KAIKOHE-HOKIANGA COMMUNITY BOARD
Horeke Hotel
AGENDA
Kaikohe-Hokianga Community Board Meeting
Wednesday, 11 May 2022
Time: |
10.30 am |
Location: |
Council Chambers Memorial Avenue Kaikohe |
Member Mike Edmonds - Chairperson
Member Emma Davis – Deputy Chairperson
Member Laurie Byers
Member Kelly van Gaalen
Member Alan Hessell
Member Moko Tepania
Member Louis Toorenburg
Member John Vujcich
11 May 2022 |
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 centres.
8. To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.
9. To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977 and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.
10. To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.
11. Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.
12. Recommend new bylaws or amendments to existing bylaws.
13. Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.
14. Exercise the following powers in respect of the Council bylaws within their community:
a. Control of Use of Public Spaces – Dispensations on signs
b. Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.
c. Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2
d. Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.
e. Speed Limits – Recommend places and speed limits which should be imposed.
15. To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.
16. Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.
17. To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.
18. To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.
19. In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.
20. Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.
Terms of Reference
In fulfilling its role and giving effect to its delegations, Community Boards are expected to:
1. Comment on adverse performance to the Chief Executive in respect of service delivery.
2. Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.
3. Assist their communities to set priorities for Pride of Place programmes.
4. Have special regard for the views of Maori.
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.
KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS
Name |
Responsibility (i.e. Chairperson etc) |
Declaration of Interests |
Nature of Potential Interest |
Member's Proposed Management Plan |
Mike Edmonds |
Chair |
Kaikohe Mechanical and Historic Trust |
Council Funding |
Decide at the time |
Committee member |
Kaikohe Rugby Football and Sports Club |
Council Funding |
Withdraw and abstain |
|
Kelly van Gaalen |
No form received |
|
|
|
Louis Toorenburg |
No form received |
|
|
|
Alan Hessell |
Nil |
Nil |
Nil |
Nil |
Laurie Byers |
Kaikohe Golf Club |
|
|
|
Kaikohukohu Trust |
|
|
|
|
North Point Trust |
|
|
|
|
Patron Bay of Islands Hockey |
|
|
|
|
Emma Davis |
Secretary |
Pompallier Hokianga Trust |
Council Funding |
Decide at the time to withdraw and/or abstain |
Trustee |
Raiatea Resource Centre |
Council Funding |
Decide at the time to withdraw and/or abstain |
|
Committee Member |
Rawene Hall |
Council Funding |
Decide at the time to withdraw and/or abstain |
|
Committee Member |
Kohukohu Hall |
Council Funding |
Decide at the time to withdraw and/or abstain |
|
Member of teaching staff |
Broadwood Area School |
Council Funding |
Decide at the time to withdraw and/or abstain |
|
John Vujcich |
Board Member |
Pioneer Village |
Matters relating to funding and assets |
Declare interest and abstain |
Director |
Waitukupata Forest Ltd |
Potential for council activity to directly affect its assets |
Declare interest and abstain |
|
Director |
Rural Service Solutions Ltd |
Matters where council regulatory function impact of company services |
Declare interest and abstain |
|
Director |
Kaikohe (Rau Marama) Community Trust |
Potential funder |
Declare interest and abstain |
|
Partner |
MJ & EMJ Vujcich |
Matters where council regulatory function impacts on partnership owned assets |
Declare interest and abstain |
|
Member |
Kaikohe Rotary Club |
Potential funder, or impact on Rotary projects |
Declare interest and abstain |
|
Member |
New Zealand Institute of Directors |
Potential provider of training to Council |
Declare a Conflict of Interest |
|
Member |
Institute of IT Professionals |
Unlikely, but possible provider of services to Council |
Declare a Conflict of Interest |
|
Moko Tepania |
Teacher |
Te Kura Kaupapa Māori o Kaikohe. |
Potential Council funding that will benefit my place of employment. |
Declare a perceived conflict |
Chairperson |
Te Reo o Te Tai Tokerau Trust. |
Potential Council funding for events that this trust runs. |
Declare a perceived conflict |
|
Tribal Member |
Te Rūnanga o Te Rarawa |
As a descendent of Te Rarawa I could have a perceived conflict of interest in Te Rarawa Council relations. |
Declare a perceived conflict |
|
Tribal Member |
Te Rūnanga o Whaingaroa |
As a descendent of Te Rūnanga o Whaingaroa I could have a perceived conflict of interest in Te Rūnanga o Whaingaroa Council relations. |
Declare a perceived conflict |
|
Tribal Member |
Kahukuraariki Trust Board |
As a descendent of Kahukuraariki Trust Board I could have a perceived conflict of interest in Kahukuraariki Trust Board Council relations. |
Declare a perceived conflict |
|
Tribal Member |
Te Rūnanga ā-Iwi o Ngāpuhi |
As a descendent of Te Rūnanga ā-Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā-Iwi o Ngāpuhi Council relations. |
Declare a perceived conflict |
Kaikohe-Hokianga Community Board Meeting Agenda |
11 May 2022 |
Kaikohe-Hokianga Community Board Meeting
will be held in the Council Chamber, Memorial Avenue, Kaikohe on:
Wednesday 11 May 2022 at 10:30 am
Te Paeroa Mahi / Order of Business
1 Nga Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest
2 Te Wāhanga Tūmatanui / Public Forum
5 Confirmation of Previous Minutes
5.1 Confirmation of Previous Minutes
6.1 Winter 2021/2022 Rural Travel Funding Applications
7.1 Okaihau Community Plan Review
7.2 Koutū Mongero Picnic Area - Progress Report
7.3 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 March 2022.
