AGENDA

 

 

Te Hiku Community Board Meeting

 

Tuesday, 5 March 2019

 

Time:

10:00 am

Location:

Te Ahu

Cnr Matthews Ave and South Road

Kaitaia

 

 

Membership:

Chairperson Adele Gardner - Chairperson

Member Lawrie Atkinson

Member Bronwyn Bauer-Hunt

Member Melanie Dalziel

Member Awhina Murupaenga

Member Nuu Ward

Cr Felicity Foy

 

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

The Local Government Act 2002 states the role of a Community Board is to:-

(a)      Represent, and act as an advocate for, the interests of its community;

(b)      Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board;

(c)      Maintain an overview of services provided by the territorial authority within the community;

(d)      Prepare an annual submission to the territorial authority for expenditure within the community;

(e)      Communicate with community organisations and special interest groups within the community;

(f)      Undertake any other responsibilities that are delegated to it by the territorial authority

Council Delegations to Community Boards - January 2013

The "civic amenities" referred to in these delegations include the following Council activities:

·         Amenity lighting

·         Cemeteries

·         Drainage (does not include reticulated storm water systems)

·         Footpaths/cycle ways and walkways.

·         Public toilets

·         Reserves

·         Halls

·         Swimming pools

·         Town litter

·         Town beautification and maintenance

·         Street furniture including public information signage.

·         Street/public Art.

·         Trees on Council land

·         Off road public car parks.

·         Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.

Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.

Set local priorities for minor capital works in accordance with existing strategies,

1.    Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long Term Plan processes.

2.    Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.

3.    Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.

4.    Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.

5.    To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.

6.    To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long Term Plan, and make recommendations to the Council.

7.    Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centers.

8.    To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.

9.    To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977, and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.

10.  To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.

11.  Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.

12.  Recommend new bylaws or amendments to existing bylaws.

13.  Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.

14.  Exercise the following powers in respect of the Council bylaws within their community:

a.    Control of Use of Public Spaces – Dispensations on signs

b.    Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.

c.    Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2

d.    Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.

e.    Speed Limits – Recommend places and speed limits which should be imposed.

15.  To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.

16.  Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.

17.  To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.

18.  To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.

19.  In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.

20.  Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.

Terms of Reference

In fulfilling its role and giving effect to its delegations, Community Boards are expected to:

1.    Comment on adverse performance to the Chief Executive in respect of service delivery.

2.    Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.

3.    Assist their communities to set priorities for Pride of Place programmes.

4.    Have special regard for the views of 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.


 

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc.)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

Adele Gardner

N/A - FNDC Honorarium

 

 

 

The Far North 20/20, ICT Trust

Trustee

 

 

Te Ahu Charitable Trust

Trustee

 

 

ST Johns Kaitaia Branch

Trustee/ Committee Member

 

 

I know many FNDC staff members as I was an FNDC staff member from 1994-2008.

 

 

 

Partner of Adele Gardner

N/A as Retired

 

 

 

Bronwyn Hunt

CBEC

 

Director

Stand aside from any discussion held

Independent Hearings Commissioner

 

 

Continue to be available as a commissioner with the exception of any within the Te Hiku area.

Te Rarawa Anga Mua

Senior member of TRAM and technical advisor to PSGE for Te Runanga o Te Rarawa

 

Remove oneself from discussion and any decision making

Principle Advisor Policy, Strategy and Service Delivery

Te Hiku Beach Governance Board

 

Continue to provide technical advice to the board, no decision making authority with respect to the board

Northland Conversation Board Member

 

 

 

Reconnecting Northland (Chair)

 

 

 

Para Kore (member)

 

Para Kore holds a waste minimisation contract with FNDC.

Remove oneself from discussion and any decision making.

Te Ahu Charitable Trust (member)

 

Council is a tenant of the Te Ahu Facility

 

R Tucker Thompson Sail Training Trust

 

Trust leases a building and mooring currently operated by Far North Holdings

Abide by the trust document, remove oneself from discussion and any decision making.

Far North Regional Museum Trust (chair)

 

Museum located and operated by FNDC, Advisory and responsibility of trust is with the collections.

Abide by the MOU (May 2017)

Was employed between 1995-2010 as a senior manager within Council. There are staff who are still with FNDC that once reported to me. Don’t think there’s a conflict but would like it noted.

 

 

 

Awhina Murupaenga

No form received

 

 

 

Melanie Dalziel

No form received

 

 

 

Nuu Ward

No form received

 

 

 

Lawrie Atkinson

No form received

 

 

 

Felicity Foy

Director - Northland Planning & Development

I am the director of a planning and development consultancy that is based in the Far North and have two employees.

 

I will abstain from any debate and voting on proposed plan change items for the Far North District Plan.


I will declare a conflict of interest with any planning matters that relate to resource consent processing, and the management of the resource consents planning team.

I will not enter into any contracts with Council for over $25,000 per year. I have previously contracted to Council to process resource consents as consultant planner.

Flick Trustee Ltd

I am the director of this company that is the company trustee of Flick Family Trust that owns properties on Weber Place and Allen Bell Drive.

 

 

Elbury Holdings Limited

This company is directed by my parents Fiona and Kevin King.

This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight, Tahuna Road/Allen Bell Drive.

 

Foy Farms partnership

Owner and partner in Foy Farms - a farm in three titles on Church Road, Kaingaroa

 

 

Foy Farms Rentals

Owner and rental manager of Foy Farms Rentals for 6 dwellings on Church Road, Kaingaroa and 1 dwelling on Allen Bell Drive, Kaitaia

 

 

King Family Trust

This trust owns several
titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane.

These trusts own properties in the Far North.

 

Previous employment at FNDC 2007-16

I consider the staff members at FNDC to be my friends

 

 

Partner Felicity Foy

Employed by Justaplumber Taipa

 

 

 

Friends with some FNDC employees

 

 

 

 

 

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

Far North District Council

Te Hiku Community Board Meeting

will be held in the Te Ahu, Cnr Matthews Ave and South Road, Kaitaia on:

Tuesday 5 March 2019 at 10:00 am

Order Of Business

1          Apologies and conflicts of Interest 11

2          Public Forum.. 11

3          Speakers. 11

4          Deputations. 11

5          Confirmation of Previous Minutes. 12

5.1            Confirmation of Previous Minutes. 12

6          Infrastructure and Asset Management Group. 21

6.1            Te Hiku New Footpaths Programme 2018/2019. 21

7          District Services Group. 26

7.1            Community and Customer Services Department Information Report 1 July - 31 December 2018. 26

8          Corporate Services Group. 36

8.1            Lease 8 Melba Street Kaitaia to Nga Wawata Bi-Lingual Early Childhood Centre Limited  36

8.2            Chairperson and Member Reports. 39

8.3            Funding Project Reports. 48

8.4            Te Hiku Statement of Community Fund Account as at 31 January 2019. 58

8.5            Application for Funding - NZ Offshore Powerboat Association Inc. 63

8.6            Application for Funding - Be Free Inc. 73

8.7            Application for Funding - Awhina Hoiho Charitable Trust 84

8.8            Te Hiku Statement of Financial Performance Activities by Ward for the period ending 31 December 2018. 94

9          Meeting Close. 97

 

 


1            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 Governance 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            Public Forum

3            sPEAKERS

                   10:30 am Representative from NZ Offshore Powerboat Assocation

                   10:35 am Respresenative from Be Free Inc

                   10:40 am Representative from Awhina Hoiho Charitable Trust

4            DEPUTATIONS

No requests for deputations were received at the time of the Agenda going to print.


