Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

4 May 2026

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AGENDA

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Monday, 4 May 2026

Time:

10:00 am

Location:

Conference Room - Te Ahu

Cnr State Highway 1 and Mathews Avenue

Kaitaia

Membership:

Chairperson William (Bill) Subritzky - Chairperson

Deputy Chairperson Trevor Beatson

Member Adele Gardner

Member Mike Te Wake

Member Krystal-Rose Taaffe

Member Eddie Bellas

Member Hilda Halkyard-Harawira

Member Rachel Baucke

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:

Monday 4 May 2026 at 10:00 am

Te Paeroa Mahi / Order of Business

1 Karakia Tīmatanga / 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. 17

7.1 Proposed Annual Plan 2026/27 budgets for Waiharara and Kaikino, Kaitaia and Motutangi Drainage Areas. 17

7.2 Te Hiku Community Hall 2024/2025 Annual Information. 26

7.3 Appointment to Accessibility Action Group. 82

7.4 Confirmation of Membership of Te Hiku Land Drainage Committees and Adoption of Committee Terms of Reference. 87

7.5 Funding Applications. 101

8 Ngā Pūrongo Taipitopito / Information Reports. 135

8.1 Chairperson and Members Reports. 135

8.2 THCB Open Resolutions Report 150

9 Karakia Whakamutunga / Closing Prayer 155

10 Te Kapinga Hui / Meeting Close. 155

Te Hiku Community Board Meeting Agenda

4 May 2026

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

6.1 Confirmation of Previous Minutes

File Number: A5645270

Author: Natasha Rmandic, Democracy Advisor

Authoriser: Aisha Huriwai, 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 07 April 2026 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. 2026-04-07 Te Hiku Community Board Minutes - A5666143 ⇩

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

4 May 2026

7 Ngā Pūrongo / Reports

7.1 Proposed Annual Plan 2026/27 budgets for Waiharara and Kaikino, Kaitaia and Motutangi Drainage Areas

File Number: A5667038

Author: Lisa Eastlake, Financial Planner

Authoriser: Ken Macdonald, Chief Financial Officer

Take Pūrongo / Purpose of the Report

To seek approval of the proposed expenditure budgets for the Annual Plan 2026/27 for each drainage area.

WhakarĀpopoto matua / Executive Summary

· Each Drainage Committee has received the proposed expenditure budgets for 2026/27.

· This report was requested by the Drainage Committee Chairs.

tŪtohunga / Recommendation

That Te Hiku Community Board approve the proposed expenditure budgets to be included in the Annual Plan 2026/27 for each drainage area.

1) TĀhuhu kŌrero / Background

Prior years, committee meetings are held with each drainage area to review and confirm work programmes and budgets for the following financial year to be included in an Annual Plan or LTP.

The last meeting held was in April 2026 to confirm completed works for the current financial year 2025/26.

Kaitāia, Motutangi, Waiharara and Kaikino Drainage Committee Chairs have requested the proposed 2026/27 budgets be presented to Te Hiku Community Board for approval to meet the deadline of the Annual Plan 2026/2027.

Reserves have been applied where necessary to each drainage area

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Option 1: Approve proposed budgets for the Annual Plan 2026/27

The budgets are GST exclusive.

Expenses 2026/27 breakdown:

Proposed rating implications (per Ha of land area)

These are subject to change at the time of adoption of the Annual Plan 2026/27.

Option 2: To not approve the proposed expenditure for 2026/27

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

To approve the proposed expenditure budgets to be included in the Annual Plan 2026/27 for each drainage area.

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

Option 1 has the proposed expenditure budgets and rating implications.