7.5 Kaikohe-Hokianga Community Board Action Sheet Update May 2022
8 Te Wāhanga Tūmataiti / Public Excluded
8.1 Ground Lease to Fire and Emergency NZ (FENZ) - 1089 Broadwood Road, Broadwood
9 Te Kapinga Hui / Meeting Close
1 Nga Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Democracy Support (preferably before the meeting).
It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
2 Te Wāhanga Tūmatanui / Public Forum
To be confirmed on the day.
No requests for deputations were received at the time of the Agenda going to print.
· Representatives from Okorihi Marae
· Representative from Kaikohe Rugby Football and Sports Club
11 May 2022 |
5 Confirmation of Previous Minutes
5.1 Confirmation of Previous Minutes
File Number: A3538469
Author: Marlema Baker, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Democracy Services
Purpose of the Report
The minutes are attached to allow the Kaikohe-Hokianga Community Board to confirm that the minutes are a true and correct record of the previous meeting.
That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 6 April 2022 as a true and correct record.
|
1) Background
Local Government Act 2002 Schedule 7 clause 28 states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.
2) Discussion and Options
The unconfirmed minutes of the meeting are attached.
The Kaikohe-Hokianga Community Board Standing Orders Section 3.17.3 states that “no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.
Reason for the recommendation
The reason for the recommendation is to confirm the minutes as a true and correct record of the previous meeting.
3) Financial Implications and Budgetary Provision
There are no financial implications or the need for budgetary provision.
1. 2022-04-06 Kaikohe-Hokianga Community Board Meeting minutes - A3654205 ⇩
11 May 2022 |
6.1 Winter 2021/2022 Rural Travel Funding Applications
File Number: A3677220
Author: Kim Hammond, Funding Advisor
Authoriser: Ana Mules, Team Leader - Community Development and Investment
Take Pūrongo / Purpose of the Report
To allocate Rural Travel Funding for the 2021/22 winter sporting season.
That the Kaikohe-Hokianga Community Board allocates Rural Travel Grant funding in accordance with the recommendations received from Sport Northland as follows:
|
1) TĀhuhu kŌrero / Background
The Rural Travel Fund was developed in response to concerns raised by Councils throughout the country about the lack of participation in sport by young people living in rural communities. The Fund was introduced as an interim measure until a rural participation strategy was fully developed and implemented. The strategy is yet to be developed.
Kiwisport was launched in 2009 by Prime Minister John Key and funding is given to Sport Northland to achieve three objectives. One of the barriers that has been identified in Northland is the cost of travel. Sport Northland agreed to give part of its funding to the Far North District Council to add to its Rural Travel Fund to overcome the travel barrier and help achieve their three objectives.
Council receives funding based on a per capita basis and gave the three Community Boards delegated authority to allocate the funding. Each Board receives a sum based on the number of people between ages five and nineteen living in their respective areas. Figures are based on the 2013 census results. This funding round is the second of two funding rounds for the current financial year, for sporting activities taking place in winter, or until November 2022 when the next round of funding is allocated.