Te Hiku Community Board Meeting Agenda

5 March 2019

 

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

File Number:           A2295592

Author:                    Melissa Wood, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

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

Recommendation

That the Te Hiku Community Board agrees that the minutes of the meeting of the Te Hiku Community Board held 12 December 2018 be confirmed as a true and correct record.

 

 

1) Background

Local Government Act 2002 Schedule 7 Section 28A 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 minutes of the meeting 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”.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.       Unconfirmed Minutes - Te Hiku Community Board Meeting 12 December 2018 - A2293054  


 

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.

Compliance requirement

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

Not applicable.

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Not applicable.

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.

None

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.

Not applicable.

State the financial implications and where budgetary provisions have been made to support this decision.

There are no financial implications requiring input from the Chief Financial Officer.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

   MINUTES OF Far North District Council
Te Hiku Community Board Meeting
HELD AT THE
Te Ahu, Cnr Matthews Ave and South Road, Kaitaia
ON
Wednesday, 12 December 2018 AT 10:00 am

 

PRESENT:              Chairperson Adele Gardner, Member Lawrie Atkinson, Member Bronwyn Bauer-Hunt, Member Melanie Dalziel, Member Awhina Murupaenga, Member Nuu Ward, Cr Felicity Foy   

STAFF PRESENT: Melissa Wood - Meetings Administrator, Gordon Dellar - Assets Manager, Rob Koops - Property Services, Tanya Nowell - Team Leader Infrastructure Programmes, Aaron Reilly - Lighting & Transport Operations Specialist

1            public forum

Pat Davis representative from Far North Environment Centre spoke in regard to the Lighthouse Building Kaitaia, agenda item 6.1 refers.

2            Apologies and Conflicts of Interests

There were no apologies. Member Dalziel declared an interest - agenda item 8.9 refers Whakawhiti Ora Pai Funding Application.

3            confirmation of previous minutesSPEAKERS

5.1         Confirmation of Previous Minutes

Committee Resolution  2018/24

Moved:       Member Melanie Dalziel

Seconded:  Member Nuu Ward

That the Te Hiku Community Board agrees that the minutes of the meeting of the Te Hiku Community Board held 8 November 2018 be confirmed as a true and correct record.

Carried

4            speakers

Raewyn Pennell, representing Business & Professional Women Kaitaia spoke to the Board in regard to their funding application - agenda item 8.5 refers

Jim Burrough,  representing Kaitaia & Districts Agricultural and Pastoral Association,  spoke to the Board in regard to their funding application - agenda item 8.6 refers

Terri Gravitt,  representating Life Education Trust Far North spoke to the Board in regard to their funding application - agenda item 8.7 refers.

Barbara Larsen and Bryar Crewther-Abraham, representing Whakawhiti Ora Pai Community Health Promotions unit spoke to the Board in regard to their funding application - agenda item 8.9 refers.

Rewarewa Morris and Leslie Trussler, representing Man Up & Legacy Sisterhood Empowerment Kaitaia spoke to the Board in regard to their funding application - agenda item 8.8 refers.

 

MEETING: The meeting was adjourned from 10:56 am to 11:18 am.

5            deputations

Mark Frost - Vice Chairperson Kaitaia Business Association - Annual Report 2017/18, agenda item 7.2 refers.

Mark Osborne - representing Te Hiku Sports Hub - progress update.

6            Infrastructure and Asset Management Group

6.1         Lighthouse South Road - Building issues and future use

Resolution  2018/25

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Nuu Ward

That the Te Hiku Community Board recommends:

a)      Council repair the former FNDC information centre building (the Lighthouse) at 8 South Road, Kaitaia to make it watertight and prevent further deterioration (estimated cost $1,200 to $1,500 plus GST).

b)      carry forward the remainder of the available renewals budget towards the future conversion to public amenities or other use appropriate for public recreation and enjoyment in Jaycee Park.

c)      close the Lighthouse building until such time that a long term decision on the use of the building and associated budget can be made.

Carried

 

ATTENDANCE: Member Murpaenga left the meeting at 12:21 pm and rejoined the meeting at 12:27 pm.

6.2         Te Hiku Board 2018/19 Lighting Projects

Resolution  2018/26

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Lawrie Atkinson

That the Te Hiku Board approves the installation of three new streetlights on Pukepoto Road, Kaitaia, to be funded from the 2018/19 Te Hiku New Amenity Light budget at an estimated cost of $16,645 excl GST.

Carried

 

7            Strategic Planning and Policy Group

7.1         Disability Action Group Annual Report 2017-2018

Resolution  2018/27

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Nuu Ward

That the Te Hiku Community Board receives the report Disability Action Group Annual Report 2017-2018.

Carried

 

7.2         Kaitaia Business Improvement District Annual Plan

Resolution  2018/28

Moved:       Member Melanie Dalziel

Seconded:  Member Lawrie Atkinson

That the Te Hiku Community Board:

a)      Release the $50,000 funds collected via targeted rates to the Kaitaia Business Association for the 2018-2019 financial year.

b)      Advise the Kaitaia Business Association to reduce its planned spend identified in the    Annual Plan for 2019-2020 financial year to match the $50,000 that will be available via       the targeted rate.

 Carried

 

MEETING: The meeting was adjourned from 12:47 pm to 1:39 pm.

8            Corporate Services Group

8.1         Te Hiku Community Board Calendar of Meetings 2019

Resolution  2018/29

Moved:       Member Melanie Dalziel

Seconded:  Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board :

a)      adopt the following meeting dates for 2019 until the end of the triennium at venues to be determined by the Board

·    5 March

·    16 April

·    28 May

·    16 July

·    20 August

·    1 October

b)      schedule the following meeting dates for the Kaitaia Drainage Committee, Waiharara and Kaikino Drainage Committee, and the Motutangi Drainage Committee for 2019

·    18 March

·    2 Sept

c)      delegate the authority to amend the schedule of Community Board meetings, and Drainage Committee meetings from January 2019 until the end of the Triennium,  to the Chief Executive Officer.

Carried

 

8.2         Chairperson and Member Reports

Resolution  2018/30

Moved:       Member Melanie Dalziel

Seconded:  Member Nuu Ward

That the Te Hiku Community Board note the reports from the Chairperson, and Members Atkinson, Dalziel, and Ward.

Carried

 

8.3         Funding Project Reports

Resolution  2018/31

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Lawrie Atkinson

That the Te Hiku Community Board notes the following project report forms from:

·    Far North Safer Community Council

·    Mangonui Fun Run and Walk event

·    No 64 Squadron Kaitaia Air Training Corps

Carried

 

8.4         Te Hiku Statement of Community Fund Account as at 31 October 2018

Resolution  2018/32

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Melanie Dalziel

That the Te Hiku Community Board receives the report Te Hiku Statement of Community Fund Account as at 31 October 2018.

Carried

 

8.5         Application for Funding - Business & Professional Women Kaitaia (Inc)

Resolution  2018/33

Moved:       Member Melanie Dalziel

Seconded:  Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $4,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Business & Professional Women Kaitaia for costs toward the archiving and publishing the book ‘10 years of art 2 wear in Kaitaia’, to support the following Community Outcomes:

     i. Proud vibrant communities

Carried

 

8.6         Application for Funding - Kaitaia & Districts Agricultural and Pastoral Association

 

MOTION

Moved:       Member Melanie Dalziel

Seconded:  Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $5,369 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Kaitaia & Districts Agricultural and Pastoral Association for the 2019 Kaitaia A&P show, to support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable.

