Kaikohe-Hokianga Community Board

KAIKOHE-HOKIANGA COMMUNITY BOARD

Lake Kereru, Tautoro by Shaun Reilly

AGENDA FOR MEETING OF

WEDNESDAY 6 June 2018 COMMENCING AT 10:30 AM

HELD COUNCIL CHAMBER, MEMORIAL AVE, KAIKOHE

Membership Mike Edmonds (Chairperson) Louis Toorenburg Robert Cassidy Kelly van Gaalen Emma Davis Cr John Vujcich Shaun Reilly

Far North District Council KAIKOHE-HOKIANGA COMMUNITY BOARD

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 The "civic amenities" referred to in these delegations include the following Council activities: • Amenity lighting • Cemeteries • Drainage (does not include reticulated stormwater 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.

1. Set local priorities for minor capital works in accordance with existing strategies, Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long Term Plan processes. 2. Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met. 3. Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account. 4. Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes. 5. To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long Term Plan and Annual Plan, and if appropriate recommend decisions to the Council. 6. To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long Term Plan, and make recommendations to the Council. 7. Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centres. 8. To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.

Far North District Council KAIKOHE-HOKIANGA COMMUNITY BOARD

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: i) Control of Use of Public Spaces – Dispensations on signs ii) Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted. iii) 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 iv) Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited. v) 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:

Far North District Council KAIKOHE-HOKIANGA COMMUNITY BOARD

• Holding a Community forum prior to Board meetings • 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. Provide information

Far North District Council b FAR NORTH DISTRICT COUNCIL KAIKOHE-HOKIANGA COMMUNITY BOARD MEETING 6 JUNE 2018 COMMENCING AT 10:30 AM COUNCIL CHAMBER, MEMORIAL AVE, KAIKOHE

A G E N D A

Item

1.0 APOLOGIES AND DECLARATIONS 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.

2.0 PUBLIC FORUM 10.30 AM - 11.00 AM A period of up to 30 minutes is set aside at the commencement of the meeting. Speakers have a minimum of 3 minutes to present to the Community Board. This is an opportunity for the public to present their views to the Board. If members of the public have questions of the Board, these will need to be provided in writing for response following the meeting. Each speaker must provide their name, contact details (email preferred) and subject matter to the meeting administrator prior to the start of the meeting. If members of the public wish to secure their speaking slot in advance or have questions regarding the process please contact the meetings administrator at [email protected]

3.0 SPEAKERS There were no requests for speakers at the time the agenda was printed.

4.0 DEPUTATIONS There were no requests for deputations received at the time the agenda was printed.

5.0 CONFIRMATION OF PREVIOUS MINUTES Document number A2014583

Document number A2010763 Page 1 of 2 6.0 CORPORATE SERVICES GROUP 6.1 Chairperson and Members Report Document number A2014582 6.2 Funding Project Reports Document number A2014584 6.3 Statement of Community Fund Account as at 30 April 2018 Document number A2046888 6.4 Funding Application - Kaikohe A P & H Society Document number A2041397 6.5 Funding Application - Illumination Workshop Document number A2035003 6.6 Funding Application - Te Reo Piriwiri Ratana Brass Band Document number A2041377 6.7 Funding Application - Ngā Moko a Rāhiri Inc Document Number A2058060 6.8 Road Naming Section of SH12, Opononi Omapere Document Number A2026465

7.0 INFORMATION REPORTS Document number A2014585

8.0 CLOSE OF MEETING

Document number A2010763 Page 2 of 2

Item: 5.0 Meeting: Kaikohe-Hokianga Community Board 6 June 2018 Name of item: Confirmation of Previous Minutes Author: Maryn Ashby - Meetings Administrator Date of report: 11 May 2018 Document number: A2014583 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/s That the Kaikohe-Hokianga Community Board confirm the minutes of the meeting held 2 May 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 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.

Manager: Caroline Wilson - Manager District Administration Services

Attachment 1: Kaikohe-Hokianga Community Board Minutes dated 2 May 2018 - Document number A2044721

Document number A2014583 Page 1 of 1 UNCONFIRMED

MINUTES OF THE MEETING OF THE KAIKOHE-HOKIANGA COMMUNITY BOARD HELD AT RAWENE COMMUNITY HALL, 9 PARNELL STREET, RAWENE ON WEDNESDAY 02 MAY 2018 COMMENCING AT 09:32 AM PRESENT Chairperson Mike Edmonds Members Robert Cassidy Emma Davis Kelly van Gaalen Shaun Reilly Louis Toorenburg APOLOGIES John Vujcich Councillor

STAFF PRESENT Shaun Clarke Chief Executive Officer Liz Davidson Manager Facilities Operations Mike Fox Project Manager Transport and Roading Maryn Ashby Meetings Administrator Melissa Wood Meetings Administrator 1.0 PUBLIC FORUM Dallas Williams on behalf of Te Kura Taumata o Panguru and Maryanne Blair representative from Pangaru Rugby Club spoke in regard to the teams who use the school’s playing fields requesting the support of the Board to install amenity lighting. Trevor Kotlowski represented the Kohukohu Community requesting the Board advocate on their behalf to Council regarding repairs of three historic stone walls. Additional documents were tabled. Dave West spoke on the implementation of the first stage of the Rawene Community Plan. He provided the Board a list of the proposed works. Arane Donald and Kirsty Joiner, representatives from Rawene Area Residents Association (RARA) spoke on the spraying of the berm down Rawene Main Street and asked the Board to look into an alternative for maintaining the grass. Lovey Fife spoke on behalf of the Opononi Axemans Club, requesting the support of the Board in the revitalisation of the club, via funding mechanisms. Janine McVeagh, representative from Hokianga Community Education Trust spoke to the Board regarding the revitalisation of the Hokianga Book Festival, noting the potential benefits for the local community. Jessie McVeagh discussed improving safety for cyclists, particularly in the Rawene main street, suggesting a shared cycle/footpath, and asking the Board for their support. Kathie Brockliss spoke to the Board regarding safety issues for pedestrians in the Rawene Township, particularly the need for a crossing for school children at the junction of Marriner / Parnell Street, and the lack of road signage. She also discussed the poor condition of the West Coast Road to Panguru. Heather Ayrton, Paul Bowler and Hans Mitt spoke on behalf of the Rawene Cemetery Committee and presented the Board an outline of their concerns regarding the Wandering with Ancestors Memorial. Patricia Bawden spoke in support of the postponement of the Wandering with Ancestors Memorial project in the Rawene Cemetery until assurances can be given on the stability of the ground. She discussed concerns regarding the condition of the Rawene Water Catchment

Document number A2044721 Page 1 of 7 UNCONFIRMED Kaikohe-Hokianga Community Board meeting 02 May 2018 Liu Shueng Wong spoke to the Board regarding the Wandering with Ancestors Memorial. Kirsty Joiner, representative from RARA spoke in regard to their Submission to the Long Term Plan, and concerns about the process of the recent footpath/carpark repairs in the Rawene boat ramp vicinity. 2.0 SPEAKERS Sean White Representative from Kaikohe Amateur Football Club, Agenda Item 6.4 refers. Cheryl Smith -Representative from Kaikohe Rugby Football Club and Sports Club Incorporated, Agenda item 6.8 refers Rob Pink Representative from Hokianga Bowling Club Agenda item 6.9 refers. Carla Robinson Representative from Hokianga Primary School Rugby, Agenda item 6.6 refers. Bernadette Brophy-Phillips Representative from Matariki Festival lighting the Way Winter Wellness, and Kathryn Johnston, Mental Health Coordinator Hokianga Health, Agenda item 6.10 refers. 3.0 MEETING ADJOURNED 11:05 AM Resolved Edmonds/Toorenburg The meeting of the Kaikohe-Hokianga Community Board be adjourned. Carried The meeting resumed at 12.30pm. 4.0 APOLOGIES AND DECLARATIONS OF INTEREST Agenda item 1.0 refers Resolved Toorenburg/Davis That the Board accepts the apology from Councillor Vujcich Carried 5.0 CONFIRMATION OF PREVIOUS MINUTES Agenda item 5.0, document number A2010760, pages 1-5 refers. Resolved That the Kaikohe-Hokianga Community Board confirm the minutes of the meeting held 4 April 2018 as a true and correct record. Carried