Council advertises that funding is available approximately one month before applications close in local newspapers and on Council’s Facebook page. Sport Northland representatives also forward information of the fund to clubs and schools that they work with as a more targeted approach to advertise the funding is available.
Sport Northland recently restructure their strategic plans and direction and the funding now comes from Tū Manawa Active Aotearoa programme which provides funding for programmes or projects delivering:
· Tākaro/play
· Ngā mahi a te rēhia/active recreation; and
· Hākinakina/sport opportunities.
Priority for the Tū Manawa Active Aotearoa will go to those that can show their funding will be used for:
· Children and young people in higher deprivation communities
· Girls and young women (5-18); and
· Disabled children and young people.
2) matapaki me NgĀ KŌwhiringa / Discussion and Options
It is each Community Board's role to determine which applications best meet the criteria and will have the most positive broad effect in their communities. The following table is a guide to the funding criteria.
Funding is available for activities taking place within the district. It is understood, that in some cases, competitions do not exist within the district and travel is required in which case the Community Boards may use their discretion.
Project reports for any previous grants have been received from all the current applicants. Further detailed information provided by Sport Northland regarding their recommendations has been distributed to Board Members separately.
|
Sport Northland (Tū Manawa Active Aotearoa) |
Sport New Zealand (Rural Travel) |
What are the Objectives? |
1. Tākaro/play 2. Ngā mahi a te rēhia/active recreation; and 3. Hākinakina/sport opportunities. |
Subsidise travel for junior teams participating in local sport competition. |
How much is available? |
$25,000.00 across the Far North District. |
$25,080.30 across the Far North District. |
Funding is not available for |
Coaches, referees, children playing in Regional or District rep teams, club/school sport administration. |
Activities taking place during school hours, coaches, referees, club/school sport administration, travel to training. |
Who can apply? |
Schools, programmes, projects, clubs or individuals. |
Schools, clubs or individuals. |
What age group is funding for? |
Funding is available for school aged children. This is understood to be ages 5 - 18 years of age. |
Funding is available for youth/children aged 5 - 19 years of age. |
Eligible Sports |
Team or individual organised sporting activities such as volleyball, netball, rugby; hockey, football, orienteering, waka ama, basketball, ki-o-rahi, shooting, athletics, swimming. |
Sports that have regular grass roots competitions such as netball, hockey, rugby, rugby league, softball, football, touch rugby, basketball. |
Applicants are advised, when granted funds, that the funds are to be uplifted within three months and that a project report form is required if they wish to be eligible to apply for future funding.
Take Tūtohunga / Reason for the recommendation
To fulfil the requirements of the Sport NZ Rural Travel Fund agreement with Sport New Zealand and the Tū Manawa Active Aotearoa agreement with Sport Northland to increase participation in sport by young people living in rural communities.
3) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision
Council receives two grants annually that make up this funding budget - $25,080.30 from Sport New Zealand and $25,000 (plus GST) from Sport Northland.
The total budget for rural travel funding for the 2021/2022 financial year is $50,080.30. The percentage of youth throughout the district is translated into percentages to calculate the percentage of funding each Board can allocate. It is recommended that the remaining budget be allocated for winter activities.
The Kaikohe-Hokianga Community Board has a total budget of $13,878.67 to allocate for the 2021/2022 Rural Travel summer and winter rounds. The Kaikohe-Hokianga Community Board allocated a total of $6,140.00 for the summer round, which leaves a budget of $7,738.67 to allocate.
The Community Board also resolved to roll over $10,751 from there 2020/2021 Grants budget, tagged for the 2021/2022 financial year allocations. As this round received a large number of applications, the additional $10,751 will allow for applications to receive a substantial, if not full funding for those applications received.