Amendment

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Melanie Dalziel

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $3,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Kaitaia & Districts Agricultural and Pastoral Association for the 2019 Kaitaia A&P show, to support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

Carried

The Amendment became the substantive motion

Resolution  2018/34

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Melanie Dalziel

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $3,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Kaitaia & Districts Agricultural and Pastoral Association for the 2019 Kaitaia A&P show, to support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

Carried

 

8.7         Application for Funding - Life Education Trust Far North

 

MOTION

Moved:       Member Lawrie Atkinson

Seconded:  Cr Felicity Foy

Moved:       Member Melanie Dalziel

Seconded:  Chairperson Adele Gardner .

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $10,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Life Education Trust Far North towards the costs of their 2019 annual visits to Northland Schools.

          i. Proud vibrant communities

Amendment

Moved:       Member Lawrie Atkinson

Seconded:  Cr Felicity Foy

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $3,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Life Education Trust Far North towards the costs of their 2019 annual visits to Northland Schools.

          i. Proud vibrant communities

Carried

The amendment became the substantive motion

Resolution  2018/35

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $3,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Life Education Trust Far North towards the costs of their 2019 annual visits to Northland Schools.

          i. Proud vibrant communities

Carried

 

8.8         Application for Funding - Man Up and Legacy Kaitaia

Resolution  2018/36

Moved:       Chairperson Adele Gardner

Seconded:  Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy declines the funding application from Man Up and Legacy Kaitaia, as there are alternative funding sources that are more appropriate.

Carried

8.9         Application for Funding - Whakawhiti Ora Pai Community Health

Motion

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Cr Felicity Foy

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $1,908 (plus GST if applicable) to be paid from the Board’s Community Fund account to Whakawhiti Ora Pai for costs toward the 2019 Whanau Camp, to support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

Amendment

Moved:       Chairperson Adele Gardner

Seconded:  Member Awhina Murupaenga

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy declines the funding application from Whakawhiti Ora Pai Community Health, as there are alternative funding sources that are more appropriate.

Carried

The amendment became the substantive motion

RESOLUTION  2018/37

Moved:       Chairperson Adele Gardner

Seconded:  Member Awhina Murupaenga

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy declines the funding application from Whakawhiti Ora Pai Community Health, as there are alternative funding sources that are more appropriate.

Carried

 

9            Meeting Close

The Meeting closed at 2:47 PM.

 

The minutes of this meeting will be confirmed at the Te Hiku Community Board Meeting held on 5 March 2019.

 

 

 

...................................................

CHAIRPERSON

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

6            Infrastructure and Asset Management Group

6.1         Te Hiku New Footpaths Programme 2018/2019

File Number:           A2349143

Author:                    Jaco Cronje, Project Manager - Footpaths & Cycleways

Authoriser:             Andy Finch, General Manager - Infrastructure and Asset Management

 

Purpose of the Report

To seek approval for the 2018/2019 year footpath programme for the Te Hiku Ward.

Executive Summary

·        There is $150,000 allocated in the Long Term Plan for new footpaths in the Te Hiku Ward.

·        NZTA have elected to fund new footpath projects from the 2018/2019 financial year at the current Funding Assistance Rate of 66% (i.e. FNDC have to contribute a 34% local share).

·        NZTA will fund the highest ranked footpaths in order of priority, though other footpaths may be put forward on a business case basis.

·        FNDC have therefore prepared a 2018/2019 footpath programme that maximise NZTA funding subsidy. This programme aligns with that previously agreed by the Community Board.

Recommendation

That the Te Hiku Community Board agrees to the revised 2018/2019 footpath programme as follows:

·         Kaitaia: Arnold Rae park to ticket gate

·         Kaitaia: Pukepoto Road

·         Kaitaia: North Park Drive to Whangatane Drive - Design in 2018/2019, Construction        2019/2020

·         Kaitaia: Donald Road to Hillcrest Road

·         Kaitaia: Dominion Road

·         Kaitaia: SH1 Matthews Avenue

·         Ahipara: Foreshore Road toilets to Panorama Lane - Design in 2018/2019,                    Construction 2019/2020

·         Kaitaia: A&P to Te Ahu - Design in 2018/2019, Construction 2019/2020

 

1.       Background

NZTA Footpath Funding

Prior to this financial year, new footpath construction did not attract funding subsidy from NZTA. However, this has now changed and NZTA have advised that they will now fund the construction of new footpaths under the Low Cost – Low Risk programme. This allows for a streamlined funding approval for projects valued at less than $1M, which would include the footpaths routinely constructed by FNDC. It also means that new footpaths funding through this mechanism would attract NZTA funding subsidy at 66% of total project cost.

NZTA’s requirement is that the application for subsidy for new footpaths is not excessive compared to the remainder of the roading programme, and that prioritisation is aligned to the Government Policy Statement on Land Transport.  This has four strategic priorities:

•        Safety – a safe system, free of death and serious injury;

•        Access – a system that provides increased access to economic and social opportunities, enables transport choice and access, and is resilient;

•        Environment – a system that reduces greenhouse gas emissions, as well as adverse effects on the local environment and public health;

•        Value for money – a system that delivers the right infrastructure and services to the right level at the best cost.

Potential new footpaths in the Te Hiku Ward have been identified through a blend of resident, FNDC Staff and community board requests. The schedule of new footpaths produced has been prioritised against the above criteria.

This methodology has been accepted by NZTA who have also agreed that they will provide funding subsidy for the highest ranking projects on a Ward rather than a District basis.

The highest ranking projects in each Ward will therefore attract subsidy from NZTA.

Community Board Project List

The Community Board have previously notified staff of their highest priority new footpath projects:

-        Kaitaia: Pukepoto Road

-        Kaitaia: North Park Drive to Whangatane Drive

Both these projects are included within the 2018/2019 footpaths programme assessed using the NZTA prioritisation methodology described above. 

Relationship to the Walking and Cycling Strategy

The Walking and Cycling Strategy is currently under development and is not available to inform this paper. However, the approach detailed in this report will be superseded by the outcomes of the Walking and Cycling Strategy.

2.       Discussion and Options

The proposed 2018/2019 footpath programme aligns with the previously stated wishes of the Community Board. No alternative options have been outlined.

Recommendations

It is recommended that the Community Board approve the 2018/2019 footpath programme as follows:

-     Kaitaia: Arnold Rae park to ticket gate

-     Kaitaia: Pukepoto Road

-     Kaitaia: North Park Drive to Whangatane Drive - Design in 2018/2019, Construction 2019/2020

-     Kaitaia: Donald Road to Hillcrest Road

-     Kaitaia: Dominion Road

-     Kaitaia: SH1 Matthews Avenue

-     Ahipara: Foreshore Road toilets to Panorama Lane - Design in 2018/2019, Construction 2019/2020

-     Kaitaia: A&P to Te Ahu - Design in 2018/2019, Construction 2019/2020

 

Reason for the recommendation

The adoption of this recommendation will maximise the size of the 2018/2019 new footpath programme as each individual footpath project will attract 66% funding subsidy from NZTA.

3.       Financial Implications and Budgetary Provision

There is $150,000 per Ward available for footpath construction included in the Long Term Plan this financial year.

NZTA have provisionally approved a $450,000 funded new footpath programme across the District.

Attachments

1.       Te Hiku Community Board- New Footpaths Programme - A2333945  


 

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.