Document number A2044721 Page 2 of 7 UNCONFIRMED Kaikohe-Hokianga Community Board meeting 02 May 2018 6.0 CORPORATE SERVICES GROUP 6.1. Chairperson and Members Reports Agenda item 6.1, document number A1968046, pages 7-21 refers. Resolved Davis/Reilly a) That the Kaikohe-Hokianga Community Board note the reports from the Chairperson and Members Davis and Toorenburg. b) That the board write to the NZTA asking that the following roads be investigated for speed limit changes. 1.Taheke Road (50km to the edge of Kaikohe, 70 to Mataraua Rd) 2.Opononi to Omapere (50km) 3.Pakanai to Opononi (70km) c) That the board asks the Chief Executive of FNDC that the council work with the Community Board, the Kaikohe Business Association and community to prepare a Strategic Case for Kaikohe Broadway development (including addressing car parking) Carried 6.2. Funding Project Reports Agenda item 6.2, document number A2010761, pages 23-66 refers. Resolved Toorenburg/Reilly That the Kaikohe-Hokianga Community Board note the project report forms from Hokianga Community Educational Trust, Tukau Community Fund, Kaikohe Christian School, Pioneer Village Kaikohe, and Kaikohe Amateur Football Club. Carried 6.3. Statement of Community Fund Account as at 31 March 2018 Agenda item 6.3, document number A2019491, pages 67-70 refers. Resolved Reilly/Toorenburg That the Kaikohe-Hokianga Community Board note the report entitled “Statement of the Kaikohe-Hokianga Community Board Community Fund account as at 31 March 2018”. Carried 6.4. Funding Application - Kaikohe Amateur Football Club Agenda item 6.4, document number A2021440, pages 71-80 refers. Moved Toorenburg/Reilly That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe Amateur Football Club for the costs in registering and affiliation with the Northern Football Federation for the following reasons: i) Support and value all people, especially the young, the elderly, and people with disabilities. Lost Resolved Van Gaalen/Edmonds

Document number A2044721 Page 3 of 7 UNCONFIRMED Kaikohe-Hokianga Community Board meeting 02 May 2018 That the Kaikohe-Hokianga Community Board decline the funding application from the Kaikohe Amateur Football Club for the sum of $7,425, because the Board does not wish to fund affiliation fees. The Kaikohe-Hokianga Community Board encourages the Kaikohe Amateur Football Club to submit another funding application for other costs. Carried 6.5. Funding Application - Tauwhara Marae Agenda item 6.5, document number A2021443, pages 81-90 refers. Resolved Edmonds/Davis That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, declines the funding application from Tauwhara Marae until the applicant submits an application in the correct format and appears to speak before the Board. Carried 6.6. Funding Application - Hokianga Primary School Rugby Agenda item 6.6, document number A2021433, pages 91-100 refers. Moved Davis/Cassidy That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Primary School Rugby to assist with the cost involved in hosting the Dave Calum Taniwha Tournament for the following reasons: i) Maintain or improve the quality of the district’s public recreation, leisure, amenities and facilities appropriate to their locations and needs of the community. ii) Support and value all people, especially the young, the elderly, and people with disabilities Carried Amendment Moved Edmonds/Davis That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Primary School Rugby to assist with the cost involved in hosting the Dave Calum Taniwha Tournament for the following reasons: i) Maintain or improve the quality of the district’s public recreation, leisure, amenities and facilities appropriate to their locations and needs of the community. ii) Support and value all people, especially the young, the elderly, and people with disabilities Carried The amendment became the substantive motion Resolved Edmonds/Davis That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Primary School Rugby to assist with the cost involved in hosting the Dave Calum Taniwha Tournament for the following reasons:

Document number A2044721 Page 4 of 7 UNCONFIRMED Kaikohe-Hokianga Community Board meeting 02 May 2018 i) Maintain or improve the quality of the district’s public recreation, leisure, amenities and facilities appropriate to their locations and needs of the community. ii) Support and value all people, especially the young, the elderly, and people with disabilities Carried 6.7. Funding Application - Pioneer Village Kaikohe Agenda item 6.7, document number A2025432, pages 101-110 refers. Chairperson Edmonds and Member Van Gaalen declared an interest Moved Reilly/Cassidy That the Kaikohe-Hokianga Community Board a) in considering the provisions of the Community Grant Policy, authorise the sum of $2,710 (plus GST if applicable) to be paid from the Board’s Community Fund account to Pioneer Village Kaikohe for the costs for the upgrade of signage and purchase of new brochures and village maps for the following reasons: i) recognised and protected historic and archaeological sites and buildings of significance ii) Support making the local community an attractive place to live, work and do business in through provision of information, advice, services, funding, infrastructure and facilities, community and land use planning and regulation b) approve that the $440 unspent from a previous grant awarded to be spent on the cost of signage at the entrance of the village. c) approve that the above funds awarded will not be paid to the Pioneer Village Kaikohe until the project report form has been received and signed off by Council staff for the fencing project. Amendment moved Davis/Cassidy That the Kaikohe-Hokianga Community Board a) in considering the provisions of the Community Grant Policy, authorise the sum of $2,270 (plus GST if applicable) to be paid from the Board’s Community Fund account to Pioneer Village Kaikohe for the costs for the upgrade of signage and purchase of new brochures and village maps for the following reasons: i) recognised and protected historic and archaeological sites and buildings of significance ii) Support making the local community an attractive place to live, work and do business in through provision of information, advice, services, funding, infrastructure and facilities, community and land use planning and regulation b) approve that the $440 unspent from a previous grant awarded to be spent on the cost of signage at the entrance of the village. c) approve that the above funds awarded will not be paid to the Pioneer Village Kaikohe until the project report form has been received and signed off by Council staff for the fencing project Carried The amendment became the substantive motion Resolved Davis/Cassidy

Document number A2044721 Page 5 of 7 UNCONFIRMED Kaikohe-Hokianga Community Board meeting 02 May 2018 That the Kaikohe-Hokianga Community Board a) in considering the provisions of the Community Grant Policy, authorise the sum of $2,270 (plus GST if applicable) to be paid from the Board’s Community Fund account to Pioneer Village Kaikohe for the costs for the upgrade of signage and purchase of new brochures and village maps for the following reasons: i) recognised and protected historic and archaeological sites and buildings of significance ii) Support making the local community an attractive place to live, work and do business in through provision of information, advice, services, funding, infrastructure and facilities, community and land use planning and regulation b) approve that the $440 unspent from a previous grant awarded to be spent on the cost of signage at the entrance of the village. c) approve that the above funds awarded will not be paid to the Pioneer Village Kaikohe until the project report form has been received and signed off by Council staff for the fencing project Carried Chairperson Edmonds and Member Van Gaalen declared an interest abstained from voting 6.8. Funding Application - Kaikohe Rugby Football and Sports Club Incorporated Agenda item 6.8, document number A2026068, pages 111-120 refers. Chairperson Edmonds declared an interest Resolved Van Gaalen/Cassidy That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $2,650 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe Rugby Football and Sports Club Incorporated to purchase and install an alarm system for the following reasons: i) Maintain or improve the quality of the district’s public recreation, leisure, amenities and facilities appropriate to their locations and needs of the community. Carried Chairperson Edmonds abstained from voting 6.9. Funding Application - Hokianga Bowling Club Agenda item 6.9, document number A2028133, pages 121-131- refers. Resolved Van Gaalen/Davis That the Kaikohe-Hokianga 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 Hokianga Bowling Club to purchase and install rainwater tanks and irrigation system for the following reasons: i) Maintain or improve the quality of the district’s public recreation, leisure, amenities and facilities appropriate to their locations and needs of the community.