% |
Board |
40% Summer |
60% Winter |
Total |
40.5% |
Bay of Islands-Whangaroa Community |
$8,029.80 |
$12,044.70 |
$20,074.50 |
31.5% |
Te Hiku Community |
$6,245.40 |
$9,368.10 |
$15,613.50 |
28% |
Kaikohe-Hokianga Community |
$6,140.00 |
$7,738.67 |
$13,878.67 |
1. RTF Winter Application - Broadwood Area School - A3677280 ⇩
2. RTF Winter Application - Hokianga Sports Club - A3677281 ⇩
3. RTF Winter Application - Kaikohe Rugby Football and Sports Club - A3677282 ⇩
4. RTF Winter Application - Okaihau Rugby Club (Junior) - A3677283 ⇩
5. RTF Winter Application - Otaua Netball Club - A3677334 ⇩
6. RTF Winter Application - Opononi Area School - A3677284 ⇩
7. RTF Winter Application - Parafed Northland - A3677286 ⇩
8. RTF Winter Application - Taiamai Ohaeawai Junior Ruby - A3677287 ⇩
9. RTF Winter Application - Te Kura Taumata o Panguru - A3677288 ⇩
10. RTF Winter Application - Te Kura Kaupapa Maori o Hokianga - A3677289 ⇩
11. RTF Winter Application - Te Kura o Omanaia (Omanaia School) - A3677290 ⇩
12. RTF Winter Application - Valley United Rugby League Club - A3677291 ⇩
Hōtaka Take Ōkawa / Compliance Schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
He Take Ōkawa / Compliance Requirement |
Aromatawai Kaimahi / Staff Assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is a matter of low significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Community Grant Policy. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
It is the responsibility of each Community Board to confirm the funding that they allocated has been spent correctly. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
There are no implications on Māori in confirming the project reports. Any implications on Māori arising from matters included in project reports should be considered as part of the relevant report. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities). |
This report is asking for the project reports to be approved, any interests that affect other people should be considered as part of the individual reports. |
State the financial implications and where budgetary provisions have been made to support this decision. |
There are no financial implications or the need for budgetary provision. |
Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report.
|
11 May 2022 |
File Number: A3671330
Author: Kim Hammond, Funding Advisor
Authoriser: Ana Mules, Team Leader - Community Development and Investment
Take Pūrongo / Purpose of the Report
This report summarises the applications received for the Local Community Grant funding to enable the Kaikohe-Hokianga Community Board to determine which applications will receive funding at the 6 April 2022 meeting.
WhakarĀpopoto matua / Executive Summary
· Three applications for funding were received requesting a total of $99,783.08 and one application for consideration was left to lie on the table from the April meeting.
· The balance of the community board funding available for the Board to allocate is $47,902.84.
· The Board also had $100,000 for placemaking funding to grant in the 2021/22 financial year and has allocated a total of $22,000.
That the Kaikohe-Hokianga community Board: a) uplifts the application from Weka Weka Valley Community Trust from the meeting on 06 April 2022 for consideration. b) approves the sum of $2,144 (plus GST if applicable) be paid from the Boards Community Fund account to Weka Weka Valley Community Trust for the purchase of shelving, paint, roller blinds and barstools for the Waimamaku Resource Centre, to support the following Community Outcomes: i) Proud, vibrant communities ii) Communities that are healthy, safe, connected and sustainable. c) approves the sum of $15,950 (plus GST if applicable) be paid from the Boards Community Fund account to Kaikohe Rugby Football and Sports Club for architectural fees, to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable d) approves the sum of $10,000 (plus GST if applicable) be paid from the Boards Community Fund account to Okorihi Marae Charitable Trust for roading, carparking, landscaping and paths, to support the following Community Outcomes: i) Proud, vibrant communities ii) Communities that are healthy, safe, connected and sustainable. e) approves the sum of $10,000 (plus GST if applicable) to be paid from the Boards Community Fund account to Freedom Whare Limited for the costs of electrical, roof, spouting, CCTV, pest management and purchase of fridge/freezers for 12-16 Puia Street, Ngawha Springs, to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable. f) revoke the following decisions i) 2016/2017 Commitment, Cary Forward – Junior Bike Park - $14,376.54
ii) 2019/2020 Commitment, Carry Forward – Kaikohe Community and Youth Centre Trust for installation of the basketball court and hoops at Memorial Park - $19,523.79 iii) 04 August 2021. Item 6.1 Funding Applications Resolution 2021/65 6.1e) That the Kaikohe-Hokianga Community Board amends their resolution of 2 June 2021 and approves the sum of $4724.16 (plus GST if applicable) be paid from the Boards Community Fund account to Far North District Council for travel costs and attendance costs towards three students attending Outward Bound in association with the Mayors Taskforce for Jobs, to support the following Community Outcomes: Communities that are healthy, safe, connected and sustainable Proud, vibrant communities g) approves that the $38,624.49 revoked in the previous resolution, that was allocated to the Junior Bike Park, Basketball Court and Hoops at Memorial Park and Outward Bound be allocated to the Memorial Park Redevelopment Project. |
1) TĀhuhu kŌrero / Background
Each application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the Long-Term Plan (LTP) and all provisions listed on the application form.