 

Compliance requirement

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 report has a low degree of significance as the outcome will comply with current policy regardless of whether or not subsidy is obtained.

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

The following Policy is relevant:

- Footpaths Policy #5004

The recommendations align with this 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.

As a project involving FNDC headquarters, this project has district wide significance.

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 is no impact on Māori aside from the benefits of adopting the recommendation to maximise benefits.

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.

Customers: Interest in how money is spent, and how much subsidy is gained.  Interest in local work to them;

FNDC Staff: Direction on what to build this year.

State the financial implications and where budgetary provisions have been made to support this decision.

This has been covered under:  3. Financial implications and budgetary provision.

Chief Financial Officer review.

 

 

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

PDF Creator 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

7            District Services Group

7.1         Community and Customer Services Department Information Report 1 July - 31 December 2018

File Number:           A2355270

Author:                    Jacine Warmington, Manager - Community & Customer Services

Authoriser:             Dean Myburgh, General Manager - District Services

 

Purpose of the Report

The purpose of the report is to provide information to the Te Hiku Community Board for the community and customer service activities.

Executive Summary

This information only report is provided as an update to Community Boards.

Recommendation

That the Te Hiku Community Board receive the report Community and Customer Services Department Information Report 1 July - 31 December 2018.

 

Background

Statistical information in relation to the Community and Customer Services Department (District Services Group) is provided to the Te Hiku Community Board to provide an overview of activity and performance for the period 1 July to 31 December 2018 for the Te Hiku area.

Discussion and Next Steps

Contact Centre

·    The Community and Customer Services Department realignment was completed in November and changes took effect 1 December 2018. The key changes to note were the creation of two new Management positions, Manager - Customer Care (yet to be appointed) who will oversee the Contact Centre and Service Centres ensuring people and process alignment; and Manager – Libraries and Museum (appointed and will commence in their position March 2019) who will oversee the Libraries and Museum functions ensuring people and process alignment and implementing the Library Strategy that has been signed off by Council.

·    Staff shortages (due to annual and sick leave) negatively impacted the Contact Centre statistics in November and December. The abandoned calls statistic increased to 24% for both months. Further training of staff that would be able to assist in other areas of Contact Centre and Service Centres is underway to address this and a Casual staff member has been employed to assist.

 

Kaitaia Library

Library highlights for the period July 1 – December 31 2018 include:

·    3 book launches for local authors

·    Interactive Scrabble which has proved to be very popular

·    Regular guided tours of Te Ahu and the Library (schools, day care centres, teachers, in-house staff etc.)

·    Guitar available for in house use

·    Spark Jump Initiative to provide cheap internet access to families

·    Bilingual and other story times related to topical events

·    Presence at Age Concern Expo

·    Book a Librarian initiative to offer one-on–one support and training to patrons

·    Collaboration with a number of organisations, including:

Ø Museum Trust for displays in the library

Ø Shine Your Light for Christmas presentation and activity

Ø local school to provide access to our e-collections in class

Ø Building Safer Communities to offer holiday activities

Ø LIANZA and HELL pizza to promote reading

Ø Heritage NZ for displays in the library

Ø Ahika Child Care to provide venue for transition to school meetings

Ø SLANZA and Nat Lib to present the inaugural Golden Librarian Awards for exceptional school students

·    Activity Booklet to encourage summer reading amongst school children in the holidays

 

Door Count June to December 2018

The number of visitors to the library has remained fairly constant at around 11,000 – 12,000 visitors per month. There was a drop off in December which is expected as people go away for the holiday period.

New Library Members since July 2018.

There was a peak in new Library members in August, which is expected for the middle of winter.  New memberships remained steady - around 40 per month except for 62 in August/Winter, and a decline in December/Summer to 29.

Young Adult memberships were low, with a few during each term break.

The number of children opening new memberships was highest in winter, as with adults and decreased each month towards Christmas.

Generally, new memberships are stable with variations due to seasonal influences.

The Library continues to be a lively hub for the community with steadily increasing memberships.

eResources

The increase in eResources shown in the following graph is largely due to the newly introduced eAudiobooks in July 2018 and the creation of the Te Tai Tokerau consortium with Whangarei and Kaipara Libraries which results in an increased pool to borrow from.

Specific eResources-related staff training means staff are now more familiar and able to assist customers with downloading resources. This is most noticeable in the uptake of downloading eMagazines.

Museum@Te Ahu

Exhibitions / Collaborative Exhibitions

·    Tuia te kaakaa, whatu te kakahu exhibition Stories woven into cloaks – Te Rarawa and Ngati Kuri weavers showcase traditional and contemporary cloaks inspired by the 1897 feathered cloak held by the museum.

·    Matariki Event June extended to August 2018. Nga Tohu o Te Hou, signs of the New Year. An exhibition of new works from emerging Maori artists in the Te Hiku region.

·    November 2018 – January 2019 Armistice Day Remembrance Exhibition: Nga Rau Aroha stories of Love, Honour and Sacrifice from the Far North to the Western Front. A collaboration between the Museum and Kaitaia College History department.

·    December 2018 – February 2019 (summer). All Dolled up: doll collection - Lois Masters.

 

Educational Programmes

·    An in-house programme designed by the Curator called “The Great Museum Hunt” for children between 5 – 14 years working as a team to discover treasures on exhibition.

·    An in-house programme designed by the curator for young adults between 15 – 18 years “Connecting with taonga” a hands-on interactive programme behind the scenes to discover hidden treasures.

 

 

 

Groups

Hosting Archive Visitors / Archival Research Requests

Due to the staff changes, there is little statistical information available on the hours or numbers concerning the Archive operation.  Seventy nine [79] researchers accessed museum collections and research facilities in 2017/2018, mostly family/local history (these are shown in the graph on the next page). Regular requests are being received for information from the Archives. The new museum curator is very much aware that better data is needed and will ensure there is a comprehensive set of figures for the next report.

Events\media and promotion

·      Matariki exhibition/ events launched with an early morning karakia and kai.

·      Blessing of the museum exhibition space and offices

·      3 articles on the museum published in the Northland Age

·      Relaunch of the Museum @ Te Ahu face book page

·      Rebranding of the museum

 

Care of the collection

·    The draft Museum at Te Ahu Collection Policy (July 2018) was adopted by the Trust & Council.

·    Expert Knowledge Exchange – as a follow up for the photographic collections expert exchange with Mark Strange, Specialist Conservators Vicki-Anne Heikell and Sally August visited and contributed to a conservation plan to coincide with Museum Offsite Storage project.

·    15 items were donated by the community to the Museum

 

Grants / Donations

·    A funding application to Foundation North for $10k to purchase shelving was spent.

·    Funding for Museum Offsite Storage (Pioneer House) Project was successful ($149k)

·    Peace and Disarmament Funding ($4k) for the Armistice Day exhibition

·    Matariki Exhibition/events ($500) - Te Reo o Te Rarawa – Te Runanga o Te Rarawa.

·    An application has been made to Foundation North for funding for cataloguing and digitising of all items.

 

Regional and National

·      There have been many positive comments captured in the Visitor Book and surveys. 

·      Tuhonohono Taonga Conference at Te Ahu co-hosted by Te Papa/Te Runanga o Te Rarawa

·      Curator attended and spoke at National Archives of New Zealand conference, Rotorua.

·      Curator article published in NZ Archives Journal Archifacts August 2018 - issue on indigenous collection management of taonga.

