rangitoto Reserve (Allot 71 PSH of Mangonui East) as a Historic Reserve.

b) appoint Te Hiku Community Board to hear any submissions received in response to the consultation process and to make recommendations to the Council in respect of the reserve classification.

c) staff develop a Management Plan under s41 of the Reserves Act to eradicate the invasive wattle trees and moth plants.

The classification proposal was advertised on Council’s website and in the following newspapers in February: Northern News, Bay Chronicle and Northland Age. A one-month public consultation on the classification of Rangitoto Reserve concluded on 14 March 2024 in accordance with Sections 16 and 119 of the Reserves Act 1977.

Consultation submissions are included as an appendix to this report.

Summary of consultation:

· 16 Responses were received from 15 people and 1 organisation

· 12 responses were in support of classifying Rangitoto Reserve as a historic reserve

· 4 responses were opposed to classifying Rangitoto Reserve as historic reserve and classifying this reserve as a recreation reserve

· 3 respondents wish to speak in support of their submission.

Reasons respondents gave in support of classifying Rangitoto Reserve as a historic reserve:

· The reserve has significance as a pre-European pā where before the council allowed it to be overrun with weeds, terraces and building platforms could still be seen. There are clear defense ditches and it is an iconic site at the entrance to Mangonui harbour;

· Rangitoto Pā is situated within this reserve and is renowned for its historical significance, archaeological importance, and cultural value to tangata whenua;

· for its historical significance;

· Acknowledgement of the significance to iwi. It is not only natural beauty but needs to be respected for its past;

· To me my understanding that it is down to BERGHAN POINT. My road is named after it, we look out over the Doubtless Bay to our right. Let folks enjoy the area as a historic place. Sacred;

· Because it deserves the importance that it is;

· I support the proposal for Rangitoto Reserve to be classified as a historical Reserve because this will stop anyone from building on it in the future, and it definitely a historic place due to pā being a part of the reserve. Many Māori would lived and died here and the history needs to preserved;

· There is no recreation value. On the other hand, it is an important pā site that needs recognition as such;

· Hope it will make the place available to the public;

· there is historical pā site with māori trenching around pā...needs protection as neighbour is grazing cattle through trenching. Also there are ancient pohutukawas on reserve that are currently being grazed by neighbour;

· I and my whanau who reside adjacent to the reserve support the proposal as the ‘historic’ classification far better reflects the particular values of the whenua and its tangible attributes, as compared to the reserve’s current designation (although not formally classified) as a reserve for ‘recreational purposes’.

Reasons respondents gave in opposition to classifying Rangitoto Reserve as a historic reserve:

· I'd rather have it as a recreation reserve

· Keep things simple. Seems everything these days are of historical significance to certain cultures. This belongs to all cultures.

· Historic reserves seem to exclude sporting activities from their use - recreational reserves do not.

· Just another wasteful spending of taxpayers money. Surely council must have better things to attend to. I oppose it strongly!

Section 19(4) of the Reserves Act 1977 requires Council to give full consideration to all objections against and submissions in relation to classification including the opportunity for people to be heard in support of their objection or submission.

Te Hiku Community Board has heard from those submitters who requested to speak at a hearing held in accordance with Section 120 of the Reserves Act 1977.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Section 17 of the Reserves Act 1977 states that recreation reserves have ‘the purpose of providing areas for the recreation and sporting activities and the physical welfare and enjoyment of the public, and for the protection of the natural environment and beauty of the countryside, with emphasis on the retention of open spaces and on outdoor recreational activities, including recreational tracks in the countryside’.

Section 18 of the Reserves Act 1977 states that historic reserves have ‘the purpose of protecting and preserving in perpetuity such places, objects, and natural features, and such things thereon or therein contained as are of historic, archaeological, cultural, educational, and other special interest’.

No other classifications are considered relevant to Rangitoto Reserve.

Reserves must be appropriately classified before a reserve management plan can be approved.

Council has requested that Te Hiku Community Board consider submissions and verbal submissions on the classification of Rangitoto Reserve and make a recommendation.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

Council has requested that Te Hiku Community Board consider submissions and verbal submissions on the classification of Rangitoto Reserve and make a recommendation.

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

There are no financial implications as a result of this report.

Āpitihanga / Attachments

1. Rangitoto Reserve Consultation on Classification - A4654635 ⇩

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	The classification of Rangitoto Reserve has a moderate degree of significance as it will guide management and community expectations in relation to use of this land and allow a reserve management plan to be approved.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Rangitoto Reserve is a reserve under the Reserves Act 1977. Appropriate classification is a guiding principle in the Reserves Act 1977 and is aligned with the FNDC Parks and Reserves 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.	In addition to the wider roles of the Community Board to represent, and act as an advocate for, the interests of its community, and to consider and report on matters referred to it by Council, Community Boards also have a delegation in relation to civic amenities including reserves.
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.	Classification has been discussed with representatives of Ngāti Kahu iwi and hapu, and two cultural values assessments are being prepared to inform a future reserve management plan.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	The Reserves Act provides for formal consultation that is publicly notified, and this process concluded in March.
State the financial implications and where budgetary provisions have been made to support this decision.	Management of the site is also determined by its heritage status, and classification does not change Council’s requirements under the status as an heritage site under the Heritage New Zealand Pouhere Taonga Act 2014. There are no financial implications as a result of this report.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

14 May 2024

8 Ngā Pūrongo Taipitopito / Information Reports

8.1 Te Hiku Community Hall Annual Information 2022-2023

File Number: A4662254

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 Te Hiku Community Board the 2022-2023 Annual General Meeting (AGM) minutes, financial statement and statistical data as provided by Kaingaroa and Lake Ohia 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 from Council staff.

TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Te Hiku 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 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 Herekino and Mangonui Hall Committees. All other information reports are attached to this report. Below is a summary of the information contained in the reports:

Kaingaroa Hall

· Total number of bookings: 118

o 3 regular users

o 23 casual

· Improvements – repainted interior of main hall, replacement of windows in supper room, water tank and overflow system fitted.

Lake Ohia Hall

· Total number of bookings: 44

o 5 regular users

o 10 casual

· Improvements – water pump upgrade, grounds maintenance.

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. Kaingaroa Hall - A4475776 ⇩

2. Lake Ohia Hall - A4566937 ⇩

3. Community Halls Policy - A3638428 ⇩

4. Halls and Facilities Strategy 2015 - A3640937 ⇩

5. 2022-2023 Annual Hall Letter, Statistics and Information TEMPLATE - A4540397 ⇩

Te Hiku Community Board Meeting Agenda

14 May 2024

8.3 Chairperson and Members Reports

File Number: A4680337

Author: Beverly Mitchell, 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 Te Hiku Community Board note the April 2024 member reports from Chairperson Adele Gardner and Members Darren Axe, Rachel Baucke, and John Stewart

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. Chair Gardner Report 2024-05-14 - A4680513 ⇩

2. Member Darren Axe Report 2024-05-14 - A4680519 ⇩

3. Member Rachel Baucke Report 2024-05-14 - A4680525 ⇩

4. Member John Stewart Report 2024-05-14 - A4680527 ⇩