Āpitihanga / Attachments

1. Proposed Annual Plan 2026-2027 Drainage rates information - A5745117 ⇩

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	Nil
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Nil
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.	Nil
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.	Nil
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).	Nil
State the financial implications and where budgetary provisions have been made to support this decision.	Proposed expenditure budgets and rating implications are stated under option 1 of this report.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

4 May 2026

7.2 Te Hiku Community Hall 2024/2025 Annual Information

File Number: A5678177

Author: Dallas Apimerika, Team Leader - Property Management

Authoriser: Hilary Sumpter, 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 annual AGM minutes, financial statement and statistical data as provided by Kaingaroa Memorial Hall, Lake Ohia Hall, Mangōnui War Memorial Hall.

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 for Te Hiku Community Hall Annual Information 2024-2025.

1) 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	Community owned on Council land	Council owned on Crown Land	Community owned buildings on community owned land
Kaikohe – Hokianga Ward	Kaikohe War Memorial, KohuKohu, South Hokianga War Memorial, Kaikohe Senior Citizen’s, Horeke, Okaihau, Rāwene		Taheke Community Centre	Broadwood, Ngāwhā, Waimamaku, Umawera
Te Hiku Ward	Herekino, Mangōnui Oruru remains closed	Whatuwhiwhi	Lake Ohia, Kāingaroa	Fairburn, Waiharara, Araiawa Takahue – no longer exists
BOI – Whangaroa Ward	Paihia, Russell, Totara North, Waipapa, Whangaroa Memorial (Kaeo), Whangaroa Village	Moerewa	Maromākū	Ōpua, Pākaraka

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 March/April annually.

At the time of writing this report, community hall information had not been received from Herekino Hall. All other information reports are attached to this report.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Below is a breakdown of the annual reports received:

Kaingaroa Memorial Hall *

· Bookings – 112

· Users – Community 87, Casual 25

· Improvements Completed – Continue to carry out replacing wooden windows. Replaced section of outside wall. Replaced lights in main hall.

· Maintenance Completed – Repairs as required. Replaced some rotten floorboards. Clean gutters and wash down exterior. Regular grounds maintenance.

Lake Ohia Hall

· Bookings – 123

· Users – Community, casual and commercial

· Improvements Completed – purchase of replacement chairs

· Maintenance Completed – lawns, weed control, cleaning, general repairs & maintenance. Community working bee.

Mangōnui War Memorial Hall

· Bookings – Numerous

· Users – Community

· Other – Lawns mowed regularly, cleaned fortnightly

*Confirmation to attend Community Board meeting

Next Steps

Community 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.

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

The following asset information is current as of

Depreciation

Capital Spend

Depreciation fund reserve

Āpitihanga / Attachments

1. Kaingaroa Memorial Hall - A5472791 ⇩

2. Lake Ohia Hall - A5472759 ⇩

3. Mangōnui Wae Memorial Hall - A5561704 ⇩

4. Community Halls Policy - A2125076 ⇩

5. Halls and Facilities Strategy 2015 - A3622314 ⇩

6. 2024-2025 Request for Annual Hall Information and Statistics - A5459310 ⇩

7. 2024-2025 Annual Hall Information & Statistics Return Form - A5481546 ⇩

Te Hiku Community Board Meeting Agenda

4 May 2026

7.3 Appointment to Accessibility Action Group

File Number: A5679511

Author: Rhonda-May Whiu, Democracy Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

Take Pūrongo / Purpose of the Report

The purpose of the report is to give Te Hiku Community Board the opportunity to appoint a member to the Accessibility Action Group.

WhakarĀpopoto matua / Executive Summary

· The Accessibility Action Group includes a representative from Council and each of the community boards.

· Te Hiku Community Board is able to appoint a member as their delegate to the group.

tŪtohunga / Recommendation

That Te Hiku Community Board appoint member ________________ as its representative on the Accessibility Action Group.

1) TĀhuhu kŌrero / Background

The Accessibility Action Group (AAG) is a stakeholder engagement body established by the Far North District Council.

Formed in 2008 as the Disability Action Group (DAG), it served as a liaison and advisory body to the Council, government agencies, and service providers on disability-related issues. Its core functions include advocacy, communication, capacity building, and promoting positive representation of people with disabilities.