The Kaikohe-Hokianga Community Board received the application from Weka Weka Valley Community Trust for consideration at their meeting on 06 April 2022. The Kaikohe-Hokianga Community Board resolved to leave this application to lie on the table until quotes from local companies could be provided for consideration.
2) matapaki me NgĀ KŌwhiringa / Discussion and Options
Applicant and Project |
Requested |
Recommend |
Comments |
Type |
Weka Weka Valley Community Trust – Resource Centre |
$2,144.16 (24%) |
Approve - $2,144 |
Wekaweka Valley Community Trust offers a wide range of activities to the Waimamaku community and community groups in the area. Activities include free Wifi, printing, Op Shop but also hosts workshops throughout the year. The applicant did include GST in their application, the total cost of the project excluding GST is $8,753.04 and the amount requested is $2,144.16 GST exclusive. As they are GST registered the amounts requested should be GST exclusive. The Community Board left this item to lie on the table and asked that Wekaweka Valley Community Trust provide quotes from local organisations. Wekaweka Valley Community Trust has supplied an email with the reason why they cannot use local providers. |
Community Development |
Kaikohe Rugby Football and Sports Club – Upgrade of KRFSC Clubrooms – Architect Fees |
$31,900.00 (100%)
|
Approve - $15,950 |
Applicant has requested full funding for this activity, under the Community Grants Policy funding requested may not exceed 50% of the total cost, staff recommend funding 50% of the cost of the activity. The activity is also taking place on Council-owned property and the applicant is working with staff to make sure that they met Council policies and lease conditions. |
Infrastructure |
Okorihi Marae Charitable Trust – Project Completion Works |
$34,819.00 |
Approve - $10,000 |
This application is for the final part of the marae building completion. This proposal aligns with priorities of the Community Grants Policy: - Provide infrastructure and contribute significantly to placemaking; - Demonstrated community need; - High degree of local participation and engagement; - Likely to succeed; - Family-friendly - Applied for funding from sources outside of Council. |
Infrastructure |
Freedom Whare Limited |
$33,064.08 |
Approve - $10,000 |
Under the Community Grants Policy it states: - Commercial activities, unless of direct benefit to the community; - Projects on private property, unless of direct benefit to the community. are not eligible for funding. This project is of direct benefit to the community and have demonstrated that there is a community need and that this service is stretched to capacity. |
Infrastructure |
Take Tūtohunga / Reason for the recommendation
The applicants are required to complete a standard application form and provide supporting information.
For each application the Board has three options.
Option 1 Authorise funding for the full amount requested.
Option 2 Authorise partial funding.
Option 3 Decline funding.
Each application has been assessed and meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP and the conditions listed on the application form.
3) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision
Budgetary Provisions has been made and the grant is allocated in accordance with the Community Grant Policy.
1. Application - Weka Weka Valley Community Trust - A3623017 ⇩
2. Email from Weka Weka Valley Community Trust - A3679430 ⇩
3. Application - Kaikohe Rugby Football and Sports Club - A3679636 ⇩
4. Application - Okorihi Marae Charitable Trust - A3679774 ⇩
5. Application - Freedom Whare Limited - A3692048 ⇩
Hōtaka Take Ōkawa / Compliance Schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
He Take Ōkawa / Compliance Requirement |
Aromatawai Kaimahi / Staff Assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is a matter of low significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Community Grant Policy. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
This report does not have district-wide relevance. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi. |
There are no implications for Māori in relation to land and/or water. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities). |
Considered in the application. |
State the financial implications and where budgetary provisions have been made to support this decision. |
Budgetary provision has been made and the grant is allocated in accordance with the Community Grant Policy. |
Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report. |
11 May 2022 |
7.1 Okaihau Community Plan Review
File Number: A3673423
Author: Ken Ross, Community Development Advisor
Authoriser: Angie Thomas, Manager - Accounting Services
TAKE PŪRONGO / Purpose of the Report
To present the updated Okaihau Community Plan to the Kaikohe Hokianga Community Board for acknowledgement and inclusion into their strategic planning process.