Document number A2044721 Page 6 of 7 UNCONFIRMED Kaikohe-Hokianga Community Board meeting 02 May 2018 ii) Support and value all people, especially the young, the elderly, and people with disabilities. Carried 6.10. Funding Application - Matariki Festival Lighting the Way Winter Wellness Agenda item 6.10, document number A2034104, pages 133-142 refers. Resolved Davis/Cassidy That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Matariki Festival - Lighting the Way - Winter Wellness for operational costs for the following reasons: i) Support and value all people, especially the young, the elderly, and people with disabilities Carried 7.0 ADDITIONAL INFORMATION Resolved Edmonds/Toorenburg That the Board notes the following additional information tabled at the meeting: 1. Funding information from Bernadette Brophy-Phillip - Matariki Festival Lighting the Way Winter Wellness, agenda item 6.10 refers 2. Rawene Cemetery Committee information from Heather Ayrton 3. Implementation of Rawene Community Plan - First Stage proposal from Dave West 4. Correspondence and photos on Kohukohu Historic Stone Walls from Trevor Kotlowski Carried 8.0 CLOSE OF MEETING The meeting closed at 01:40 pm

Chairperson

____/____/____

Document number A2044721 Page 7 of 7 Item: 6.1 Meeting: Kaikohe-Hokianga Community Board 6 June 2018 Name of item: Chairperson and Members Report Author: Maryn Ashby - Meetings Administrator Date of report: 11 May 2018 Document number: A2014582 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/s That the Kaikohe-Hokianga Community Board note the report from Member Reilly. 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.

Manager: Caroline Wilson - Manager District Administration Services Attachment 1: Member Reilly’s Report - Document number A2058894

Document number A2014582 Page 1 of 2 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 Not applicable low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

State the relevant Council policies Not applicable (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

State whether this issue or proposal has This is a Community Board report. 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 Not applicable 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.

Identify persons likely to be affected by or Yes have an interest in the matter, and how you have given consideration to their views or preferences.

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

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

Document number A2014582 Page 2 of 2 Report prepared for the Kaikohe – Hokianga Community Board 4.4.18

The clashing of dates for the Kaikohe A&P Show and the Festival held on Lindvart Park on the same day highlights a concern that there should be a recognised calendar for such occasions.

The Community is too small to have potential attendances at either event reduced by such a lack of forethought. Possibly the Board could initiate a proposal for a body or person to oversee such a concept.

The downpour in January has drawn attention once again to the blocked drain in front of the Bank Bar. Floodwater flowing over the footpath is simply not good enough. If Broadway is a State Highway and therefore is Transit NZ’s problem is fair enough but the Council could and should bring pressure to bear to see that the matter is rectified. Louie will no doubt recall that this was brought to the attention of the Board about five years ago and on other occasion since. Time is long overdue for this matter to be addressed.

It has been noted that a report emanating from Council Staff indicates that there would be a $20 M cost in providing water to service the requirements of the proposed Industrial Park. This is seen as a totally irresponsible assessment of the facts, and undermines any serious efforts at attracting invest- ors to the area. In reality, Kaikohe is uniquely situated with almost unlimited sources of water, which if used prudently, could sustain any conceivable demands placed on the aquafers. Apart from the bores on Monument Hill there are numerous springs and bores within the Town boundaries that ensure any civic needs. In fact, it is possible to get water by drilling no more than 6 to 20 feet anywhere within the town boundaries. The Papahawaiiki, Wakaka, Wairoro and the Mangamutu Streams all have their sources within the town, and it is a tragedy that they all leave town already polluted.

Raising Lake Omapere to its original level is always possible and feasible. 800 acres of 6 feet of water is an astronomical water supply obtainable at the cost of a few thousand Dollars, as there is only one outlet. In addition, the geotechnical work done on a site on Northland College for a Landfill would equally apply to a water reservoir, and there were other sites investigated within a 12mile radius of Kaikohe during Borough Council times for water storage.

The North Hokianga tour last month served to highlight the difficulties that confront the Council when seeking to fund adequate maintenance of our roading infrastructure. “Out of sight out of mind”, is very real when the decision making process is so very distant from reality. Isolated communities need their interests attended to on a more regular basis than the more popular area. The West Coast Road is a vital means of communication. This then begs the question, “Is the NTA really going to work in our best interests?” Given the experience of moving from Borough to District governance it is going to be difficult having confidence in a sys-tem governed from Whangarei that will adequately service the needs of the isolated communities of the Northern Hokianga. Particularly so, when some of the problems go back years, in part to the lack of proper formation, which are then compounded by, possibly, decades of little or no maintenance. If there is something in the comment that Kaipara is having second thoughts about NTA, then our Council should be doing the same. It was a valuable exercise and it was much enhanced by the strong delegation from the infrastructure staff who were also present for the tour. Very appreciative thanks to those who came along.

Document Number A2058894 Page 1 of 2 Apropos of the above, would there be some valuable savings if these outlying communities had a resident roadman suitably provided with the necessary equipment to attend to road maintenance? This system used to work really well many years ago for lesser resourced communities than ours. It has the advantage of retaining funds expended in the area the expense was generated.

Attention has to be drawn to the inadequacy of the sewerage system at Ngawha village. Too often there are callouts to fix the system failures. Once is happenstance, twice is coincidence, thrice is serious in-competence. Can these problems be addressed as a matter of urgent priority.

The issue of riding bikes on the footpaths is a continuing problem. An old lady in a wheel chair was very nearly the victim of collision last month. This is intolerable and has to be addressed.

The Ohaeawai Community are concerned about the lack of progress on the toilet block. They do not want a reduction of the present number of pans but the disabled wheelchair access toilet has to be an additional facility. There is also the need for a rubbish bin on Te Corner, it has been requested before and it is vitally needed. NOW!.

The Council has evidently notified those affected that the access lane on the subdivision just west of Ohaeawai can have its own name. The consensus at the OTRA Meeting on the 13th March was that it be called Te Mania Drive representing the name of the Survey Block.

It is understood that the acquisition of the 2acres alongside the railway has not been completed despite previous representation. Why not?

SK Reilly

4.4.2018

Document Number A2058894 Page 2 of 2

Item: 6.2 Meeting: Kaikohe-Hokianga Community Board 6 June 2018 Name of item: Funding Project Reports Author: Maryn Ashby - Meetings Administrator Date of report: 11 May 2018 Document number: A2014584

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. A project report has been received from: a) Kaikohe Rugby Football and Sports Club Inc - Kaikohe Christmas Parade 2017 b) Youthline Auckland Charitable Trust c) Kaikohe Business Association Inc Recommendation That the Kaikohe-Hokianga Community Board note the project report forms from Kaikohe Rugby Football Club Inc - Kaikohe Christmas Parade, Youthline Auckland Charitable Trust and Kaikohe Business Association Inc.

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. 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.

Document number A2014584 Page 1 of 3

Manager: Kate Barnes - Team Leader Governance Support Attachment 1: Kaikohe Rugby Football and Sports Club Inc - Kaikohe Christmas Parade Project Report - Document number A2041440 Attachment 2: Youthline Auckland Charitable Trust Project Report - Document number A2034854 Attachment 3: Kaikohe Business Association Inc Project Report - Document number A2058549 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 low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

State the relevant Council policies The Community Grant Policy applies to (external or internal), legislation, and/or this matter and relevant sections are community outcomes (as stated in the included in the content of the report. LTP) that relate to this decision.