In 2019, work began on a regional strategy to improve accessibility across Northland, leading to the Te Tai Tokerau Regional Accessibility Strategy, adopted by Council in July 2024 with input from DAG. To align with this strategy, the group was renamed the Accessibility Action Group, with revised Terms of Reference adopted in July 2025.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The Board can appoint one of its members to the Accessibility Action Group. The appointee would enable communication between the group and the board and ensure the community’s views are represented in the group.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

To allow for appointment of a Community Board member to the Accessibility Action Group.

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

There are no financial implications.

Āpitihanga / Attachments

1. Accessibility Action Group - Terms of Reference - A5685724 ⇩

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 matter is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Accessibility Action Group - Terms of Reference
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 is a community board 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 implications specific to 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).	This does not impact on any identified person.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or budgetary provisions required as a result of this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

4 May 2026

7.4 Confirmation of Membership of Te Hiku Land Drainage Committees and Adoption of Committee Terms of Reference

File Number: A5738906

Author: Natasha Rmandic, Democracy Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

Take Pūrongo / Purpose of the Report

· To confirm the membership for the Te Hiku Drainage Committees.

· To confirm additional meeting date for year 2026.

· To adopt updated the Terms of Reference.

WhakarĀpopoto matua / Executive Summary

· At Te Hiku Community Board Meeting on 09 February board members confirmed re- establishment of 3 Drainage Area Committees.

§ The Drainage Committees have previously been Committees of the Te Hiku Community Board and act in an advisory role to the Community Board.

· The membership has previously consisted of ratepayers in those areas to provide community views on the development of the work programmes, for Council to maintain the drainage network in these areas. Staff have sought feedback from committee members to form draft Terms of Reference documents.

Feedback from members is incorporated in this report for Te Hiku Community Board’s consideration.

tŪtohunga / Recommendation

That Te Hiku Community Board:

a) Appoint the following members to the Kaitāia Drainage Area Committee

i. Fiona King - Chairperson

ii. Joe King

iii. Mike Masters

iv. Greg Yuretich

v. Dennis Chapman

vi. Dion Harrison

vii. David Bysterveldt

viii. Adele Gardner and Trevor Beatson as Te Hiku Community Board representatives.

b) Appoint the following members to the Motutangi Drainage Area Committee

i. Jeremy White - Chairperson

ii. Paul Harvey

iii. Adele Gardner as Te Hiku Community Board representative.

c) Appoint the following members to the Kaikino and Waiharara Drainage Area Committee

i. Sheryl Bainbridge - Chairperson

ii. Fred Petricevich

iii. Aaron Bainbridge

iv. Adrienne Bartlett

v. Dean Radojkovich

vi. Fiona King

vii. Adele Gardner as Te Hiku Community Board representative.

d) Adopt 20 August as additional meeting of these Committees As per Terms of Reference.

e) adopt the attached Terms of References for the following Committees:

· Kaitāia Drainage Area Committee;

· Waiharara and Kaikino Drainage Area Committee;

· Motutangi Drainage Area Committee.

1) TĀhuhu kŌrero / Background

Although flood protection assets were vested in the Northland Regional Council in 2005, under the Local Government Act 1974, Part 29, rural land drainage assets remain under Far North District Council control and management. Drainage Committees are designed to provide drainage of soils within defined areas to ensure an economic long-term return from low lying land. Council has delegated the governance of land drainage within the area to the Te Hiku Community Board.

Land drainage is an activity which directly benefits the ratepayers within the defined areas and is funded by them through a targeted rate. To support Council’s management of the drainage assets, the ratepayers had formed an advisory committee, and this committee has recommended and prioritised works in the past. The communities requested that Council formalise these governance arrangements by creating Drainage Committees of the Te Hiku Community Board which occurred in 2016.

In 2003 a management and operational plan was prepared for the Northern Drainage Area incorporating the Motutangi, Waiharara and Kaikino areas. The plan was never formally adopted by the Community Board. It had been received by the affected community and is used as a guide for how drainage works have been undertaken in the above areas. The development of this plan is ongoing and is required as part of the resource consent process.