WHAKARĀPOPOTO MATUA / Executive SummarY
Okaihau was one of the first communities in the Far North to produce a Community Plan (completed early 2009). Some of the goals in the original plan have been met, a few have become out-dated and some goals from the original plan are yet to be reached. A working group in the Okaihau community has spent the last year reviewing and updating their Community Plan with the current aspirations of their community.
That the Kaikohe-Hokianga Community Board receive the updated Okaihau Community Plan Review. |
tĀHUHU KŌRERO / Background
Far North District Council started its current practice of working with its communities to produce an expression of community aspiration, in 2007. Normally, a community will construct a Community Plan in the knowledge the material covers three aspects of community ‘life’ and relationship. Those aspects are:
1 The relationship the community has with FNDC.
2 The relationships the community has with Regional Government and Central Government agencies, and finally,
3 Those internal relationships and aspirations the community chooses to fulfil for itself.
A community plan will normally be constructed in sections based closely on the ‘four well beings’, so the document bears relationship with Local and Central Government documentation and objectives. When a draft plan has been produced, it undergoes a period of socialisation and endorsement from the wider community before it is presented to Council, through the relevant Community Board. The community ‘socialised’ this document over the summer period utilising local businesses, shops, and social media.
MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps
When Council undertook the Community Plan process back in 2007, the ‘acceptance’ of a community plan by a Community Board was seen as the first step of bringing community thinking and aspiration into Council, to inform Council’s own thinking and planning. The benefit of having such information ‘in Council’ was two-fold. The information was to be available to inform Council officers and contractors of community aspirations and needs when they went into that community, and secondly, the information in the plan could be viewed as a ‘communal submission’ during the process of creating Council’s LTP.
A more recent process has been established that takes a slightly different approach, but with the intent of a similar outcome, in that Community Plans are to be ‘strong informers’ of Community Board Strategic Planning, which of course, inform Council’s planning and LTP directions.
Members of the Okaihau Community Plan working group have requested attend the Kaikohe Hokianga Community Board meeting on 11th May to present their updated Community Plan to the Community Board.
PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision
The Community Plans set out a range of community goals and aspirations, many of which will require budget to achieve, but only a small proportion of that is asked of Council because Foundation North, Lottery and other philanthropic parties respond well to communities who make the effort to create community plans.
What is normally done however, when a community presents its Community Plan to its Community Board, is the Board grants the Community Plan Implementation Group a sum of money to undertake one of its ‘low-hanging-fruit’ projects.
This sum has varied over the years ($5k-$15k) and depends on the Board finances and the needs of the community. It is seen as a gesture of ‘good-will’ that cements a relationship between the Board and the community, and also vindicates and rewards the effort made by the community plan working party on behalf of the community in a visible manner.
1. Okaihau Community Development Plan 2021 - A3681243 ⇩
11 May 2022 |
7.2 Koutū Mongero Picnic Area - Progress Report
File Number: A3680629
Author: Rochelle Deane, Manager - Environmental Services
Authoriser: Trent Blakeman, Manager - Building Services
TAKE PŪRONGO / Purpose of the Report
To provide the Community Board with an update on the progress to formalise a Kaitiaki Agreement for the lawful use of Koutū Mongero picnic area as a campground.
WHAKARĀPOPOTO MATUA / Executive SummarY
At the February Council meeting a resolution was made in relation to the Koutū Mongero Picnic Area Encroachment. The resolution was for Council to:
a) Engage with the kaitiaki of the Koutū Mongero Picnic Area to formalise a Kaitiaki Agreement for the lawful use of the area for a campground; and
b) Engage with the kaitiaki to obtain the necessary consents under the Resource Management Act 1991, Local Government Act 2002, and Health Act 1956 to facilitate the lawful use of the area as a campground.
c) That progress reports be brought to the Kaikohe-Hokianga Community Board.
That the Kaikohe-Hokianga Community Board receive the report Koutū Mongero Picnic Area - Progress Report. |
tĀHUHU KŌRERO / Background
In April 2021 Council Monitoring Officers responded to a complaint that an area of unformed road known as Koutū Picnic Area was being used illegally as a campground. A site visit was carried out which confirmed the presence of illegal structures and signage relating to a campground. The kaitiaki occupiers have been mowing and maintaining the picnic area.