State whether this issue or proposal has This is a community board report 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 None 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.

Identify persons likely to be affected by or The Community Board has delegated have an interest in the matter, and how authority to allocate funding. you have given consideration to their views or preferences.

State the financial implications and where There are no financial implications or the

Document number A2014584 Page 2 of 3

budgetary provisions have been made to need for Budgetary provision. support this decision.

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

Document number A2014584 Page 3 of 3 Document Number A2041440 Page 1 of 4 Document Number A2041440 Page 2 of 4 KAIKOHE COMMUNITY EVENT – GET INVOLVED!!

The Kaikohe Rugby Football and Sports Club Inc’s committee believes in stepping up to assist in our community. We are proud to be organising the 2017 Kaikohe Christmas Parade, the Christmas in the Park event and our first Show and Shine proudly funded by the Kaikohe-Hokianga Community Board! We would love your help to make this a great day!!

How can you help?

Register a Float – for $20 you can enter a float in to the parade. This can create a fun team building exercise for your organisation, provide an advertising opportunity and show the community your commitment to them.

Have a Stall - for $50 you can hold a stall to fundraise or create awareness about your organisation

Enter a Bike – for a donation of a can of food for the Bald Angels you can ride your motorbike down the main street of Kaikohe and MAKE SOME NOISE!!! Park up at Central Park and be in to win!

Donate a PRIZE – We are looking for prizes to be donated for competitions to be run throughout the day and for the Show and Shine. Any donation no matter how big or small will be appreciated and will be handed out on stage. We will make sure we do a HUGE shout out to you!! Please let us know if you can step up and back our community!! E-mail: [email protected] Facebook: https://www.facebook.com/KaikoheChristmasEvent Document Number A2041440 Page 3 of 4 Profit & Loss

Kaikohe Rugby Football and Sports Club Inc Xmas Parade 1 May 2017 to 30 April 2018

30 Apr 18 Gross Profit -

Plus Other Income Fundraising 991 Grant - Community Board 5,050 Total Other Income 6,041

Less Operating Expenses Advertising 350 Catering 247 Entertainment 3,004 General Expenses 478 Hire of Facilities 300 Parade Prize Money 880 Printing, Stationery & Postage 85 Volunteer Expenses 500 Total Operating Expenses 5,845

Net Profit 197

Profit & Loss | Kaikohe Rugby Football and Sports Club Inc | 29 April 2018 Page 1 of 1

Document Number A2041440 Page 4 of 4 Document Number A2034854 Page 1 of 6 Document Number A2034854 Page 2 of 6 Document Number A2034854 Page 3 of 6 Document Number A2034854 Page 4 of 6 Document Number A2034854 Page 5 of 6 Document Number A2034854 Page 6 of 6 Document number A2058549 Page 1 of 9 Document number A2058549 Page 2 of 9 Document number A2058549 Page 3 of 9 Document number A2058549 Page 4 of 9 Document number A2058549 Page 5 of 9 Document number A2058549 Page 6 of 9 Document number A2058549 Page 7 of 9 Document number A2058549 Page 8 of 9 Document number A2058549 Page 9 of 9

Item: 6.3 Meeting: Kaikohe-Hokianga Community Board 6 June 2018 Name of item: Statement of Community Fund Account as at 30 April 2018 Author: Jolene Graham Date of report: 04 May 2018 Document number: A2046888 Purpose of the report The Community Fund account provides information on financial matters relating to the Kaikohe-Hokianga Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy. Recommendation That the Kaikohe-Hokianga Community Board note the report entitled “Statement of the Kaikohe-Hokianga Community Board Community Fund account as at 30 April 2018”. 1) 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 2017 $82,569.00

• Less funds granted and uplifted to 30 April 2018 $47,787.65

• Less funds not uplifted from 07 March 2018 The Parenting $2,500.00 Place and Hokianga Treks for Kids

Community Fund Account balance as at 30 April 2018 $32,281.35

2) Discussion and options 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 30 April 2018 is $32,281.35. 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.

Document number A2046888 Page 1 of 3

Reason for the recommendation The Community Fund account provides information on financial matters relating to the Kaikohe-Hokianga Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.

3) Financial implications and budgetary provision The Far North District Council has delegated the allocation of funds from the Kaikohe-Hokianga Community Fund account to the Kaikohe-Hokianga Community Board. The statement of the Community Fund account as at 30 April 2018 is attached.

Manager: Sharon Ryan – Management Information, Corporate Services

Attachment 1: Statement of Kaikohe-Hokianga Community Board Community Fund Account as at 30 April 2018 - Document number A2046700.

Document number A2046888 Page 2 of 3

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 N/A low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

State the relevant Council policies Community Grant Fund 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 has This is a Community Board report. 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 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.

Identify persons likely to be affected by or N/A have an interest in the matter, and how you have given consideration to their views or preferences.

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

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

Document number A2046888 Page 3 of 3 Far North District Council Kaikohe - Hokianga Community Board Statement of the Community Fund Account as at 30 April 2018

Allocation Grants & Donations Annual Budget 2017/18 82,569.00

Less Expenditure 2017/18 (Funds Uplifted)

Aug'17 Hokianga Community Education Trust for Hokianga Film Festival 2017 3,500.00 Volunteering Northland for operational costs 1,200.00 Hokianga Arts Community Trust for costs towards transporting and outfitting a modified 20ft shipping container 3,500.00

Oct'17

Hokianga Hospital Auxiliary Inc. for costs towards printing a Cook Book for History Book 1,535.00 Hokianga Country Music Club Inc. towards the Hokianga Ferry for performing artists at the Hokianga Country Music Festival 2,244.00

Nov'17

Hokianga Community Educational Trust for rent, professional fees and equipment hire 2,500.00 Rawene Primary School for fireworks and equipment hire for the Hokianga Christmas in the Park Celebration 2017 5,000.00 Kaikohe Christian School for supporting local children to support the Breakers Basketball Game 1,000.00 Breakthrough Centre NZ for Omega Family Day 2,630.00

Jan'18 Kaikohe Community Arts Council for the 2017 Santa's Grotto 1,000.00 Omanaia Marae for costs towards purchasing paint 2,500.00

Feb'18 Okaihau Community Association for costs towards hosting a 150 year community celebration 7,500.00 Okaihau Community Association for purchasing vetiver grass for the Mangataraire Cycle Trail beautification 1,150.00 Refund - Breakthrough Centre NZ for Omega Family Day (445.35 )

Mar'18 Hokianga Tourism Assoc. towards reprinting the Hokianga tourism brochure 474.00 Far North Life Education Trust for costs towards delivering the Life Education Programme in the Kaikohe-Hokianga Community 6,250.00

Apr'18 Tukau Community Fund towards costs of purchasing menstrual cups for the Kaikohe community 6,250.00

47,787.65 Balance as at 30 April 2018 $34,781.35

Less Commitments 2017/18 (Funds not yet up lifted)

Meeting 07.03.18 The Parenting Place for accommodation, travel/mileage and printing 1,000.00 Hokianga Treks for Kids for costs towards Brumby's Alive Mounted Games event 1,500.00 2,500.00 Balance 30 April 2018 Uncommitted/(Overcommitted) $32,281.35

Document Number A2046700 Page 1 of 2 Far North District Council Kaikohe - Hokianga Community Board Statement of the Community Fund Account as at 30 April 2018 Prior Year Commitments (Funds not yet uplifted)