 

Pioneer House Project

The task of upgrading quality of storage and accessibility began in early December with a blessing of project spaces by Kaumatua. The project is a collaboration between Council and Far North Regional Museum Trust, to ensure collections are maintained in optimum condition. Museum Trustees, Council staff and volunteers were supported by 4 contract workers for Phase 1 which finished before Christmas. Phase 1 involved cleaning of Pioneer House where the collections have been stored, and relocation to the upgraded ‘Sanctuary’ on the same site. High quality, industry-standard environmental controls were installed to control temperature and humidity, eliminating the threat of dampness and mold.  Phase II starts on 21st January 2019, focusing on maintenance and preservation.  A team of 4 contract workers will commence on Monday 4th February for a week of training prior to the start.  All items will be cleaned, catalogued and stored in appropriate cases, shelves, and containers, ready for display at the Museum and throughout the Te Ahu Centre. Collections will be made available to historians, researchers who apply for access. Phase II will be completed by April 2019.

Museum Door Count

Kaitaia (Far North) i-SITE

·    Visitor numbers over the last six months have been steady with both domestic and international visitors coming in.

·    Retail continues to do well at Kaitaia.

·    More bookings are being made online although visitors are coming to get information from the i-SITE.

·    Participating in i-SITE NZ’s freedom camping campaign which is supporting responsible camping.

Cemeteries - Sexton Services

Council manages the Kaitaia public cemetery on Pukepoto Road and the Totara North public cemetery on Totara North School Road under the legislation of the Burial and Cremation Act 1964 and Far North District Council By-Law 1401-1442.

There were seven burials in the Te Hiku area between 1 July and 31 December 2018. The number of enquiries district-wide has remained consistent with previous years.

There has been an increase in the number of burials carried out by the family of the deceased, without using of the services of a Funeral Director in the Western Ward.  Council staff has to ensure that the requirements of the Burial and Cremations Act 1964 (usually administered by the Funeral Director) are strictly adhered to before such a burial can take place.  This involves dealing  directly with the family of the deceased to make sure the burial is carried out with the dignity and care required.  Council’s contracted gravediggers also work with the family at the graveside, to supervise the placement and the lowering of the casket.  Their services are greatly appreciated by family and Council often receives communication from families expressing their appreciation.

Housing for the Elderly

Council owns and rents out 147 Housing for the Elderly units and bedsits overall.

In the Te Hiku area there are Villages at:

Locations

One bedroom

Vacancies

Ahipara

6

0

Awanui

12

0

Oxford Street, KTA

26

1

Puckey Ave, KTA

22

1

 

During the period 1 July – 31 December 2018 there were 6 units vacated in the Te Hiku area, there were also 6 new tenancies started. Currently there are two units under refurbishment.

Financial Implications and Budgetary Provision

There are no financial implications.

Attachments

Nil

  


Te Hiku Community Board Meeting Agenda

5 March 2019

 

8            Corporate Services Group

8.1         Lease 8 Melba Street Kaitaia to Nga Wawata Bi-Lingual Early Childhood Centre Limited

File Number:           A2311322

Author:                    Rob Koops, Property Services

Authoriser:             Sheryl Gavin, General Manager Corporate Services (Acting)

 

Purpose of the Report

To obtain a recommendation from the Te Hiku Community Board to Council to grant a further 6 year (2 x 3) right of renewal on the lease of the former library building at 8 Melba Street to Nga Wawata Bi-Lingual Early Childhood Centre Limited.

Executive Summary

·        Since 2012 Nga Wawata Bi-Lingual Early Childhood Centre Limited has leased the former library building on 8 Melba Street in Kaitaia.

·        The final expiry of the lease is 30 June 2021.

·        The tenant has requested the addition of a 6 year (2 x 3) right to renew the lease past the final expiry so it can plan for future growth and investment.

 

Recommendation

That the Te Hiku Community Board recommends that Council grants Nga Wawata Bi-Lingual Early Childhood Centre Limited a further 2 x 3 year right of renewal of the lease on the premises located at 8 Melba Street in Kaitaia from 1 July 2021 taking the final expiry date out to 30 June 2027.

 

1) Background

When Te Ahu opened its doors in 2012, the Council of the day resolved that expressions of interest should be invited for the lease of buildings becoming vacant as a result (the former i-SITE/Lighthouse building, parts of the former Museum building now Pioneer house and the subject property, the former Library on Melba Street). Leases should be on commercial terms and at commercial rent.

The land on which the building is located is classified as a Local Purpose (community facilities) Reserve and in accordance with Clause 61(2A) of the Reserves Act 1977, Council as the administering body, may lease all or any part of the reserve to any person, body, voluntary organisation, or society (whether incorporated or not) for any of the following purposes: community building, playcentre, kindergarten, plunket room, or other like purposes. Several expressions of interest were received from various groups and organizations, however most were either non-compliant or unable to pay commercial rent.

The tenant, Nga Wawata Bi-Lingual Early Childhood Centre Limited (the Centre) is a Ministry of Education (MoE) licenced teacher led early childhood education and care centre. It is licenced for up to 40 children between the ages of 2 and 5 years and currently employs 8 staff. At the commencement of the lease the Centre, at its own cost, made significant improvements to the interior of the building (improvements to kitchen facilities, additional children’s toilets, etc.) in order to be fully compliant with MoE requirements. Resource Consent was approved for the change of use from a public library to an early childhood facility.

 

The lease with Nga Wawata Bi-Lingual Early Childhood Centre Limited is on standard Auckland District Law Society commercial terms and conditions and was renewed for 3 years on 1 July 2017. At the same time a rent review to market was instigated and a significant increase in rent was agreed to. Over the years the Centre has been a good tenant, running a professional business operation and providing a valuable service to the community. The final term of the lease expires in June 2021 and although this is still some time off, the Centre has requested a further two rights of renewal of 3 years each in order to plan and budget for the future.

2) Discussion and Options

A right of renewal means that the tenant can exercise the right to continue to lease the premises for a further term or terms on the same conditions the lease was entered into. The landlord cannot terminate the lease during the term or terms or change the conditions of the lease other then to review the rent.

A right of renewal gives a tenant security of tenure and allows it to plan and budget for the future. The prospect of a lease being terminated and for the tenant having to find and fit-out alternative premises gives uncertainty and could be extremely costly to the business it operates. From a (commercial) landlord perspective, having a good tenant operating a business that is able to pay market rent is an asset worth retaining.

Council has several options:

Option 1 (recommended):

Agree to a further 6 year lease by way of 2 times 3 year right of renewal.

Option 2:

Let the final term run its cause and on expiry re-negotiate the lease with the current tenant.

Option 3:

Let the final term run its cause and on expiry advertise for Expressions of Interest from interested parties.

 

Reason for the recommendation

Over the years the Centre has been a good tenant, running a professional business operation and providing a valued service to the community. The lease is on commercial terms and the rent is determined by valuation. Council would not benefit from re-negotiating the lease or a change of tenants and could in fact find it difficult to attract a new tenant of this calibre.

 

3) Financial Implications and Budgetary Provision

The current “market rent” as determined by valuation is $26,700 +GST per annum. The lease allows for annual rent increases to CPI (Consumer Price Index) and reviews to market rent every 3 years.

Attachments

Nil


 

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.

 

Compliance requirement

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

Low

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Reserves Act 1977

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.

The view of the relevant Community Board is sought through this 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.

The childhood centre is bi-lingual.

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.

Other organizations or businesses may be interested in leasing the premises. Inviting Expressions of Interest would determine this however; there would be no (financial) benefit to Council to install a new tenant.

