Agenda of Kaikohe-Hokianga Community Board Meeting

KAIKOHE-HOKIANGA COMMUNITY BOARD

Waima Wesleyan Mission Station 1858 by John Kinder AGENDA Kaikohe-Hokianga Community Board Meeting

Wednesday, 4 August, 2021

Time: 10.30 am Location: Council Chamber Memorial Avenue Kaikohe

Membership: Member Mike Edmonds - Chairperson Member Emma Davis – Deputy Chairperson Member Laurie Byers Member Kelly van Gaalen Member Alan Hessell Member Moko Tepania Member Louis Toorenburg Member John Vujcich

Far North District Council

Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

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.

Page 2 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

6. To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long-Term Plan and make recommendations to the Council. 7. Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centres. 8. To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community. 9. To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977 and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council. 10. To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan. 11. Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998. 12. Recommend new bylaws or amendments to existing bylaws. 13. Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy. 14. Exercise the following powers in respect of the Council bylaws within their community: a. Control of Use of Public Spaces – Dispensations on signs b. Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted. c. Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2 d. Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited. e. Speed Limits – Recommend places and speed limits which should be imposed. 15. To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions. 16. Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia. 17. To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987. 18. To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation. 19. In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined. 20. Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.

Page 3 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

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.

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KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Member's Responsibility (i.e. Declaration of Nature of Name Proposed Chairperson etc) Interests Potential Interest Management Plan

Mike Chair Kaikohe Mechanical and Council Funding Decide at the time Edmonds Historic Trust Committee member Kaikohe Rugby Football Council Funding Withdraw and and Sports Club abstain Kelly van No form received Gaalen Louis No form received Toorenburg Alan Hessell Nil Nil Nil Nil Laurie Byers Kaikohe Golf Club Kaikohukohu Trust North Point Trust Patron Bay of Islands Hockey Emma Davis Secretary Pompallier Hokianga Council Funding Decide at the time to Trust withdraw and/or abstain Trustee Raiatea Resource Council Funding Decide at the time to Centre withdraw and/or abstain Committee Member Rawene Hall Council Funding Decide at the time to withdraw and/or abstain Committee Member Kohukohu Hall Council Funding Decide at the time to withdraw and/or abstain Member of teaching staff Broadwood Area School Council Funding Decide at the time to withdraw and/or abstain John Vujcich Board Member Pioneer Village Matters relating to Declare interest and funding and assets abstain Director Waitukupata Forest Ltd Potential for Declare interest and council activity to abstain directly affect its assets Director Rural Service Solutions Matters where Declare interest and Ltd council regulatory abstain function impact of company services Director Kaikohe (Rau Marama) Potential funder Declare interest and Community Trust abstain Partner MJ & EMJ Vujcich Matters where Declare interest and council regulatory abstain function impacts on partnership owned assets

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Member's Responsibility (i.e. Declaration of Nature of Name Proposed Chairperson etc) Interests Potential Interest Management Plan

Member Kaikohe Rotary Club Potential funder, or Declare interest and impact on Rotary abstain projects Member New Zealand Institute of Potential provider Declare a Conflict of Directors of training to Interest Council Member Institute of IT Unlikely, but Declare a Conflict of Professionals possible provider Interest of services to Council Moko Teacher Te Kura Kaupapa Māori Potential Council Declare a perceived Tepania o Kaikohe. funding that will conflict benefit my place of employment. Chairperson Te Reo o Te Tai Potential Council Declare a perceived Tokerau Trust. funding for events conflict that this trust runs. Tribal Member Te Rūnanga o Te As a descendent Declare a perceived Rarawa of Te Rarawa I conflict could have a perceived conflict of interest in Te Rarawa Council relations. Tribal Member Te Rūnanga o As a descendent Declare a perceived Whaingaroa of Te Rūnanga o conflict Whaingaroa I could have a perceived conflict of interest in Te Rūnanga o Whaingaroa Council relations. Tribal Member Kahukuraariki Trust As a descendent Declare a perceived Board of Kahukuraariki conflict Trust Board I could have a perceived conflict of interest in Kahukuraariki Trust Board Council relations. Tribal Member Te Rūnanga ā-Iwi o As a descendent Declare a perceived Ngāpuhi of Te Rūnanga ā- conflict Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā-Iwi o Ngāpuhi Council relations.

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Far North District Council Kaikohe-Hokianga Community Board Meeting will be held in the Council Chamber, Memorial Avenue, Kaikohe on: Wednesday 4 August 2021 at 10.30 am

Te Paeroa Mahi / Order of Business

1 Karakia Timatanga – Opening Prayer ...... 9 2 Nga Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest ...... 9 3 Wā Wānanga Tumatawhānui / Public Forum ...... 9 4 Te Tono Kōrero / Deputation ...... 9 5 Nga Kaikōrero / Speakers ...... 9 6 Te Whakamana i ngā Meneti o Mua / Confirmation of Previous Minutes ...... 10 6.1 Confirmation of Previous Minutes ...... 10 7 Nga Pūrongo / Reports ...... 16 7.1 Funding Applications ...... 16 7.2 Project Funding Reports ...... 57 8 Nga Pūrongo Taipitopito / Information Reports ...... 68 8.1 Kaikohe Civic Hub Working Party update ...... 68 8.2 Community and Customer Services Activities - 6 monthly report ...... 70 9 Karakia Whakamutunga – Closing Prayer...... 78 10 Te Kapinga Hui / Meeting Close ...... 78

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Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

1 KARAKIA TIMATANGA – OPENING PRAYER

2 NGA WHAKAPĀHA ME NGĀ PĀNGA MEMA / APOLOGIES AND CONFLICTS OF INTEREST

Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest. If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Democracy Support (preferably before the meeting). It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.