2016/17

Meeting 01.02.17 Ohaeawai Taiamai Residents Association cost associated with community event Taiamai Day 750.00

Meeting 28.06.17 Unexpended balance for 2016/17 year to be put towards a junior bicycle park as approved by Samantha Edmonds General Manager Corporate Services 14,376.54

Balance Commitments 2016/17 $15,126.54

Commitments continued

2014/15 Meeting 16.06.15 Unexpended balance for 2014/15 year to be accumulated to spend on projects identified in the Kaikohe-Hokianga Community Board Strategic Plan 20,666.75 Less: payment March 2017 Kaikohe and Districts Historical and Mechanical Trust towards fencing at Pioneer Village (7,000.00 )

Balance Commitments 2014/15 $13,666.75 Balance Prior Year Commitments $28,793.29

Note: Future funding commitments: Meeting 05.04.17 Kaikohe Business Association $1,000 per annum towards running costs for the Kaikohe Community Patrol Vehicle for three years 2016-17 (paid Dec 16) 2017-18 1,000.00 2018-19 1,000.00

$2,000.00

Document Number A2046700 Page 2 of 2

Item: 6.4 Meeting: Kaikohe-Hokianga Community Board 6 June 2018 Name of item: Funding Application - Kaikohe A P and H Society Author: Maryn Ashby - Meetings Administrator Date of report: 11 May 2018 Document number: A2041397

Purpose of the report To present the Community Board with the information on the application from Kaikohe A P and H Society to assist members in determining whether to approve or decline the application. Recommendation That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $4,045.50 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaikohe A P and H Society to assist with the cost involved in the drainage of the main arena for the following reasons: i) Maintain or improve the quality of the district’s public recreation, leisure, amenities and facilities appropriate to their locations and needs of the community. ii) Support and value all people, especially the young, the elderly, and people with disabilities. 1) Background The Kaikohe A P and H Society are seeking assistance to cover the cost involved in upgrading the drainage system in the main arena. The Board has previously funded $5,000 on the 5th of April 2016 for the connection to the Council sewerage system.

2) Discussion and options Preliminary assessment of the application: 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 LTP, and all provisions listed on the application form.

Option 1 Authorise the maximum amount allowed by policy The applicant seeks a grant of $4,271 - 52% of the total project cost. Option 2 Authorise partial funding Partial funding should be considered to align with the Community Grants Policy “funding requested may not exceed 50% of the total cost.”

Document number A2041397 Page 1 of 3

Option 3 Decline funding Option 2 is recommended by staff so the application aligns with the community policy and community outcomes of the LTP and aligns with previous funding allocated. Reason for the recommendation The application meets all criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions 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.

Manager: Caroline Wilson - Manager District Administration

Attachment 1: Funding Application - Kaikohe A P and H Society - Document number A2057697 Attachment 2: Schedule of Supporting Documentation - Document number A2041527

Document number A2041397 Page 2 of 3

Compliance requirement Staff assessment

State the level of significance (high or Low. 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 has This report is to the Kaikohe-Hokianga a District wide relevance and, if not, the Community Board. 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 and how Māori have been provided with land and/or water. an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

Identify persons likely to be affected by or Considered in the application. have an interest in the matter, and how you have given consideration to their views or preferences.

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

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

Document number A2041397 Page 3 of 3 Document Number A2057697 Page 1 of 6 Document Number A2057697 Page 2 of 6 Document Number A2057697 Page 3 of 6 Document Number A2057697 Page 4 of 6 Document Number A2057697 Page 5 of 6 Document Number A2057697 Page 6 of 6 Schedule of Supporting Documentation

Kaikohe A P and H Society

The following supporting documentation has been provided in support of the funding application. It is emailed to members under separate cover but published on the Council website as part of the agenda.

1 Additional information about the project

2 Quote - Cowley’s Hire Centre Ltd

3 Quote - Northland Farm Source

4 Quote - Driver Laser Drainage

5 Quote - Glenn Jerkovich Cartage Contractor

Document number A2041527 Page 1 of 1

Item: 6.5 Meeting: Kaikohe-Hokianga Community Board 6 June 2018 Name of item: Funding Application - Illumination Workshop Author: Maryn Ashby - Meetings Administrator Date of report: 11 May 2018 Document number: A2035003

Purpose of the report To present the Community Board with the information on the application from Illumination Workshop to assist members in determining whether to approve or decline the application. Recommendation That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $618 (plus GST if applicable) to be paid from the Board’s Community Fund account to Illumination Workshop to assist with the costs towards the Shine Your Light Project for the following reasons: i) To support and value all people, especially the young, the elderly, and people with disabilities. 1) Background Illumination Workshop is a Charitable Trust whose aim is to support children, aged 3- 7 years, and families with information on essential life skills that help them reach their full potential. As part of their Shine Your Light Project (a celebration of community participation and spirit), the Trust plans to offer an interactive activity package, including the film of the state show, to outlying Far North communities in October.

2) Discussion and options Preliminary assessment of the application: The applicant has not previously applied to the Community Board. This application is asking for 4.5% of the total cost that has been listed for the Kaikohe-Hokianga portion of the project. The applicant has also applied to the Te Hiku Community Board, and the Bay of Islands-Whangaroa Community Board. Information has not been provided in regard to specific groups, organisations or communities to which the package will be offered. There will be a cost associated with the purchase of the package. 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 LTP, and all provisions listed on the application form.

Document number A2035003 Page 1 of 3

Option 1 Authorise the maximum amount allowed by policy Funding of 4.5% of the project cost is requested and could be funded in full. Option 2 Authorise partial funding Option 3 Decline funding Option 1 is recommended by staff as it complies with the Community Grant Policy and the Community Outcomes. Reason for the recommendation The application meets all criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions 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.

Manager: Caroline Wilson - Manager District Administration

Attachment 1: Funding Application - Illumination Workshop - Document number A2064181 Attachment 2: Schedule of Supporting Documentation - Document number A2034993

Document number A2035003 Page 2 of 3

Compliance requirement Staff assessment

State the level of significance (high or Low. 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.

Identify persons likely to be affected by or Considered in the application. have an interest in the matter, and how you have given consideration to their views or preferences.

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

Document number A2035003 Page 3 of 3 Document Number A2064181 Page 1 of 6 Document Number A2064181 Page 2 of 6 Document Number A2064181 Page 3 of 6 Document Number A2064181 Page 4 of 6 Document Number A2064181 Page 5 of 6 Document Number A2064181 Page 6 of 6 Schedule of Supporting Documentation

Illumination Workshop

1 Interactive Activity Budget

2 Quote - Element Films Ltd

3 Digital Ninja - Budget Breakdown

4 Quote - Bread & Butter Design Work

5 Quote - Design & Print Kerikeri

6 Quote - Kerikeri Digital

7 Quote - Live Wire Media

8 Quote - Warehouse Stationary

9 Quote - USB Drives

10 Quote - Flashbay

11 Illumination Workshop Trust - Financial Statement

12 Deposit Slip

Document number A2034993 Page 1 of 1

Item: 6.6 Meeting: Kaikohe-Hokianga Community Board 6 June 2018 Name of item: Funding Application - Te Reo Piriwiri Ratana Brass Brand Author: Maryn Ashby - Meetings Administrator Date of report: 11 May 2018 Document number: A2041377

Purpose of the report To present the Community Board with the information on the application from Te Piriwiri Ratana Brass Band Club to assist members in determining whether to approve or decline the application. Recommendation That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $7,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Te Reo Piriwiri Brass Band to purchase new instruments for the following reasons: i) Support and value all people, especially the young, the elderly, and people with disabilities. ii) Build strong relationships, common vision, values and purpose to create cohesive communities. 1) Background Te Reo Piriwiritua Ratana Brass Band was established in 1924 and has been serving the Kaikohe-Hokianga Community for over 90 years. Te Reo Piriwiritua Ratana Brass Band is seeking assistance to purchase new instruments The band is an integral part of the community and provides support for funerals, weddings, birthdays, unveilings, Anzac Day commemorations, local schools, Christmas Parades and operates on a donation only principle.