State the financial implications and where budgetary provisions have been made to support this decision.

Market rent is $26,700+GST per annum.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

8.2         Chairperson and Member Reports

File Number:           A2295635

Author:                    Melissa Wood, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

The reason for the recommendation is to note the reports from the Chairperson and Members.  The reports provide feedback to the community on matters of interest or concern to the Community Board and how the Community Board has communicated with community organisations and special interest groups within the community.

Recommendation

That the Te Hiku Community Board note the reports from the Chairperson, and Members Dalziel, Bauer-Hunt, Atkinson and Ward.

 

1) 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.

2) Discussion and Options

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 reports from the Chairperson and Members are attached.

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.

3) Financial Implications and Budgetary Provision

There are no financial implications or the need for budgetary provision as a result of this report.

Attachments

1.       Chairperson Gardner Report - Feb 2019 - A2368666

2.       Member Atkinson Report - Feb 2019 - A2368578

3.       Member Bauer-Hunt Report - Feb 2019 - A2371114

4.       Member Dalziel Report - Feb 2019 - A2368587

5.       Member Ward Report - Feb 2019 - A2368606  


 

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.

Compliance requirement

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

Not applicable

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Not applicable

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.

Not applicable

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.

Yes

State the financial implications and where budgetary provisions have been made to support this decision.

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

COMMUNITY BOARD CHAIRPERSON’S REPORT

Report to Community Board                                    Te Hiku

Chairperson’s Name                                                  Adele Gardner

Subdivision                                                                 Kaitaia – Te Hiku        

Date                                                                              November 18- 11 February 19

 

REPORT

1)         Meetings

 

21 Nov   -   Combined Community Board Meeting in Kerikeri

23 Nov   -   Far North Sports Awards at Te Ahu

27 Nov   -   Dog & Alcohol Deliberations Kaikohe

27 Nov   -   Transport Alliance Workshop  Kaikohe

28 Nov   -   Extra Ordinary Council Meeting at Te Ahu

28 Nov   -   Infrastructure Committee Meeting at Te Ahu

29 Nov   -   ARF Committee Meeting in Kaikohe

29 Nov   -   Long Term Asset Funding update in Kaikohe

29 Nov   -   ARF Risk Assessment workshop in Kaikohe

2 Dec    -   At the Mayors request attended the Far North Coastguard Opening

4 Dec    -   Lake Ohia Hall public meeting

5 Dec    -   Met with the spokesperson concerning Ahipara issues re Korora

                  Park and Rarawa Domain

10 Dec   -   Met up with the Developer & supporters on the site of the proposed

                   Coopers Beach Heights Retirement Village

11 Dec   -   Extra Ordinary Council Meeting at Te Ahu

12 Dec   -   Te Hiku Community Board Meeting at Te Ahu

13 Dec   -   Council Meeting in Kaikohe

14 Dec   -   Te Ahu Trust Meeting

19 Dec   -   Development Contributions workshop in Kaikohe

24 Jan   -   Annual Plan

8 Feb    -   Te Ahu Trust Meeting

                                                          

2)      Issues  -  Taipa Public Toilets showers causing concern, due to the

          public leaving the water on all day and causing flooding, the existing

          drain is unable to cope.

           

3)         Resource Consents:-  RC2190309 – Top Energy Bonnetts Road Kaitaia Lot 3 DP 205939.  Installation and operation of diesel generators in the Rural Production Zone.  (Owner of land is DI & JG Foster – leased to Top Energy.

            RMA 2190324 – Michael Young 47 Sulenta Loop Road Awanui. Section 9 DP365322.  Subdivision to create 2 allotments.

            RMA 2190388 – George & Laurence Erstich, Quarry Road & Oinu Road Awanui. Part Allotment 9 of Awanui & Kareponia 2B2A.  To create 3 additional allotments in Rural Production Zone.

            RMA 2190242  -  Sean & Leah Frieling, 307 State Highway 1, Awanui. Subdivision of Lot 1 DP 451194 to create 4 additional allotments in Rural Production Zone.

4)         Requests for Service:-  RFS3927132 – Request to remove 4 trees that surround the new Ministry of Education building on the corner of Commerce Street and Redan Road Kaitaia

            RFS3927890 – Awanui Ratepayers request a portaloo be placed at Unahi Wharf.

            RFS3930174 – Signage required for Rangikapiti Pa off Mill Bay.

            RF3931418 – Korora Park Ahipara – Trees have been cut down and left a mess – requested a plan of the area.

            RFS3932723 – Requested an update of the Korora Park toilets that are to be relocated there.

            RFS 3930384 & 3932954  - followup on behalf of a ratepayer for grading of Paparore Road and Heath Road.

           

           


Te Hiku Community Board Meeting Agenda

5 March 2019

 

Report to Community Board                                Te Hiku

Members Name                                           Lawrie Atkinson

Subdivision                                                     Whatuwhiwhi

Date                                                                  Nov, Dec, Jan, Feb

 

Meetings attended and other activities

 

21/11/2018         Combined Community Board meeting workshop Kerikeri – Kaingaroa Hall committee meeting.

4/12/2018            Lake Ohia Hall meeting

5/12/2018            Awanui Progressive Ratepayers meeting

10/12/2018         Site visit, proposed Retirement village, Coopers Beach with community board Chairperson

11/12/2018         Meeting with Mayor Carter and two Tokerau /Whatuwhiwhi ratepayers committee members

12/12/2018         Te Hiku community board meeting at Te Ahu centre

17/12/2018         Tokerau Beach/Whatuwhiwhi Ratepayers meeting

19/12/2018         Kaingaroa Hall committee meeting

27/1/2019            Karikari Hall Market day

5/2/2019              Karikari community hall meeting

8/2/2019              Drainage issue Inland road

 

Issues:

 

R.F.S system needs upgrading, R.F.S being closed before work is completed. Community Board member’s need to receive a monthly list of RFS listed for their subdivision and their current status ie: Progress or closed.

 

R.F.S

3931265                Inland road, corner between Simon Urlich and Waimungu road, old paint spill

3931255                No directional arrows or safe speed indication

 

Resource Consents:  RC2190319


Te Hiku Community Board Meeting Agenda

5 March 2019

 

COMMUNITY BOARD MEMBER’S REPORT

Report to Community Board                                    Te Hiku Community Board

Member’s Name                                                         Bronwyn Hunt

Subdivision                                                                 Kaitaia      

Date                                                                              December 2018 /January 2019

 

REPORT

1)         Meetings

Attendance at the Kaitaia Business Association meetings

Ahipara beach issues meeting

FNDC and Museum meetings re Pioneer House refurbishment

Mainstreet planting

Predator free 2050 DOC/NRC

Regional Development Fund discussion FNDC

National Community board conference 2019 planning

 

 

 

 

2)         Issues

Speed of traffic in Ahipara village over the xmas new year period

Noise control – concern raised over non compliance

Pioneer house project

Proposed resource consent issues for a new bar and grill in Kaitaia

Jaycee Park upgrade

 

3)         Resource Consents

None on behalf of the community board

 

Issues dealt with by customers, continue to focus on encouraging direct contact using Council RFS system, 0800 number and emails


Te Hiku Community Board Meeting Agenda

5 March 2019

 

Te Hiku Community Board Report

December 2018 to February 2019

 

Elected Member: Melanie Dalziel

Cape View Sub-Division

 

Issues:

·      Freedom Camping on FNDC Reserve Areas

·      Storm water drains

·      Road conditions (on popular roads in area)

·      Signs (No Camping)

 

 

Request for Services:

·      RFS3930554 – Drains on Fitzgearld Road, Pukenui

·      RFS3928631 – No camping signs needed by Pukenui playground

·      RFS…… - Hedge from Harbour View Road requires trimming (leads out and onto state highway 1) is currently a “blind spot”

 

Resource Consents: Nil

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

PDF Creator


 

PDF Creator

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

8.3         Funding Project Reports

File Number:           A2339417

Author:                    Melissa Wood, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

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

Executive Summary

Recipients of grants from the Community Fund must complete and submit a project report within two months of completion of their project. Project reports have been received from Kaitaia Golf Club, Kaitaia War Memorial Restoration Group, Tokerau Beach Boys, Tokerau Beach-Whatuwhiwhi Residents and Ratepayers Association.