3 WĀ WĀNANGA TUMATAWHĀNUI / PUBLIC FORUM

4 TE TONO KŌRERO / DEPUTATION

Manuwai Wells, Josephine Reid and Sarah Wynyard – Introducing Kaiarahi Family Court Navigators.

5 NGA KAIKŌRERO / SPEAKERS

Funding Applicants: • Janine McVeagh representing Hokianga Community Education Trust, Item 7.2a refers. • Debbie Raphael representing Kaikohe & Districts Sportsville, Items 7.2c and 7.2d refers. • Representative from the Hokianga Country Music Festival, Item 7.2b refers.

Page 9 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

6 TE WHAKAMANA I NGĀ MENETI O MUA / CONFIRMATION OF PREVIOUS MINUTES

6.1 CONFIRMATION OF PREVIOUS MINUTES

File Number: A3052587 Author: Marlema Baker, Meetings Administrator Authoriser: Aisha Huriwai, Team Leader Democracy Services

PURPOSE OF THE REPORT The minutes are attached to allow the Kaikohe-Hokianga Community Board to confirm that the minutes are a true and correct record of the previous meeting.

RECOMMENDATION That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 7 July 2021 as a true and correct record.

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

2) DISCUSSION AND OPTIONS The unconfirmed minutes of the meeting are attached. The Kaikohe-Hokianga Community Board Standing Orders Section 3.17.3 states that “no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

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

3) FINANCIAL IMPLICATIONS AND BUDGETARY PROVISION There are no financial implications or the need for budgetary provision.

ATTACHMENTS 1. 2021-07-07 KHCB Minutes - A3277984 ⇩

Item 6.1 - Confirmation of Previous Minutes Page 10 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

MINUTES OF KAIKOHE-HOKIANGA COMMUNITY BOARD MEETING HELD AT THE COUNCIL CHAMBER, MEMORIAL AVENUE, KAIKOHE ON WEDNESDAY, 7 JULY 2021 AT 10.30 AM

PRESENT: Chairperson Mike Edmonds, Member Emma Davis, Member Louis Toorenburg, Member Kelly van Gaalen, Member Alan Hessell, Member Laurie Byers, Member John Vujcich, Member Moko Tepania STAFF PRESENT: Kathryn Trewin (Funding Advisor), Marlema Baker (Meeting Administrator)

1 NGĀ WHAKAPĀHA ME NGĀ PĀNGA MEMA / APOLOGIES AND CONFLICTS OF INTEREST

Apologies received from Member Tepania for early departure.

2 PUBLIC FORUM

Shaun Reilly • Roadside mowing at the end of station road needs to be done properly. • Ohaeawai/Taiamai thank the Community Board for their support but the Te Mania Drive signage is still not up and the community would like that expedited.

3 SPEAKERS

Funding Applications: • Bo-Deane Stephens representing Hush Dance Studio – item 6.2a refers Member Moko Tepania left the meeting at 10:54 am

4 CONFIRMATION OF PREVIOUS MINUTES

4.1 CONFIRMATION OF PREVIOUS MINUTES Agenda item 6.1 document number A3052585, pages 12 - 18 refers

RESOLUTION 2021/51 Moved: Chairperson Mike Edmonds Seconded: Member Emma Davis That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 2 June 2021 as a true and correct record. CARRIED

4.2 UPLIFTING ITEM OF BUSINESS LEFT TO LIE – KAIKOHE-HOKIANGA FOOTPATH PROGRAMME

RESOLUTION 2021/52 Moved: Member John Vujcich Seconded: Member Alan Hessell

Item 6.1 - Attachment 1 - 2021-07-07 KHCB Minutes Page 11 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

That the Kaikohe-Hokianga Community Board resolve to discuss Kaikohe-Hokianga Footpath Programme that was left to lie at the June 2, 2021 meeting.