Option 1 Authorise the maximum amount allowed by policy Funding of 48.7% of the project cost is requested and could be funded in full. Option 2 Authorise partial funding Option 3 Decline funding

Document number A2041377 Page 1 of 3

Option 1 is recommended by staff as it complies with the Community Grant Policy and the Community Outcomes. Reason for the recommendation The application meets all criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions 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.

Manager: Caroline Wilson - Manager District Administration

Attachment 1: Funding Application - Hokianga Bowling Club - Document number A2057770 Attachment 2: Schedule of Supporting Documentation - Document number A2041552

Document number A2041377 Page 2 of 3

Compliance requirement Staff assessment

State the level of significance (high or Low. 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.

Identify persons likely to be affected by or Considered in the application. have an interest in the matter, and how you have given consideration to their views or preferences.

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

Document number A2041377 Page 3 of 3 Document Number A2057770 Page 1 of 6 Document Number A2057770 Page 2 of 6 Document Number A2057770 Page 3 of 6 Document Number A2057770 Page 4 of 6 Document Number A2057770 Page 5 of 6 Document Number A2057770 Page 6 of 6 Schedule of Supporting Documentation

Te Reo Piriwiri Ratana Brass Band

1 Event Funding Proposal

2 Quote - Rockshop and KBB Music - Whangarei

3 Bank account details

4 Bank statement

Document number A2041552 Page 1 of 1

Item: 6.7 Meeting: Kaikohe-Hokianga Community Board 6 June 2018 Name of item: Funding Application - Ngā Moko a Rāhiri Inc Author: Maryn Ashby - Meetings Administrator Date of report: 11 May 2018 Document number: A2058060

Purpose of the report To present the Community Board with the information on the application from Ngā Moko a Rāhiri Inc to assist members in determining whether to approve or decline the application. Recommendation That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $12,503 (plus GST if applicable) to be paid from the Board’s Community Fund account to Ngā Moko a Rāhiri Inc to assist with the cost of costumes and equipment : i) Support and value all people, especially the young, the elderly, and people with disabilities. ii) Actively promote Māoritanga to enhance development of positive social outcomes. 1) Background Ngā Moko a Rāhiri Inc is seeking assistance to purchase costumes and equipment for their performance group. The group was established in 2016 to provide a programme to develop competent youth leaders through Māori performing arts and educational activities. Ngā Moko a Rāhiri Inc was involved in the Youth Leadership and Cultural Exchange in 2017 where they travelled to Hawaii and Canada. The group continue to work within the Kaikohe-Hokianga community engaging with youth and elderly through local marae, schools and hospitals.

Option 1 Authorise the maximum amount allowed by policy The applicant seeks a grant of $17,806 - 71% of the total project cost.

Document number A2058060 Page 1 of 3

Option 2 Authorise partial funding Partial funding should be considered to align with the Community Grants Policy “funding requested may not exceed 50% of the total cost.” Option 3 Decline funding Option 2 is recommended by staff as it complies with the Community Grant Policy and the Community Outcomes. Reason for the recommendation The application meets all criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions 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.

Manager: Caroline Wilson - Manager District Administration

Attachment 1: Funding Application - Ngā Moko a Rāhiri Inc - Document number A2057922 Attachment 2: Schedule of Supporting Documentation - Document number A2058064

Document number A2058060 Page 2 of 3

Compliance requirement Staff assessment

State the level of significance (high or Low. 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.

Identify persons likely to be affected by or Considered in the application. have an interest in the matter, and how you have given consideration to their views or preferences.

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

Document number A2058060 Page 3 of 3 Document Number A2057922 Page 1 of 6 Document Number A2057922 Page 2 of 6 Document Number A2057922 Page 3 of 6 Document Number A2057922 Page 4 of 6 Document Number A2057922 Page 5 of 6 Document Number A2057922 Page 6 of 6 Schedule of Supporting Documentation

Ngā Moko a Rāhiri Inc

1 Cover Letter

2 Certificate of Incorporation

3 Bank Account Statements

4 Outline of project costs

5 Minutes of the Ngā Moko a Rāhiri meeting 27-04-18

6 Background information of Ngā Moko a Rāhiri

7 Media posts in support of Ngā Moko a Rāhiri

8 Quote - Moreland Fabrics

9 Quote - Spotlight

10 Quote - Paora Tapsell Harakeke

11 Quote - Flaxworx NZ

12 Quote - Betta Electrical Kaikohe

13 Quote - Rockshop and KBB Music Whangarei

14 Quote - The Knit Affair Ltd

15 Letters of support for Ngā Moko a Rāhiri Inc

Document number A2058064 Page 1 of 1

Item: 6.8 Meeting: Kaikohe-Hokianga Community Board 6 June 2018 Name of item: Road Naming Section of State Highway 12, Opononi Omapere Author: Lorraine Brockliss – IAM Support Services Team Leader Date of report: 10 April 2018 Document number: A2026465

Purpose of the report To seek approval for a portion of State Highway 12 in the Opononi Omapere area to be renamed as Hokianga Harbour Drive Executive summary Council has received advice from Land Information New Zealand (LINZ) that there is an unsatisfactory address numbering system in Pakanae, Opononi and Omapere that has led to confusion with emergency services. This issue was brought to the attention of Council by LINZ in 2014 so there is a need to resolve this issue as soon as possible. Recommendation That the Kaikohe-Hokianga Community Board recommend to Council that: a) Pursuant to Council’s Road Naming and Property Addressing Policy #2125, the section of State Highway 12 commencing 100m east of the Opononi Wharf and ending at Signal Station Road be renamed ‘Hokianga Harbour Drive’, as per map (A2026474). b) The renaming to ‘Hokianga Harbour Drive’ takes effect from 1st February 2019.

1) Background Council received advice from LINZ that the current way properties are numbered in Pakanae and the section of State Highway 12, between Opononi and Omapere is unsatisfactory. An incident occurred when emergency services were called to a medical emergency, and there was confusion over the physical location of the patient’s address. The patient subsequently died, and the family of the deceased submitted a request to LINZ to clarify the road names in the area to avoid the potential for a similar incident to occur. The reason that it is unsatisfactory is that the current Rapid numbering on properties located in Pakanae generates the same numbering as some properties located in Opononi and Omapere. Rapid numbering was an initiative introduced nationally to introduce a system whereby all rural properties have a standardised method of property numbering. Rapid numbering is allocated by measurement from the start of the road, whereas urban numbering is allocated by sequential numbering. Currently more than one property has the same address.

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To correct this problem, it is proposed that the section of State Highway 12, 100m east of the Opononi Wharf be renamed. A report was submitted to the Kaikohe-Hokianga Community Board on the 31 May 2017 but was left to lie on the table as the board had the following concerns: a) The Community Board preferred other road name options, but these were rejected by the Surveyor General from LINZ. The reason that they were rejected was because they did not meet the statutory guidelines which LINZ follows. The guidelines from LINZ are binding on all local authorities under Australian/New Zealand Addressing Standard (AS/NZ 4819:2011- Rural Urban Addressing). b) It was suggested that Opononi and Omapere retain their current road name and the Pakanae section change their road name. Due to Pakanae having a Rapid numbering system with links to adjoining sections along State Highway 12 this is not an option. Currently there are multiple properties within the Pakanae and Opononi Omapere areas which have the same address. c) It was suggested that another consultation be undertaken to ensure that the local Iwi, Ratepayers groups and the business community also be included in this consultation. A second consultation has taken place in March 2018, after first seeking input from the Kaikohe-Hokianga Community Board Chairman to ensure that all relevant parties had been included. d) A concern was raised about the potential costs to business owners if they had to change their stationery and branding to reflect an address change. It is proposed to have a lead in time of 7 months to ensure that stationery stocks can be used up and any branding changes can be undertaken within a reasonable time frame.