 

Recommendation

That the Te Hiku Community Board notes the following project report forms from:

a)      Kaitaia Golf Club

b)      Kaitaia War Memorial Restoration Group

c)      Tokerau Beach Boys

d)      Tokerau Beach-Whatuwhiwhi Residents & Ratepayers Association

 

1) Background

The Community Grant Policy - Section 1, Clause 15 states that: “At the completion of a project that received community funding, recipients are required to complete a Project Report.  These reports must be received no later than two months after the completion of the project, or, if the activity is ongoing, within two months of the funding being spent. Recipients who do not complete this form are ineligible for Council funding for a period of five years”.

2) Discussion and Options

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

Tokerau Beach-Whatuwhiwhi Residents & Ratepayers Association have refunded an unspent amount of $107 to the Fund.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Attachments

1.       Funding Project Report - Kaitaia Golf Club - A2337958

2.       Funding Project Report - Kaitaia War Memorial Restoration Group - A2348605

3.       Funding Project Report - Tokerau Beach Boys - A2370484

4.       Funding Project Report - Tokerau Beach-Whatuwhiwhi Residents & Ratepayers Association - A2370427  


 

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.

Compliance requirement

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

Low

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

The Community Grant Policy applies to this matter and relevant sections are included in the content of the report.

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.

None

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.

The Community Board has delegated authority to allocate funding.

State the financial implications and where budgetary provisions have been made to support this decision.

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

PDF Creator


 

PDF Creator


Te Hiku Community Board Meeting Agenda

5 March 2019

 

PDF Creator


 

PDF Creator


Te Hiku Community Board Meeting Agenda

5 March 2019

 

PDF Creator


 

PDF Creator


Te Hiku Community Board Meeting Agenda

5 March 2019

 

PDF Creator


 

PDF Creator

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

8.4         Te Hiku Statement of Community Fund Account as at 31 January 2019

File Number:           A2360935

Author:                    Jolene Graham, Accounting Support Officer

Authoriser:             Angie Thomas, Manager - Accounting Services

 

Purpose of the Report

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

Recommendation

That the Te Hiku Community Board receives the report Te Hiku Statement of Community Fund Account as at 31 January 2019.

 

 

Background

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

 

Community Fund Account balance as at 01 July 2018

$146,701.00

·    Plus Grant refunded from He Whanaumarama Trust

$3,000.00

·    Less funds allocated towards Jaycee Park Project

$52,800.00

·    Less funds granted and uplifted to 31 January 2019

$48,006.00

·    Less funds not uplifted from 08 November 2018 for Kaitaia Business Association and Anzac Expenses

$2,684.00

·    Less funds not uplifted from 12 December 2018 for Kaitaia and Districts Agricultural and Pastoral Association and Life Education Trust Far North

$6,000.00

Community Fund Account balance as at 31 January 2019

$40,211.00

Discussion and Next Steps

Board members will consider the applications on the agenda and make a decision on what level of funding to allocate.  The uncommitted balance in the Community Fund account as at 31 January 2019 is $40,211.00.

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

Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of funds from the Te Hiku Community Fund account to the Te Hiku Community Board.  The statement of the Community Fund account as at 31 January 2019 is attached. The statement of the Community Fund account as at 31 December 2018 is attached. The statement of the Community Fund account as at 30 November 2018 is attached.

 

Attachments

1.       2019-03-05 THCB Statement of Te Hiku Community Fund Account to 31 January 2019 - Document Number - A2360876

2.       2019-03-05 THCB Statement of Te Hiku Community Fund Account to 31 December 2018 - Document Number - A2360892

3.       2019-03-05 THCB Statement of Te Hiku Community Fund Account as at 30 November 2018 - Document Number - A2294322  

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

PDF Creator


Te Hiku Community Board Meeting Agenda

5 March 2019

 

PDF Creator


Te Hiku Community Board Meeting Agenda

5 March 2019

 

PDF Creator


Te Hiku Community Board Meeting Agenda

5 March 2019

 

8.5         Application for Funding - NZ Offshore Powerboat Association Inc

File Number:           A2292179

Author:                    Melissa Wood, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with the information on NZ Offshore Powerboat Association’s application for a Community grant to assist members in determining whether to approve or decline the application.

Executive Summary

·    The Applicant seeks funding towards costs associated with the 2019 Doubtless Bay event

·    The Board has not funded the applicant previously

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $7,414 (plus GST if applicable) to be paid from the Board’s Community Fund account to NZ Offshore Powerboat Association for costs toward the 2019 Doubtless Bay race day event, to support the following Community Outcomes:

     i. Proud vibrant communities

 

1) Background

Offshore powerboat racing started in the 60’s and has become one of New-Zealand’s most well established water sports. The NZ Offshore Championship season typically starts late January and is a seven race series held throughout the North Island. Racing and race days are a free family event. The event in Doubtless Bay is scheduled for 27 April 2019. Local communities will be able to attend the event at no cost, and participate in other activities available. Local businesses and services will be used to help run and support the event.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has previously been declined funding by the Board in 2017.

This application is for 49% of various costs involved with running the event.

Option 1    Authorise the full amount requested

Funding of 49% of the total project cost could be considered.

Option 2    Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

Option 1 is recommended by staff as it complies with the Community Grant Policy.

Reason for the recommendation

This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the 2018-28 LTP, and all provisions listed on the application form.

3) Financial Implications and Budgetary Provision

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

Attachments

1.       Funding Application - NZ Offshore Powerboat Association - A2357196

2.       Schedule of supporting documentation - NZ Offshore Powerboat Association - A2355559  


 

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.

 

Compliance requirement

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

Low

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 is to the Te Hiku Community Board

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.

No implications for Maori 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.

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

5 March 2019

 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


Te Hiku Community Board Meeting Agenda

5 March 2019

 

Schedule of Supporting Documentation

NZ OFFSHORE POWERBOAT ASSOCIATION

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Race Day Programme

2

Schedule of Expenses

3

Quote - Event and Project Management

4

Quote - Mackenzie Welding Ltd

5

Quote - Wiltons Garage and Marine

6

Quote - Campbell Helicopters

7

Quote - Medical & Safety Consulting

8

Quote - 1st Choice Engravers & Badges

9

Quote - Shot360 Photography

10

Event Safe Operating Plan (H&S plan)

11

Certificate of Incorporation

12

Statement of Financial Position 30 June 2017

13

Statement of Financial Performance 30 June 2018

14

Bank Account Statement

15

Series Calendar

 

 

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

8.6         Application for Funding - Be Free Inc

File Number:           A2355609

Author:                    Melissa Wood, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with information received from Be Free Incorporated for costs associated to the Be Free Youth Space at the Mangonui Festival 2019 (as outlined in the application form), and to assist members in determining whether to approve or decline the application.