CARRIED

4.3 KAIKOHE-HOKIANGA FOOTPATH PROGRAMME

\RESOLUTION 2021/53 Moved: Member Louis Toorenburg Seconded: Member Alan Hessell That the Kaikohe-Hokianga Community Board : a) expresses bitter dissappointment at the Northland Transport Alliance’s failure to hold a workshop with the Community Board, failure to follow delegation and to communicate fully why the workshop wasn’t held. b) requests the Chief Executive urgently arrange a workshop with Northland Transport Alliance and the Community Board to deal with the time-sensitive Kaikohe-Hokianga Footpath Program for Kaikohe. CARRIED

Item 6.1 - Attachment 1 - 2021-07-07 KHCB Minutes Page 12 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

4.4 ITEM OF BUSINESS NOT ON THE AGENDA WHICH CANNOT BE DELAYED – POHUTUKAWA TREES ALONG THE OPONONI ESPLANADE

RESOLUTION 2021/54 Moved: Member Alan Hessell Seconded: Chairperson Mike Edmonds That the Kaikohe-Hokianga Community Board: resolves to a) consider the item not on the agenda Opononi Pohutukawa Trees b) notes the item was not on the agenda because the Community Board where unaware that the task had not been completed by Council; and c) the report cannot be delayed because the trees are notable and their health is at risk. CARRIED

4.5 OPONONI ESPLANADE POHUTUKAWA TREES

RESOLUTION 2021/55 Moved: Member Alan Hessell Seconded: Member John Vujcich That the Kaikohe-Hokianga Community Board: a) reminds the CEO of our motion dated 7/04/2021 regarding the Pohutukawa trees. b) requests information on the progress and urgent action to protect the trees. c) Delegate authority to member Hessell to request an onsite meeting through the CEO. CARRIED

5 REPORTS

5.1 KAIKOHE-HOKIANGA STATEMENT OF COMMUNITY BOARD FUND ACCOUNT AS AT 31 MAY 2021 Agenda item 7.1 document number A3254049, pages 19 - 22 refers

RESOLUTION 2021/56 Moved: Member Louis Toorenburg Seconded: Member Alan Hessell That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 May 2021. CARRIED

5.2 FUNDING APPLICATIONS Agenda item 7.2 document number A3247177, pages 23 - 40 refers

RESOLUTION 2021/57 Moved: Member Kelly van Gaalen Seconded: Member John Vujcich

Item 6.1 - Attachment 1 - 2021-07-07 KHCB Minutes Page 13 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

5.2a) That the Kaikohe-Hokianga Community Board approves the sum of $xxx (plus GST if applicable) be paid from the Board’s Community Fund account to Hush Dance Studio for costs towards Dance Showcase and Dinner to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities CARRIED

RESOLUTION 2021/58 Moved: Member Kelly van Gaalen Seconded: Member John Vujcich 5.2b) That the Kaikohe-Hokianga Community Board approves the sum of $425 (plus GST if applicable) be paid from the Board’s Community Fund account to Okaihau Community Association for costs towards town signage repair to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities CARRIED

6 RESOLUTION TO EXCLUDE THE PUBLIC

RESOLUTION 2021/59 Moved: Member Kelly van Gaalen Seconded: Member Alan Hessell That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: General subject of each Reason for passing this Ground(s) under section 48 matter to be considered resolution in relation to each for the passing of this matter resolution 5.2a – Funding Applications s7(2)(a) - the withholding of the s48(1)(a)(i) - the public conduct information is necessary to of the relevant part of the protect the privacy of natural proceedings of the meeting persons, including that of would be likely to result in the deceased natural persons. disclosure of information for which good reason for s7(2)(f)(i) - free and frank withholding would exist under expression of opinions by or section 6 or section 7. between or to members or officers or employees of any local authority. CARRIED

Item 6.1 - Attachment 1 - 2021-07-07 KHCB Minutes Page 14 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

RESOLUTION TO READMIT THE PUBLIC

RESOLUTION 2021/60 Moved: Chairperson Mike Edmonds Seconded: Member John Vujcich That the Kaikohe-Hokianga Community Board moves out of Public Excluded and into Ordinary meeting. CARRIED

5.2 FUNDING APPLICATIONS CONTINUED

RESOLUTION 2021/61 Moved: Member Kelly van Gaalen Seconded: Member John Vujcich 5.2a) That the Kaikohe-Hokianga Community Board approves the sum of $1550 (plus GST if applicable) be paid from the Board’s Community Fund account to Hush Dance Studio for costs towards the Dance Showcase and Dinner to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities CARRIED

6.3 PROJECT FUNDING REPORTS Agenda item 7.3 document number A3256004, pages 41 - 53 refers

RESOLUTION 2021/62 Moved: Member Louis Toorenburg Seconded: Member Laurie Byers That the Kaikohe-Hokianga Community Board note the project reports received from: a) Life Education Trust b) Niniwa Collective c) Volunteering Northland CARRIED

7 TE KAPINGA HUI / MEETING CLOSE

The meeting closed at. 11:51 am

The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board Meeting held on 4 August 2021.

...... CHAIRPERSON

Item 6.1 - Attachment 1 - 2021-07-07 KHCB Minutes Page 15 Kaikohe-Hokianga Community Board Meeting Agenda

7 NGA PŪRONGO / REPORTS

7.1 FUNDING APPLICATIONS

File Number: A3296323 Author: Kathryn Trewin, Funding Advisor Authoriser: Ana Mules, Team Leader - Community Development and Investment

TAKE PŪRONGO / PURPOSE OF THE REPORT This report summarises applications for Local Community Grant funding to enable the Kaikohe- Hokianga Community Board to determine which application/s will receive funding at the 4 August 2021 meeting.