2) Discussion and options Council is bound by the authority of the Surveyor General under the conditions of Australian/New Zealand Addressing Standard (AS/NZ 4819:2011-Rural Urban Addressing) and the Surveyor General can impose a name changes on Council so it would be preferable for Council to make a decision based on the results of the consultation.

Two consultations have now taken place (July 2015 and March 2018) and in the latest consultation, the respondents have identified their preference for a name change.

The results of the consultation were overwhelmingly in favour of a name change with 71 out of 121 submissions favouring ‘Hokianga Harbour Drive’.

The next highest choices were ‘Omapere Shore Road’(9), ‘Rangatira Drive’ (6), ‘Kupe Drive’ (6) and Dune Drive (4) with the other 23 road names receiving 2 or 1 submissions each.

The above choices have already been approved by LINZ from the earlier consultation.

There was opposition from 3 property owners and The Hokianga Tourism Association and the Opononi/Omapere Ratepayers Association who suggested that

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Pakanae change their address instead of Opononi and Omapere doing this. Unfortunately this is not an option as detailed earlier in this report.

The following are the options to be considered;

Option 1 The board approve the name change to ‘Hokianga Harbour Drive’ subject to the name change not being implemented until 1 February 2019. This will enable the business owners to use up their existing stationery supplies and change branding. These are some of the other names suggested by the respondents with reasons for the suggestion where indicated. These names have previously been approved by Land Information New Zealand: 1. Hokianga Harbour Drive 2. Omapere Shore Road 3. Rangatira Drive – To acknowledge Rangatira who petitioned the crown to open up trading with settlers. 4. Kupe Drive – Area originally discovered by Kupe 5. Dune Drive The process to initiate the renaming of this section of State Highway 12 now needs to commence. The first step in that process is to have the Board consider and approve (or not) a new road name.

Option 2 If the Community Board is unable to make a decision it is referred to Council to ensure that this long standing issue can be resolved. Option 1 is the preferred option. Reason for the recommendation Council is bound by LINZ to undertake the changes requested by them as this is a statutory request. Council could be considered negligent for not progressing this issue, and increasing the likelihood of another potential fatality occurring. Naming this section of State Highway 12 from Opononi to Omapere will correct the duplication in property addresses and will cause less confusion for both residents and emergency services.

3) Financial implications and budgetary provision The cost of the new sign and the installation will be met from an existing Council budget. Manager: Andy Finch - General Manager Infrastructure and Asset Management

Attachment 1: Map - Opononi Omapere SH12 - Document number A2026474

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

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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.

This table must be completed in full – keep your answers brief, as detailed consideration of these issues should form part of the body of your report.

Compliance requirement Staff assessment

State the level of significance (high or Mid to low level of significance. A low) of the issue or proposal as consultation process has been determined by the Council’s Significance undertaken. and Engagement Policy

State the relevant Council policies Road Naming and Property Numbering (external or internal), legislation, and/or Policy #2125 which is linked to the community outcomes (as stated in the Australian/New Zealand Standard LTP) that relate to this decision. (AS/NZ 4819-2011-Rural Urban Addressing)

State whether this issue or proposal has This does not have a District wide a District wide relevance and, if not, the relevance. ways in which the appropriate Community

Board’s views have been sought.

State the possible implications for Māori Local Iwi have been included in the and how Māori have been provided with consultation process. an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

Identify persons likely to be affected by or All persons likely to be affected or have have an interest in the matter, and how an interest in the matter have been you have given consideration to their consulted with. views or preferences.

State the financial implications and where Budgetary provisions are available to budgetary provisions have been made to cover costs. support this decision.

Chief Financial Officer review. The Chief Financial Officer has reviewed this report

Document number A2026465 Page 4 of 4 Parcel Type A3 Cycleway Hydro  parcel rail reserve Road Naming SH 12 road Opononi - Omapere

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Item: 7.0 Meeting: Kaikohe-Hokianga Community Board 6 May 2018 Name of item: Information Reports Author: Maryn Ashby - Meetings Administrator Date of report: 11 May 2018 Document number: A2014585

Purpose of the report Council has resolved that meeting agendas should consist of reports that seek a decision for matters of substance. Reports that provide information only will be listed on this cover report in the agenda and also listed as attachments under separate cover. Executive summary • This will allow any matters arising from these reports to be addressed at the meeting if necessary. • The attachments will be emailed to the Elected Members and included online in the electronic agenda. • One copy of each report will be available at the meeting for reference. Where there is a need to disseminate the information to the wider public, the full information report will be included in the agenda as a separate item. Recommendation/s That the Kaikohe-Hokianga Community Board receive the following report, titled and dated: a. “Community and Customer Services Activities” dated 16 May 2018.” 1) Background At the Council meeting of 12 March 2015 it was resolved, as part of the resolution relating to wider Governance matters, that: “AND THAT meeting agendas consist of reports seeking decisions for matters of substance and that reports intended for information only be excluded from meeting agendas unless there is a need for broader community information dissemination;” This report is a cover report for the Information Reports to which this resolution applies and which are referred to as an Attachment to this report. At the Council meeting of 23 March 2016 a report was presented to Council to ask them to revisit the process for information reports to discuss how effectively it was working. As a result of that discussion Council passed the following resolution: “THAT Council confirm the decision of 12 March 2015 to exclude information reports from the printed meeting agenda, unless there is a need for broader community information dissemination, providing that the printed material is

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distributed at the request of members except for Committee members where information reports and information are to be included in the printed agenda.” The Kaikohe-Hokianga Community Board has however agreed that information reports should be printed in agendas. The agendas printed for Board members include printed copies of the information reports but all other agendas are printed without these reports and referred to the website where they are publicly available.

2) Discussion and options The attached report is an information only report. As such it meets the criteria set out in the 12 March 2015 Council resolution for exclusion from the meeting agenda. The attachment will be emailed to Elected Members and will be available online with the electronic agenda. Reason for the recommendation To provide the Kaikohe-Hokianga Community Board with a list of information only reports as provided for in the Council resolution of 12 March 2015 and to explain the process for processing information reports in the future.

3) Financial implications and budgetary provision There are no financial implications or budgetary provision required as a result of this report.

Manager: Caroline Wilson - Manager District Administration

The following attachments are available on the Councils website at: http://www.fndc.govt.nz/your-council/meetings/council-meetings-calendar/meetings- calendar-events/2018/9.30am-kaikohe-hokianga-community-board-2018-06-06

Attachment 1: “Community and Customer Services Activities” - Document number A2047820

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Compliance requirement Not applicable.

State the level of significance (high or Not applicable. low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

State the relevant Council policies Not applicable. (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

State whether this issue or proposal has Not applicable. 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 Not applicable. 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.

Identify persons likely to be affected by or Not applicable. have an interest in the matter, and how you have given consideration to their views or preferences.

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

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

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Item:8.0a Meeting: Kaikohe-Hokianga Community Board 06 June 2018 Name of item: Community and Customer Services Report Author: Jacine Warmington - Manager, Community and Customer Services Date of report: 16 May 2018 Document number: A2047820

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. Executive summary This information-only report is provided by way of an update to Community Boards. Recommendation/s This report is provided for information only.

1) 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 to provide an overview of activity and performance for the months of March - April 2018 for the Kaikohe-Hokianga area.