The Monitoring Team and the Northern Transport Alliance (NTA) sought direction from Council about the future use of the picnic area. Staff recommended that Council engage with the kaitiaki occupier to formalise a Kaitiaki Agreement. Further, that Council also assists the occupier to obtain the necessary consents to legalise the use of the Koutū Picnic Area as a campground. See attachment A: Koutū Mongero Picnic Area Report
On 6 October 2021 the Kaikohe-Hokianga Community Board resolved to support the recommendation of that report.
On 24 February 2022 Council also resolved to support the recommendation.
The Kaitiaki Agreement can document Council’s expectations relating to public access and maintenance of the area.
Council can work with kaitiaki to assess compliance with the requirements of the Resource Management Act 1991 (RMA), s.120B of the Health Act 1956 (Campground Regulations) and s.357 LGA. It is likely that resource consent and health licensing would be required.
If compliance is achieved, the Kaitiaki Agreement can provide for both campervan parking and public access to the coast. Resource consent and health licensing conditions would also apply. An agreement would recognise the role of local kaitiaki and be the focus for constructive dialogue between Council and the kaitiaki occupier. This aligns with the Treaty of Waitangi principles of Tino Rangatiratanga and Partnership.
This is the start of a potentially transformational and sincere relationship with the local hapū in the area and will bode well for future projects.
MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps
In March 2022, Council’s Kaiarahi Kaupapa Maori have contacted and spoken to the Ngāti Korokoro representatives regarding Koutū Point. They have been provided a copy of the report for their perusal.
Ngāti Korokoro, had not heard about this kaupapa and were pleased it was brought it to their attention and extremely pleased with the recommendations coming out of the Community Board and Council meetings, respectively.
Ngāti Korokoro is to contact Kaitiaki Whānau to map out next steps and will then reach back out to Council.
PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision
There are no financial or budgetary implications associated with this information report, however Council will need to fund technical and legal support to assess whether the proposed campground can achieve compliance with the requirements of the Resource Management Act 1991 (RMA), 120B of the Health Act 1956 and LGA.
1. Koutu Mongero Picnic Area Encroachment Report - A3540785 ⇩
11 May 2022 |
7.3 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 March 2022.
File Number: A3674020
Author: Segun Rotimi, Accounting Support Officer
Authoriser: Janice Smith, Chief Financial Officer
Purpose of the Report
The Community Fund account provides information on financial matters relating to the Kaikohe-Hokianga Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.
That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 March 2022. |
Background
The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available.
Community Fund Account balance as at 1 July 2021 |
$203,211.00 |
· Plus, carry forward – Kaikohe Community & Youth Centre Trust for installation of the basketball court and hoops at Memorial Park |
$19,523.79 |
· Plus, carry forward – Junior Bike Park |
$14,376.54 |
· Plus, Unspent from 2020/21 – BOI Canine Association |
$2,580.00 |
· Plus, Unspent from 2020/21 – Nth Hokianga A&P Society 2021 Show |
$3,720.00 |
· Plus, Unspent from 2020/21 – Outward Bound Student Sponsorship |
$6,000.00 |
· Plus, Unspent from 2020/21 – Allocation to the Tamariki |
$10,751.00 |
· Less funds granted and uplifted to 31 March 2022 |
$60,402.55 |
· Less funds not uplifted from 2016/2017 Commitment Carry Forward – Junior Bike Park |
$14,376.54 |
· Less funds not uplifted from 2019/2020 Commitment Carry Forward – Kaikohe Community & Youth Centre Trust for installation of the basketball court and hoops at memorial park |
$19,523.79 |
· Less funds not uplifted from 02 June 2021 for Allocation to the Tamariki of the Kaikohe-Hokianga ward for the Rural Travel fund for the 2021/22 year |
$10,751.00 |
· Less funds not uplifted from 04 August 2021 for travel and attendance costs for students attending Outward Bound in association with the Mayors Taskforce for Jobs |
$4,724.16 |
· Less funds not uplifted from 04 August 2021 for Balance of funding initially set aside (but not required) for the Outward-Bound Students that were selected for sponsorship through the Mayors Taskforce for Jobs be added to the funds set aside for Rural Travel Funding |
$1,275.84 |
· Less funds not uplifted from 06 October 2021 and 04 February 2022 for Pioneer Village Kaikohe for costs towards 2021 Halloween event |
$1,500.00 |
· Less funds not uplifted from 08 December 2021 for Hokianga Community Educational Trust for the purchase of a shredder/chipper |
$2,999.00 |
· Less funds not uplifted from 04 February 2022 for Authorise costs towards placement of barriers for the protection of the Opononi Pohutukawa trees |
$5,000.00 |
· Less funds not uplifted from 03 June 2020 for Kaikohe Business Association for costs towards their Community Patrol vehicle |
$1,000.00 |
· Community Fund Account balance as at 31 March 2022 |
$138,609.45 |
Discussion and Next Steps
Board members will consider the applications on the agenda and decide on what level of funding to allocate. The uncommitted balance in the Community Fund account as at 31 March 2022 is $138,609.45.