WHAKARĀPOPOTO MATUA / EXECUTIVE SUMMARY • 4 new applications for funding have been received, requesting a total of $18,326 • An application the Board has requested for funding previously granted by resolution is also in this report. • At time of writing, the amount of funding for the Community Board for the 2021/22 financial year is not available. • It has been indicated that the amount of funding for the Board to grant will increase by 25% on the 2020/21 financial year. • It has also been indicated that the Boards will also have $100,000 for placemaking funding to grant in the 2021/22 financial year.

TŪTOHUNGA / RECOMMENDATION 7.2a) That the Kaikohe-Hokianga Community Board approves the sum of $4316 (plus GST if applicable) be paid from the Board’s Community Fund account to Hokianga Community Education Trust for costs towards Walks of the Hokianga publication to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities

TŪTOHUNGA / RECOMMENDATION 7.2b) That the Kaikohe-Hokianga Community Board approves the sum of $3235 (plus GST if applicable) be paid from the Board’s Community Fund account to Hokianga Country Music Festival for costs towards 2021 Hokianga Country Music Festival to support the following Community Outcomes: iii) Communities that are healthy, safe, connected and sustainable iv) Proud, vibrant communities

TŪTOHUNGA / RECOMMENDATION 7.2c) That the Kaikohe-Hokianga Community Board approves the sum of $1000 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaikohe and Districts Sportsville for costs towards Māori Warden monitoring of Penney Cres parking to support the following Community Outcomes: v) Communities that are healthy, safe, connected and sustainable

Item 7.1 - Funding Applications Page 16 Kaikohe-Hokianga Community Board Meeting Agenda

vi) Proud, vibrant communities

TŪTOHUNGA / RECOMMENDATION 7.2d) That the Kaikohe-Hokianga Community Board approves the sum of $9775 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaikohe and Districts Sportsville for costs towards a Kaikohe heated pool feasibility study to support the following Community Outcomes: vii) Communities that are healthy, safe, connected and sustainable viii) Proud, vibrant communities

TŪTOHUNGA / RECOMMENDATION 7.2e) That the Kaikohe-Hokianga Community Board amends their resolution of 2 June 2021 and approves the sum of $4724.16 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North District Council for travel costs towards three students attending Outward Bound in association with the Mayors Taskforce for Jobs. to support the following Community Outcomes: ix) Communities that are healthy, safe, connected and sustainable x) Proud, vibrant communities

7.2f) That the Kaikohe-Hokianga Community Board further directs the balance of funding initially set aside (but not required) for the Outward Bound students be added to the funds set aside for Rural Travel Funding in the amount of $1275.84.

1) TĀHUHU KŌRERO / BACKGROUND Each application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the LTP and all provisions listed on the application form.

Item 7.1 - Funding Applications Page 17 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

2) MATAPAKI ME NGĀ KŌWHIRINGA / DISCUSSION AND OPTIONS Community Applicant Project Requested Recommended Comments Type Outcome(s)

The applicant is updating a publication i) Communities that 7.2a) outlining the walks of the Hokianga. They Walks of are healthy, safe, Hokianga have engaged locals to prepare the the $4316 $4316 connected and Community Community document, as well as updating it to include Hokianga sustainable Development Education 46% 46% local history and information. Funding has Publication Trust also been granted by Creative ii) Proud, vibrant Communities towards this project. communities

This applicant is asking for assistance to i) Communities that 7.2b) 2021 cover ferry and band costs for this annual are healthy, safe, Hokianga Hokianga $3235 $3235 event, which has been running for 20 connected and Country Country Event years. This application was received after sustainable Music Music (6%) (6%) the Events Investment fund closed for Festival Festival ii) Proud, vibrant applications. communities

Longstanding issues at Penney Cres with i) Communities that 7.2c) Māori inconsiderate parking by drivers using the are healthy, safe, Kaikohe Warden $1000 $1000 Lindvart Park sports fields has been connected and Community and carpark mitigated with the assistance of Māori sustainable Development Districts (50%) (50%) monitoring Warden supervision. Sportsville is asking Sportsville ii) Proud, vibrant for assistance to cover these costs. communities The community currently uses the pool at Northland College, which is aging, only i) Communities that 7.2d) Heated available in summer and unlikely to be are healthy, safe, Kaikohe Pool $9775 $9775 replaced when it reaches its end of life. connected and and Infrastructure Feasibility Sportsville would like to undertake a sustainable Districts (50%) (50%) Study feasibility study to consider a new pool as Sportsville ii) Proud, vibrant part of a multi-sport complex development communities at Lindvart Park.