2) Discussion and options

Contact Centre • A total of 22,191 customer interactions were offered and recorded for March and April by the new CIC contact centre system. • The phone channel remains the most popular method of contact with calls offered totalling 17,348 and call-backs totaling 1,090 (2,214 in February). • Other channels include Emails (3,159) and Walk-ins at Kaikohe (840). • The top two issues that customers contacted Council about were Rates (including payments, account balances and direct debits) and Building (including booking Building inspections).

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Calls Offered 14000 12000 10000 8000 2015-16 6000 2016-17 4000 2017-18 2000 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May June

Calls Answered 12000 10000 8000 2015-16 6000 2016-17 4000 2017-18 2000 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May June

% Abandoned Calls 40 35 30 2015-16 25 20 2016-17 15 2017-18 10 Target 5 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May June

Ask Us Emails 2000

1500 2015-16 1000 2016-17 500 2017-18

0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May June

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Service Centre

Kaikohe and Rawene Service Centres continue to deal with an increase in non- financial customer queries / requests, especially building inspections, general rates and Maori land queries. Fewer financial transactions are taking place at Kaikohe (both months) and at Rawene in March; this may be due to the popularity of rates easy pay direct debits.

Financial Transactions Kaikohe 1200

1000

800 2015-16 600 2016-17 400 2017-18 200

0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Financial Transactions - Rawene 100

60 2015-16

40 2016-17 2017-18 20

0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Kaikohe Library

Kaikohe Library hosted several holiday activities during the April term break. The first Monday of the holidays offered a ‘Library Scavenger Hunt’ to visiting tamariki. The event was well received and throughout the day approximately 15 children were involved in hunting for library clues and accumulating knowledge of the library space and collection. Parent’s feedback was all positive and they appreciated that the children were familiarising themselves with our resources as well as having fun. The autumn leaf collage workshop was the library’s most successful programme with up to 40 children participating and the activity time extending to over an extra hour. Children were inspired by the colours and flora of autumn and created unique art.

Kaikohe Library has a long history of security, malicious damage and anti-social behaviour incidents. The following is a summary of the incidents since March 2017.

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In the last twelve months Kaikohe Library has been subject to the following Incidents: - Cash box stolen - Self-harm at a public computer - Disrupting a fight between local youth from breaking out - Verbal abuse of library staff - Back wall of library (adjacent to carpark) kicked in, exposing electrical wires - Graffiti - Break in (via staff toilet windows) - Windows and front door glass etched with graffiti - Mobile phone theft (patron’s phone) - Banking bags stolen - Two iPod Touches stolen - Rock thrown through widows behind service counter (from back alley) - first incident - Rock thrown through widows behind service counter (from back alley) - second incident - Window in door to managers office shattered

After the theft of the cash box, internal CCTV cameras were installed and staff now ask for identification or a library card when people want to book a computer (to ensure we have real names and faces should another theft occur). This has resulted in a 50% reduction in the number of APNK (free internet) bookings.

Following an incident involving a patron who self-harmed at the public computer, a decision was taken to always have two staff in the library for security reasons – one staff member to deal with the situation and the other to both clear the building of other customers and call the police; a security scenario response list has been developed with this in mind. When necessary (i.e. not enough library staff on board for there to be two on-site), assistance is provided by library / customer service staff based at Kaikohe HQ.

Increasing vandalism outside of library hours resulted in the Wi-Fi being restricted to opening hours only. Continued vandalism of library property after hours has prompted an investigating into the costs of installing external CCTV cameras.

The financial cost of these incidents is estimated to be around $11,000 as well as approximately 143 hours of staff time or time impacts on (disruption to) services.

Despite measures being taken to minimise / mitigate risks, library use has followed a downward trend over the last few years. A defective door-counter has not enabled accurate door count statistics for March and April.

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Kaikohe Doorcount

9000 8000 7000 6000 5000 2015/16 2016/17 4000 2017/18 3000 2000 1000 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Kaikohe Checkout

6000 5000 4000 2015/16

3000 2016/17

2017/18 2000 1000 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Kaikohe Free Internet Access

1000

800

600 2015/16

2016/17

400 2017/18

200

0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

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Kaikohe Wifi

4000 3500 3000

2500 2015/16

2000 2016/17 1500 2017/18 1000 500 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Kaikohe Enquiries

1200 1000 800 2015/16

600 2016/17

2017/18 400 200 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

eResources There is an increasing trend of library users who only sign up to use the eResources and the ease with the updated mobile app makes it a smooth experience for any age to download eBooks or audioBooks directly to their mobile device. Statistics show that the audioBooks downloaded into the app are on the rise and new items bought are in high demand.

Ebook / Audio download 1600 1400 1200 1000 2015/16

800 2016/17 600 2017/18 400 200 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

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Hokianga i-SITE • There were a significant number of European visitors in March but a drop off in the number of visitors in April. • The Copthorne Omapere are doing special deals on Grab One so people are booking those and not visiting the i-SITE. • There has been a notable increase in the number of motorhomes in the area. • Sales transaction numbers were up in March and April. • After slow retail sales in March they have jumped up again in April.

Hokianga Visitor Numbers 5000

4000

3000 2015/16 2000 2016/17 1000 2017/18

Hokianga Transactions $ 4000 3500 3000 2500 2000 2015/16 1500 2016/17 1000 2017/18 500 0

Hokianga Retail $ 16000 14000 12000 10000 8000 2015/16 6000 2016/17 4000 2017/18 2000 0

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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. There were three burials in April. The number of enquiries regarding Cemeteries across the district (largely about cemetery records and burial plots) has increased again in April when compared with the same time in previous years.

Public Ash Berms have been installed in the Rawene Cemetery and they have generated a significant amount of interest already.

Number of Burials - Kaikohe-Hokianga CB 6

4 2015-16 3 2016-17

2 2017-18

0 Jul Aug Sep Oct Nov Dec Jan Feb March April May June

45 Number of enquiries - District 40

25 2015-16 2016-17 20 2017-18 15

0 Jul Aug Sep Oct Nov Dec Jan Feb March April May June

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 bedroom One bedroom Bed-sit Vacancies Horeke - 2 - 0 Kaikohe - 2 36 4 Kohukohu - 6 - 1 Omapere 6 3 - 0 Rawene - 6 4 1 Waima - 3 - 0

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There were six units vacant in March and April. Some units in Kaikohe, Rawene and Kohukohu are currently undergoing refurbishment. Maintenance work was completed at the end of April on 3 Units in Kaikohe and 3 new tenants moved in during the 2-9 May period.

8 Kaikohe-Hokianga Vacancies 7

2015-16 4 2016-17 2017-18 3

0 Jul Aug Sep Oct Nov Dec Jan Feb March April May June

Kaikohe-Hokianga Waiting List

30 2015-16 25 2016-17 20 2017-18

0 Jul Aug Sep Oct Nov Dec Jan Feb March April May June

Reason for the recommendation Information only report.

3) Financial implications and budgetary provision No financial implications.

Manager: Dr. Dean Myburgh - General Manager District Services

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Compliance requirement Staff assessment

State the level of significance (high or Low – information only low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

State the relevant Council policies Safe, healthy, resilient places and (external or internal), legislation, and/or people. community outcomes (as stated in the Sustainable, affordable, equitable LTP) that relate to this decision. infrastructure that contributes to the economic progress and social wellbeing of the district.

State whether this issue or proposal has This is a community board report. 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 specifically for Maori. and how Māori have been provided with Contribution via community board. an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

Identify persons likely to be affected by or Via community board. have an interest in the matter, and how you have given consideration to their views or preferences.

State the financial implications and where No financial implications. budgetary provisions have been made to support this decision.

Chief Financial Officer review.

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