Executive Summary

·    The Applicant seeks funding towards 2019 Be Free Youth Stage event at the Mangonui Waterfront Festival

·    The Board has funded the applicant previously in the current triennium

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $4,353 (plus GST if applicable) to be paid from the Board’s Community Fund account to Be Free Incorporated for costs towards the 2019 Be Free Event in Mangonui,  to support the following Community Outcomes:

i)       Proud, vibrant communities

ii)      Liveable communities that are healthy, safe, connected and sustainable

 

1) Background

Be Free Incorporated promotes freedom from addictions by providing support for youth through music and performance.  Mangonui Waterfront Festival will be held on 30 March 201 from 12 pm – 6 pm.

The total project cost is $18,306 – this includes $9,600 of volunteer value that the applicant has not included in the total budget cost. The volunteer hours that have been included are made up of work that has already taken place, including preparing youth for the event, attending meetings, completing funding applications. The volunteer hours also include a portion of the volunteers that will be there on the day.

The project cost does not reflect any financial contribution from Be Free Incorporated. Be Free Incorporated will be running a free event on 16 February 2019 with koha and funds raised at this event will go towards the costs of the Be Free stage at the Mangonui Festival 2019.

Be Free Incorporated has also submitted an application to the Bay of Islands-Whangaroa Community Board, requesting $4,353 and will be considered at their meeting in February 2019.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has not been funded previously by the Board. They have also applied for funding from the Creative Communities scheme.

This application is for 50% of various costs involved with running the event.

Option 1    Authorise the full amount requested

Funding of 50% of the total project cost could be considered.

Option 2    Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

Option 1 is recommended by staff as it complies with the Community Grant Policy.

Reason for the recommendation

This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the 2018-28 LTP, and all provisions listed on the application form.

3) Financial Implications and Budgetary Provision

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

Attachments

1.       Funding Application - Be Free Inc - A2355563

2.       Schedule of supporting documentation - Be Free Inc - A2355558  


 

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.

 

Compliance requirement

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

Low

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 is to the Te Hiku Community Board

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.

No implications for Maori 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.

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

5 March 2019

 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


Te Hiku Community Board Meeting Agenda

5 March 2019

 

Schedule of Supporting Documentation

BE FREE INCORPORATED

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Cover letter

2

Volunteer hours information

3

Project costs overview

4

Quote - Bread & Butter (designs)

5

Quote - Claire Gordon Consultancy

6

Quote - Playrockguitar x 2

7

Quote - LCT Accounting

8

Quote - Music Workshop

9

Quote - Keri Party Hire

10

Quote - Be Free

11

Quote - BrokerWeb Risk Services Ltd

12

Bank Statement - 31 Dec 2018

13

Financial Performance Report - 30 June 2018

14

Draft Programme Outline

15

Business Plan

16

2018 Festival Event Report

17

Letter of Support - Mayor John Carter (FNDC)

18

Letter of Support - Northland District Health Board

19

Letter of Support - Turner Centre Kerikeri

20

Letter of Support - The Stage Door

21

Letter of Support - Illumination Workshop

22

Letter of Support - Kerikeri Theatre Company

 

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

8.7         Application for Funding - Awhina Hoiho Charitable Trust

File Number:           A2372731

Author:                    Melissa Wood, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with the information on Awhina Hoiho Charitable Trust’s application for a Community grant to assist members in determining whether to approve or decline the application.

Executive Summary

·    The Applicant seeks funding towards their costs (promotional and equine requirements)

·    The Board has not funded the applicant previously

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $2,978 (plus GST if applicable) to be paid from the Board’s Community Fund account to Awhina Hoiho Charitable Trust for costs toward operational expenses  to support the following Community Outcomes:

i)       Proud vibrant communities

ii)      Liveable communities that are healthy, safe, connected and sustainable

 

1) Background

Awhina Hoiho has been established in order to create and make available equine learning and therapeutic opportunities to benefit people, whanau, communities and organisations in and around Kaitaia, an area identified as having high needs for support of mental health and emotional resilience. Their aim is to provide psychotherapeutic and emotional skills development opportunities for people through engagement with horses. Most of their clients do not have the ability to pay for support. Further information has been provided and is also available on their facebook page.

This application is for additional promotional material and a contribution toward the considerable costs of maintaining the horses..

2) Discussion and Options

Preliminary assessment of the application:

The applicant has not been funded previously by the Board.

This application is for 2.5% of costs listed on their application form

Option 1    Authorise the full amount requested

Funding of 2.5% of the total project cost could be considered.

Option 2    Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

Option 1 is recommended by staff as it complies with the Community Grant Policy.

Reason for the recommendation

This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the 2018-28 LTP, and all provisions listed on the application form.

3) Financial Implications and Budgetary Provision

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

Attachments

1.       Funding Application - Awhina Hoiho Charitable Trust - A2374170

2.       Schedule of supporting documentation - Awhina Hoiho Charitable Trust - A2372390  


 

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.

 

Compliance requirement

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

Low

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 is to the Te Hiku Community Board

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.

No implications for Maori 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.

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

5 March 2019

 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


Te Hiku Community Board Meeting Agenda

5 March 2019

 

Schedule of Supporting Documentation

AWHINA HOIHO CHARITABLE TRUST

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Strategic Plan

2

Information sheet

3

Research precis for equine therapy and education

4

Equine psychotherapy article

5

Facebook page excerpt

6

Budget sheet

7

Financial records information

8

Bank statement and financial details

9

Health and Safety Site and Activity Plan

10

Quote - Equine HoofCare NZ

11

Quote - Signs of Life

12

Quote - Norf, Norf

13

Quote - Te Whare Marama Farming Partnership

 

 

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

8.8         Te Hiku Statement of Financial Performance Activities by Ward for the period ending 31 December 2018

File Number:           A2328413

Author:                    Jolene Graham, Accounting Support Officer

Authoriser:             Janice Smith, Chief Financial Officer

 

Purpose of the Report

The purpose of the report is to provide the Te Hiku Community Board with financial statements for the period ended 31 December 2018.

Executive Summary

The financial report is ward-specific, covering the activities in the Te Hiku ward only.

Understanding the report

Variances in excess of $100k and significant “%” variances will be commented on.

The financial year runs from 01 July 2018 to 30 June 2019.

The “Year to date” columns reflect income and expenses for the period 01 July 2018 to 31 December 2018.

The variances column highlights the difference between the budget set in the 2018/19 Long Term Plan (year 1) and actual income and expenses as at 31 December 2018.

The full year columns show the budgeted income and expenses for the full 12 months from 01 July 2018 to 30 June 2019.

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.

 

Recommendation

That the Te Hiku Community Board receives the report Te Hiku Statement of Financial Performance Activities by Ward for the period ending 31 December 2018.

 

 

Background

This is the second financial report for 2018-2019 detailing the financial performance of community activities to be provided to the Te Hiku Community Board.

Discussion and Next Steps

Parks and Reserves are behind budget:

Contract Work Annual is behind budget due to December contract fees not being paid in December.

External services is tracking behind budget due to this budget being for reactive works, therefore is difficult to budget accurately.

Financial Implications and Budgetary Provision

There are no specific financial implications for this report.

Attachments

1.       Statement of Financial Performance Activities by Ward for the period ending 31 December 2018 - Document Number - A2327957  

 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

PDF Creator 


Te Hiku Community Board Meeting Agenda

5 March 2019

 

9            Meeting Close