Item 7.1 - Funding Applications Page 18 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Community Applicant Project Requested Recommended Comments Type Outcome(s)

The Board granted up to $6000 to cover i) Communities that the costs of applicants to attend Outward 7.2e) are healthy, safe, Outward Bound in association with the Mayors Far North connected and Community Bound $6000 $4724.16 Taskforce for Jobs at their meeting in District sustainable Development Participants June 2021. At the July 2021, the Board Council requested an application form to support ii) Proud, vibrant the resolution. communities

Take Tūtohunga / Reason for the recommendation The applicant was required to complete a standard application form and provide supporting information. For each application, the Board has three options. Option 1 Authorise funding for the full amount requested Option 2 Authorise partial funding Option 3 Decline funding Each application has been assessed and meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

Item 7.1 - Funding Applications Page 19 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

3) PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / FINANCIAL IMPLICATIONS AND BUDGETARY PROVISION Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy

ĀPITIHANGA / ATTACHMENTS 1. Pages from KHCB - Application - Hokianga Community Educational Trust - A3296376 ⇩

2. Pages from KHCB - Application - Hokianga Country Music Festival - A3298950 ⇩ 3. Pages from KHCB - Application - Kaikohe and Districts Sportsville - Maori Wardens - A3298949 ⇩ 4. Pages from KHCB - Application - Kaikohe and Districts Sportsville - Pool Feasibility Study - A3298946 ⇩ 5. Pages from KHCB - Application - Outward Bound - A3300057 ⇩

Item 7.1 - Funding Applications Page 20 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Hōtaka Take Ōkawa / Compliance Schedule: Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular: 1. A Local authority must, in the course of the decision-making process, a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and b) Assess the options in terms of their advantages and disadvantages; and c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga. 2. This section is subject to Section 79 - Compliance with procedures in relation to decisions. He Take Ōkawa / Compliance Aromatawai Kaimahi / Staff Assessment Requirement

State the level of significance (high or This is a matter of low significance. low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

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

State whether this issue or proposal This report does not have district-wide relevance. has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

State the possible implications for Māori No implications for Māori in relation to land and/or water. and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.

Identify persons likely to be affected by Considered in the application. or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).

State the financial implications and Budgetary Provision has been made and the grant is where budgetary provisions have been allocated in accordance with the Community Grant made to support this decision. Policy.

Chief Financial Officer review. The Chief Financial Officer has not reviewed this report.

Item 7.1 - Funding Applications Page 21 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 1 - Pages from KHCB - Application - Hokianga Community Educational Trust Page 22 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 1 - Pages from KHCB - Application - Hokianga Community Educational Trust Page 23 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 1 - Pages from KHCB - Application - Hokianga Community Educational Trust Page 24 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 1 - Pages from KHCB - Application - Hokianga Community Educational Trust Page 25 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 1 - Pages from KHCB - Application - Hokianga Community Educational Trust Page 26 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 1 - Pages from KHCB - Application - Hokianga Community Educational Trust Page 27 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 1 - Pages from KHCB - Application - Hokianga Community Educational Trust Page 28 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 2 - Pages from KHCB - Application - Hokianga Country Music Festival Page 29 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 2 - Pages from KHCB - Application - Hokianga Country Music Festival Page 30 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 2 - Pages from KHCB - Application - Hokianga Country Music Festival Page 31 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 2 - Pages from KHCB - Application - Hokianga Country Music Festival Page 32 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 2 - Pages from KHCB - Application - Hokianga Country Music Festival Page 33 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 2 - Pages from KHCB - Application - Hokianga Country Music Festival Page 34 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 2 - Pages from KHCB - Application - Hokianga Country Music Festival Page 35 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 3 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Maori Wardens Page 36 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 3 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Maori Wardens Page 37 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 3 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Maori Wardens Page 38 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 3 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Maori Wardens Page 39 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 3 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Maori Wardens Page 40 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 3 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Maori Wardens Page 41 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 3 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Maori Wardens Page 42 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 4 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Pool Feasibility Study Page 43 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 4 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Pool Feasibility Study Page 44 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 4 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Pool Feasibility Study Page 45 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 4 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Pool Feasibility Study Page 46 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 4 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Pool Feasibility Study Page 47 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 4 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Pool Feasibility Study Page 48 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 4 - Pages from KHCB - Application - Kaikohe and Districts Sportsville - Pool Feasibility Study Page 49 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 5 - Pages from KHCB - Application - Outward Bound Page 50 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 5 - Pages from KHCB - Application - Outward Bound Page 51 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 5 - Pages from KHCB - Application - Outward Bound Page 52 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 5 - Pages from KHCB - Application - Outward Bound Page 53 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 5 - Pages from KHCB - Application - Outward Bound Page 54 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 5 - Pages from KHCB - Application - Outward Bound Page 55 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.1 - Attachment 5 - Pages from KHCB - Application - Outward Bound Page 56 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

7.2 PROJECT FUNDING REPORTS

File Number: A3296412 Author: Kathryn Trewin, Funding Advisor Authoriser: Ana Mules, Team Leader - Community Development and Investment

TAKE PŪRONGO / PURPOSE OF THE REPORT Recipients of funds from the Community Board’s Local Grant Fund must complete and submit a project report no later than two months after the completion of their project.

TŪTOHUNGA / RECOMMENDATION That the Kaikohe-Hokianga Community Board note the project reports received from: a) Jacman Entertainment - Hullabaloo b) Kaikohe Rugby Football and Sports Club – Mitre 10 Televised Game c) Kaikohe Rugby Football and Sports Club – Consents for Lights

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

2) MATAPAKI ME NGĀ KŌWHIRINGA / DISCUSSION AND OPTIONS Copies of the project reports are attached for the Board’s information. Should Board members have concerns or issues with these reports, these should be discussed at this part of the meeting.

Take Tūtohunga / Reason for the recommendation To receive the project reports from funding applicants in accordance with the Community Grant Policy.

3) PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / FINANCIAL IMPLICATIONS AND BUDGETARY PROVISION There are no financial implications or budgetary requirements.

ĀPITIHANGA / ATTACHMENTS 1. Pages from KHCB - Project Report - Jacman Entertainment Limited (Hullabaloo Children's Arts Festival - Outreach Programme) - A3296401 ⇩ 2. Pages from KHCB - Project Report - Kaikohe Rugby Football & Sports Club Inc. (Community Grant Fund - Local Televised Mitre 10 Cup Game) - A3296402 ⇩ 3. Pages from KHCB - Project Report - Kaikohe Rugby Football & Sports Club Inc. (Local Consents for Playing Lights) - A3296407 ⇩

Item 7.2 - Project Funding Reports Page 57 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

He Take Ōkawa / Compliance Aromatawai Kaimahi / Staff Assessment Requirement

State the level of significance (high or This is a matter of low significance. low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

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

State whether this issue or proposal It is the responsibility of each Community Board to has a District wide relevance and, if confirm the funding that they allocated has been spent not, the ways in which the appropriate correctly. Community Board’s views have been sought.

State the possible implications for Māori There are no implications on Māori in confirming the and how Māori have been provided with project reports. Any implications on Māori arising from an opportunity to contribute to decision matters included in project reports should be considered making if this decision is significant and as part of the relevant report. relates to land and/or any body of water.

Identify persons likely to be affected by This report is asking for the project reports to be or have an interest in the matter, and approved, any interests that affect other people should how you have given consideration to be considered as part of the individual reports. their views or preferences (for example – youth, the aged and those with disabilities).

State the financial implications and There are no financial implications or the need for where budgetary provisions have been budgetary provision. made to support this decision.

Chief Financial Officer review. The Chief Financial Officer has not reviewed this report.

Item 7.2 - Project Funding Reports Page 58 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.2 - Attachment 1 - Pages from KHCB - Project Report - Jacman Entertainment Limited (Hullabaloo Children's Arts Festival - Outreach Programme) Page 59 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.2 - Attachment 1 - Pages from KHCB - Project Report - Jacman Entertainment Limited (Hullabaloo Children's Arts Festival - Outreach Programme) Page 60 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.2 - Attachment 1 - Pages from KHCB - Project Report - Jacman Entertainment Limited (Hullabaloo Children's Arts Festival - Outreach Programme) Page 61 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.2 - Attachment 2 - Pages from KHCB - Project Report - Kaikohe Rugby Football & Sports Club Inc. (Community Grant Fund - Local Televised Mitre 10 Cup Game) Page 62 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.2 - Attachment 2 - Pages from KHCB - Project Report - Kaikohe Rugby Football & Sports Club Inc. (Community Grant Fund - Local Televised Mitre 10 Cup Game) Page 63 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.2 - Attachment 2 - Pages from KHCB - Project Report - Kaikohe Rugby Football & Sports Club Inc. (Community Grant Fund - Local Televised Mitre 10 Cup Game) Page 64 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.2 - Attachment 3 - Pages from KHCB - Project Report - Kaikohe Rugby Football & Sports Club Inc. (Local Consents for Playing Lights) Page 65 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.2 - Attachment 3 - Pages from KHCB - Project Report - Kaikohe Rugby Football & Sports Club Inc. (Local Consents for Playing Lights) Page 66 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Item 7.2 - Attachment 3 - Pages from KHCB - Project Report - Kaikohe Rugby Football & Sports Club Inc. (Local Consents for Playing Lights) Page 67 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

8 NGĀ PŪRONGO TAIPITOPITO / INFORMATION REPORTS

8.1 KAIKOHE CIVIC HUB WORKING PARTY UPDATE

File Number: A3270160 Author: Bill Lee, Special Projects Manager - Te Hono Authoriser: Darren Edwards, General Manager - Strategic Planning and Policy

TAKE PŪRONGO / PURPOSE OF THE REPORT To provide the Kaikohe-Hokianga Community Board with an update on the Civic Hub Working Party.

WHAKARĀPOPOTO MATUA / EXECUTIVE SUMMARY A working party was formed under the Strategy and Policy Committee to advance the development of a Civic Hub with stage 1, the building of a new library as the priority. The Kaikohe Civic Hub Working Party (KCHWP) has commissioned a study to assist with the formation of a recommendation to Council.

TŪTOHUNGA / RECOMMENDATION That the Kaikohe-Hokianga Community Board receive the report Kaikohe Civic Hub Working Party update.

TĀHUHU KŌRERO / BACKGROUND During the 2018-28 Long Term Plan Council consulted on a Civic and Community Hub, including Library. To incorporate the wider community facilities, Council needed partnerships and external funding of around $20 million. While the partnerships developed, despite all good intentions and a significant amount of work, we were unable to secure the further funding. Council has decided to advance the Civic Hub including library build and at the 23 March Strategy and Policy Committee, endorsed the creation of the KCWHP to determine site and scope. The KCHWP has 4 Elected Members (with voting rights) and 2 community representatives along with 2 staff. Funding for the Civic Hub and Library was carried over into the first 3 years of the 2021-31 Long Term Plan. The principal purpose of the KCWHP is to work in a collaborative manner with the community, in reviewing options for building a civic hub in Kaikohe and supporting Council to deliver the project. Phase 1 is the building of a new library facility, however, the KCWHP needs to consider it in the wider context of enhancing Broadway and the surrounding linkages. The KCHWP held 3 meetings during the 2020/21 financial year and has commissioned a study that will be undertaken by Ākau, which is discussed below.