Part six, subpart three of the LGA 2002 requires a local authority to ensure that each year’s projected operating revenues are set at a level sufficient to meet the year’s operating expenses. To ensure this happens, the proposed operating expenses for the drainage areas need to be determined in line with the Councils Annual and Long-Term Plan processes.

Section 52(1)(b) provides that a community board may appoint committees and delegate to them any of its responsibilities, duties, or powers, subject to the Act and any council‑imposed delegations.

In summary, section 52 confirms that a community board can:

· Appoint one or more committees

· Delegate functions or decision‑making powers to those committees

· Act within the delegations and limits set by the territorial authority

Community boards are therefore treated similarly to councils in this respect, though their powers depend on what the council has delegated to them.

The Far North District Council recognises that Committees are a key part of enabling good governance. Terms of Reference should be adopted for each Committee to clarify its role, responsibilities and membership.

Terms of Reference were developed in conjunction with the drainage committees in the 2016 triennium. The purpose of the Terms of Reference is to explain the type, purpose, scope, authority, membership, meeting arrangements, reporting, resources, deliverables of the committee, and how often the document should be reviewed. The Terms of References were approved by the Drainage Committees prior to the election and are attached for the adoption of the Board, to provide continuity.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The requirements for the creation of committees within the local authority are set out in Schedule 7 of the Local Government Act 2002. Given the three Drainage Committees are in the Te Hiku area this report recommends a continuation of arrangements that have been in place since 2016.

If the Board were to decide not to re-establish the Drainage Committees, reports would be provided to Community Board meetings to oversee the work programme, budgets and the finance requirements to support the delivery of the work programme. As this is a targeted rate, the Board would need to consider how it would seek the views of the affected landowners if the Committees were not re-established.

The members of the committee may, but need not be, elected members of the Community Board, and a Community Board may appoint to a committee a person who is not a member of the community board if, in the opinion of the board, that person has the skills, attributes or knowledge that will assist the work of the committee. At least one member of a committee must be an elected member of the Te Hiku Community Board; and an employee of a local authority acting in the course of his or her employment may not act as a member of any committee unless that committee is a subcommittee. The recommendation is that the membership remain as it was prior to the election, and staff intend to develop a more thorough process on how members will be appointed in future, as part of the management plan.

The minimum number of members is three for a committee.

Meetings must be called and conducted in accordance with Schedule 7 of the Local Government Act 2002 and Part 7 of the Local Government Official Information and Meetings Act 1987. A meeting is duly constituted if a quorum is present and business may not be transacted at that meeting unless a quorum is present for the whole time at which the business is being conducted. For a committee the quorum can be no fewer than two and must include one member of the Community Board. The recommended quorum is three; this will be determined by the Community Board when the Committee is established.

Terms of Reference were developed in conjunction with the drainage committees in the 2016 triennium and then updated and re-adopted in 2026. The purpose of the Terms of Reference is to explain the type, purpose, scope, authority, membership, meeting arrangements, reporting, resources, deliverables of the committee, and how often the document should be reviewed. The Terms of References were approved by the Drainage Committees prior to the election and are attached for the adoption of the Board, to provide continuity.

This report recommends that the Committees that the following meeting date be confirmed.

· 20 August 2026

The proposed meeting date ensures minimal meeting event conflicts and sufficient time for report escalation to the following Te Hiku Community Board meeting.

Please note, additional time may be required from time to time for unexpected or unanticipated matters. This should however be minimal. Staff are committed to providing as much notice as possible and making sure that business where possible, is restricted to the days adopted as part of this schedule.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

To provide continuity of service that ensures that affected parties are engaged with in a formal manner.