Recent amendments to the Community Grant Fund Policy allow the Community Board to allocate, by resolution, funding directly to key projects identified in their strategic plan to the maximum amount of $20,000 in any financial year.
Financial Implications and Budgetary Provision
The Far North District Council has delegated the allocation of relevant community board funds to the Kaikohe-Hokianga 31 March 2022 is attached.
1. Statement of Community Fund Account Kaikohe-Hokianga as at 31 March 2022 - A3673959 ⇩
11 May 2022 |
7.4 Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 31 March 2022.
File Number: A3675284
Author: Segun Rotimi, Accounting Support Officer
Authoriser: Janice Smith, Chief Financial Officer
Purpose of the Report
The purpose of the report is to provide the Kaikohe-Hokianga Community Board with financial statements for the period ended 31 March 2022.
Executive Summary
The financial report is ward-specific, covering the activities in the Kaikohe-Hokianga ward only.
Understanding the report
· Variances in excess of $100k and significant “%” variances will be commented on.
· The financial year runs from 01 July 2021 to 30 June 2022.
· The “Year to Date” columns reflect income and expenses for the period 01 July 2021 to 31 March 2022.
· The variances column highlights the difference between the budget set in the 2021/31 Long Term Plan (2021/2022 Year 1) and actual income and expenses as at 31 March 2022.
· The full year columns show the budgeted income and expenses for the full 12 months from 01 July 2021 to 30 June 2022.
· The full year forecast column shows the best estimate for the actual year end position as advised by Managers.
· Unfavourable variances will represent expenses higher than budget or income less than budget.
That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 31 March 2022. |
Background
This is the third quarterly financial report for 2021-2022 detailing the financial performance of community activities to be provided to the Kaikohe-Hokianga Community Board.
Discussion and Next Steps
Refer to commentary in the attached statement.
Financial Implications and Budgetary Provision
There are no specific financial implications for this report.
1. KHO Statement of Financial Performance Activities by Ward for the period ending 31 March 2022 - A3675262 ⇩
11 May 2022 |
7.5 Kaikohe-Hokianga Community Board Action Sheet Update May 2022
File Number: A3688318
Author: Marlema Baker, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Democracy Services
TAKE PŪRONGO / Purpose of the Report
To provide the Kaikohe-Hokianga Community Board with an overview of outstanding decisions from 1 January 2020.
WHAKARĀPOPOTO MATUA / Executive SummarY
· Council staff have reintroduced action sheets as a mechanism to communicate progress against decisions/resolutions and confirm when decisions have been implemented.
· Action sheets are also in place for Council, Committees and Community Boards.
That the Kaikohe-Hokianga Community Board receive the report Kaikohe-Hokianga Community Board Action Sheet Update May 2022. |
tĀHUHU KŌRERO / Background
The Democracy Services Team have been working on a solution to ensure that elected members can receive regular updates on progress against decisions made at meetings, in alignment with a Chief Executive Officer key performance indicator.
Action sheets have been designed as a way to close the loop and communicate with elected members on the decisions made by way of resolution at formal meetings.
Action sheets are not intended to be public information but will provide updates to elected members, who, when appropriate can report back to their communities and constituents.
MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps
The outstanding tasks are multi-facet projects that take longer to fully complete.
The Democracy Services staff are working with staff to ensure that the project completion times are updated so that action sheets provided to members differentiate between work outstanding and work in progress.
PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision
There are no financial implications or need for budgetary provision in receiving this report.
1. KHCB Action Sheet - May 2022 - A3688551 ⇩
Kaikohe-Hokianga Community Board Meeting Agenda |
11 May 2022 |
11 May 2022 |
8 Te Wāhanga Tūmataiti / Public Excluded
RESOLUTION TO EXCLUDE THE PUBLIC