MATAPAKI ME NGĀ KŌWHIRINGA / DISCUSSION AND NEXT STEPS The Kaikohe study / research work commissioned by the Kaikohe Civic Hub Working Party comprises 3 pieces of interlinked work. The studies are expected to be completed by the end of October 2021. These are set out below. 1. Kaikohe Masterplan – To take a big picture overview of Kaikohe township and develop a masterplan of current and future opportunities. The starting point for the masterplan will be the Waka Kotahi Township Plan, Community Plans and other planning documents developed for Kaikohe. The plan will locate and map existing projects and identify next potential projects for development and funding.

Item 8.1 - Kaikohe Civic Hub Working Party update Page 68 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

2. Broadway Concept Plan – The purpose of this plan is to consider the issues, opportunities linked to the main street of Kaikohe and how it connects to both current key spaces and future priorities as identified in the Masterplan. The issues being considered, but not restricted to, are user experiences (vehicle, cycling, pedestrians), important sites, connections to side streets, heavy vehicle bypass and parking. Consultation and engagement will be a key component for this study and the concept plan that emerges.

3. Civic Hub Site Assessment – Assesses the suitability of potential sites for the Civic Hub (Library as phase 1) within the context of the 2 previous studies. Assessment will lead to a high level spatial plan testing how the site would work, and any other projects needed to facilitate the development. The study will also identify drivers so that design reflects Kaikohe identity.

PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / FINANCIAL IMPLICATIONS AND BUDGETARY PROVISION Budget provision for the Kaikohe Civic Hub (including Library) has been allocated in years 1 to 3 of the 2021-31 Long Term Plan.

ĀPITIHANGA / ATTACHMENTS Nil

Item 8.1 - Kaikohe Civic Hub Working Party update Page 69 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

8.2 COMMUNITY AND CUSTOMER SERVICES ACTIVITIES - 6 MONTHLY REPORT

File Number: A3294184 Author: Jacine Warmington, Manager - Community and Customer Services Authoriser: Dean Myburgh, General Manager - District Services

TAKE PŪRONGO / PURPOSE OF THE REPORT The purpose of the report is to provide information to the Kaikohe-Hokianga Community Board for the community and customer service activities including Libraries and Museum, i-SITEs, Customer Care (Service Centres, Contact Centre), Housing for Elderly tenancy, Event applications and Cemeteries plots and burials.

WHAKARĀPOPOTO MATUA / EXECUTIVE SUMMARY This information-only report is provided by way of an update to Community Boards every six months.

TŪTOHUNGA / RECOMMENDATION That the Kaikohe-Hokianga Community Board receive the report Community and Customer Services Activities - 6 monthly report.

TĀHUHU KŌRERO / BACKGROUND Statistical information in relation to the Community and Customer Services Department of the District Services Group is provided to the Kaikohe-Hokianga Community Board giving an overview of activity and performance for the months of January to June 2021 for the Kaikohe-Hokianga area.

MATAPAKI ME NGĀ KŌWHIRINGA / DISCUSSION AND NEXT STEPS Contact Centre When comparing stats against the same time last year, it needs to be considered that, for six weeks from the end of March 2020 to mid-May 2020, NZ was in lockdown due to Covid-19 halting building inspections and halving customer contact via phone and requests for service. Customer Interactions district-wide for the six months ending June 2021 totalled 84,165 which is a 21.6% increase (up from 69,206) on the same six months in the previous year. These interactions included Phone calls: 41,787, AskUs emails: 19,112, Requests for Service: 13,822, and Booking Building Inspections: 4,291 (a 45.7% increase). The spike in AskUs Emails in February 2021 was caused by a technology error which caused thousands of "no response required' emails to drop into the inbox, which had to be manually deleted. The use of the after-hours service is holding steady at approximately 4,000 calls over the six-month period for both years. District-wide the top two issues that customers contacted Council about were Rates: 21,435 (including payments, account balance queries, and direct debits)) and Building 13,211 (includes booking building inspections).

Item 8.2 - Community and Customer Services Activities - 6 monthly report Page 70 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Service Centres The Covid-19 lockdown halted face-to-face interactions for 6 weeks last year as indicated in the data for April and May 2020. However, overall, the total walk-ins for January to June both years remains the same. There is a new Customer Experience Programme which is in its early stages of receiving customer feedback, but the early indicators are that the service centres district-wide are consistently high performing and meeting the needs of customers.