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

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

Āpitihanga / Attachments

1. Kaitāia Drainage Committee - ToR - A5738829 ⇩

2. Waiharara and Kaikino Drainage Committee - ToR - A5738830 ⇩

3. Motutangi Drainage Committee - ToR - A5738833 ⇩

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 matter is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The relevant legislation as referenced in the report is the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	Community Boards are responsible for setting their own meeting schedule. Similar reports will be written suggesting alignment with Council and Committee meetings.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	There are no particular 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).	This report does not have any implications on persons identified in legislation.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are covered within operational budgets.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

4 May 2026

7.5 Funding Applications

File Number: A5718130

Author: Kathryn Trewin, Funding Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

Take Pūrongo / Purpose of the Report

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

WhakarĀpopoto matua / Executive Summary

· Three new applications have been received requesting a total of $25,000.

· The Community Board has an available total of $49,948.70 in Community Grant Funding for the 2025/26 financial year.

· The Community Board has an available total of $75,129 in Pride of Place Funding for the 2025/26 financial year.

tŪtohunga / Recommendation

a) That Te Hiku Community Board approve the sum of $10,000 (plus GST if applicable) be paid from the Board’s Pride of Place Fund account to Herekino Cemetery Board for costs towards equipment for cemetery maintenance.

tŪtohunga / Recommendation

b) That Te Hiku Community Board approve the sum of $5,000 (plus GST if applicable) be paid from the Board’s Pride of Place Fund account to Houhora Golf Club for costs towards fairway mower repairs.

tŪtohunga / Recommendation

c) That Te Hiku Community Board approve the sum of $10,000 (plus GST if applicable) be paid from the Board’s Pride of Place Fund account to Mangonui Netball Centre for costs towards sound system installation.

1) TĀhuhu kŌrero / Background

The applications have been checked by staff for completeness and comply 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
a) Herekino Cemetery Board – maintenance equipment	$10,000	$10,000	The applicant is seeking funding from the Board to help purchase equipment for the ongoing maintenance of the Herekino cemetery. This is a community cemetery (not Council owned or operated), which has been maintained by community volunteers since its creation. The cemetery board is working with the wider community and any equipment purchased will be cared and maintained by the cemetery board, but available to the wider community for care of community assets. This is the first application from the applicant, who will also be undertaking more work at the cemetery, including replacement of the current signage. This meets community outcomes 2,3,5
b) Houhora Golf Club – fairway mower repairs	$8,050	$5,000	The applicant is seeking funding to repair and maintain the mowers that are used to keep the fairways operational. Funding was granted in July towards the replacement of a bore for the facility in the amount of $15,000. The organisation has had a complete change of leadership since that application was approved. This meets community outcomes 2,3,4,5
c) Mangonui Netball Centre – sound system installation	$30,081	$10,000	The applicant is seeking funding to install an all-weather outdoor soundsystem at the Mangonui Netball Centre. At present, they have a portable system, that is only useful on the court it is based on. This is a safety concern as if there is an emergency, most of the attendees would not be able to hear a warning or call for assistance. This meets community outcomes 2,3,5,6

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

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

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

3. Proud, vibrant communities;

4. Prosperous Communities supported by a sustainable economy;

5. Communities that are safe, connected and sustainable;

6. Communities that are prepared for the unexpected;

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. Herekino Cemetery Board - A5717663 ⇩

2. Houhora Golf Club Inc - A5717665 ⇩

3. Mangonui Netball Club - A5717664 ⇩

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 Board Funding Policy and Te Pae o Uta.
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

4 May 2026

8 Ngā Pūrongo Taipitopito / Information Reports

8.1 Chairperson and Members Reports

File Number: A5676599

Author: Beverly Mitchell, Community Board Coordinator

Authoriser: Aisha Huriwai, Manager - Democracy Services

TE TAKE PŪRONGO / Purpose of the Report

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

NGĀ TŪTOHUNGA / Recommendation

That Te Hiku Community Board note the May 2026 member reports from Chair Bill Subritzky and members: Adele Gardner, Eddie Bellas, Krystal-Rose Taaffe, Mike Te Wake, and Trevor Beatson.

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.