Item 8.2 - Community and Customer Services Activities - 6 monthly report Page 71 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Kaikohe Library Library staff have made a strong connection with local community identities, inviting firemen, tradesmen and leaders in, so that local children have the opportunity to meet them. This initiative has been well supported by local families. An ongoing seed exchange and purapura pai is also in place, having been kicked off to mark the start of Matariki. The seed exchange, in particular, has proven to be popular with locals. A partnership was developed with the Department of Corrections, who provided labour, sourced materials and built 50 seed planters that were free to the community as a Matariki initiative. New and ongoing programming has been well attended, in particular the weekly robotics and Minecraft sessions for school-aged children. A monthly whanau coffee morning has been established, with locals turning up for a cup of tea and meeting local business people.

Item 8.2 - Community and Customer Services Activities - 6 monthly report Page 72 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

The elimination of fines on overdue child and teen books has led to a sharp increase in borrowing. Over the year that the change has been in place, borrowing in this age group has increased by 75%.

Item 8.2 - Community and Customer Services Activities - 6 monthly report Page 73 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Hokianga i-SITE Overall visitor numbers have been strong with New Zealander’s discovering this area. Good sales have been made for Hokianga Express, Mānea Footprints of Kupe and Footprints Waipoua. The area is proving to be popular with New Zealanders who enjoy nature especially the Dunes and Tāne Mahuta. Retail is doing well with good support from both locals and New Zealanders purchasing product. There is a shortage of accommodation in the area but now i-SITEs can book B & B’s so this will help with the demand. The i-SITEs have taken over the bookings for the Twin Coast Cycle Trail. The staff have participated in a famil to see how transportation between sites works and to familiarise themselves with the accommodation, so they are able to better inform customers. i-SITEs are participating in a new initiative from Tourism New Zealand called Trees that Count. People can donate $10 towards planting a tree. The goal is to plant 1,500 trees this year.

Item 8.2 - Community and Customer Services Activities - 6 monthly report Page 74 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

Events on Council Reserves and other Council Managed Spaces Permits are issued to applicants for the use of Councils open spaces for many kinds of activities such as weddings, family picnics, sporting events, circuses, fairs and large community events. From January to the end of June, 28 events were successfully held across the district. The move to COVID19 level 2 in February and March resulted in some large events been cancelled. Events on Council property across the district can now be applied for online. This is in line with Council’s move to more online services enabling customers to be able to help themselves, where and when they need to. The following link is available on Council’s website: https://www.fndc.govt.nz/Our-Facilities/Parks-playgrounds-and-reserves/Book-a-Park-Reserve-or-Open-Space

Cemeteries - Sexton Services Council manages the Kaikohe, Kohukohu, Okaihau and Rawene public cemeteries under the legislation of the Burial and Cremation Act 1964 and Far North District Council By-Law 1401-1442. The Cemeteries and Crematoria Collective Conference was successfully run on 26-27 May 2021 in Rotorua, after it was postponed last year. The programme included the formation of a Cemeteries and Crematoria Response Team and Emergency Preparedness group. The group will formulate a plan for the provision of specialised assistance for emergency events involving large numbers of fatalities. A presentation on the sector response to the Christchurch Mosque Attacks & COVID19 showed the importance of working together. The organisation and logistics required for the digging of over 50 graves, and burials which took 3 days to complete were exemplary. It was also a reminder of what we could face should the pandemic take hold in New Zealand. Plans remain in place for the management the Council run cemeteries during the COVID 19 pandemic. There has been an increase in the number of ash burials during this period. There are also several ash burials on hold, waiting for families to be able to travel from overseas.

There were 8 full burials and 6 ash burials in the Kaikohe-Hokianga Ward over this period.

Item 8.2 - Community and Customer Services Activities - 6 monthly report Page 75 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

There has been an average of 25.5 enquiries per month during the period January – June 2021. Housing for the Elderly Council owns and rents out 147 Housing for the Elderly units and bedsits overall. In the Kaikohe-Hokianga area there are Villages at: Location Two/Three One bedroom Bed-sit Vacancies bedroom Horeke - 2 - 0 Kaikohe - 2 36 4 Kohukohu - 6 - 0 Omapere 6 3 - 1 Rawene - 6 4 3 Waima - 3 - 1

During the period from 1 January – 30 June 2021, three tenancies ended (2x Kaikohe and 1 x Rawene) and three tenancies began (1 x Kaikohe, 1 x Kohukohu and 1 x Omapere). Three tenants (2x Rawene and 1x Omapere) transferred units within the same complex. There are currently 4 units undergoing refurbishment in Kaikohe, 2 in Rawene, 1 in Omapere and 1 in Waima. Several of these in Kaikohe, Omapere and Waima will be ready to tenant in the coming weeks. The Healthy Homes regulations come into effect on 1 July 2021, heating and ventilation has been installed in all units. Draft stopping is yet to be completed.

Item 8.2 - Community and Customer Services Activities - 6 monthly report Page 76 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / FINANCIAL IMPLICATIONS AND BUDGETARY PROVISION There are no financial implications.

ĀPITIHANGA / ATTACHMENTS Nil

Item 8.2 - Community and Customer Services Activities - 6 monthly report Page 77 Kaikohe-Hokianga Community Board Meeting Agenda 4 August 2021

9 KARAKIA WHAKAMUTUNGA – CLOSING PRAYER

10 TE KAPINGA HUI / MEETING CLOSE

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