Agenda of Te Awahou Foxton Community Board

Notice is hereby given that an ordinary meeting of the Te Awahou Foxton Community Board will be held on:

Date:

Time:

Meeting Room:

Venue:

Monday 8 April 2024

6:00 pm

Te Awahou Nieuwe Stroom
92 Main Street
Foxton

Te Awahou Foxton Community Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Mr John Girling
Deputy Chairperson	Mr Trevor Chambers
Members	Mrs Nola Fox
	Mr Brett Russell
	Mr David Roache
	Deputy Mayor David Allan

Contact Telephone: 06 366 0999

Postal Address: Private Bag 4002, Levin 5540

Email: enquiries@horowhenua.govt.nz

Website: www.horowhenua.govt.nz

Full Agendas are available on Council’s website

www.horowhenua.govt.nz

Full Agendas are also available to be collected from:

Te Awahou Nieuwe Stroom, Foxton,

Te Awahou Foxton Community Board

08 April 2024

ITEM TABLE OF CONTENTS PAGE

PROCEDURAL

1 Apologies 5

2 Public Participation 5

3 Late Items 5

4 Declarations of Interest 5

5 Confirmation of Minutes 5

REPORTS

6 Presentations

6.1 Dr Jillian Rapson: Climate Change and its effect on Foxton and Foxton Beach 7

7 Elected Members Reports

7.1 Chairperson's Report 9

7.2 Community Board Member Report - Nola Fox 13

7.3 Community Board Member Report - Brett Russell 15

7.4 Submission to Horizons Regional Council Long Term Plan 2024 17

8 Reports

8.1 Foxton Beach Endowment Fund Update 19

8.2 Foxton Beach Community Centre - Request for Funding from Foxton Beach Endowment Fund 23

8.3 Breakdown of Direct and Indirect Costs Reflected in the Proposed Board Targeted Rate 33

8.4 Te Awahou Foxton Community Board - Actions Monitoring Report April 2024 39

Karakia

Whakataka te hau ki te uru

Whakataka te hau ki te tonga

Kia mākinakina ki uta

Kia mātaratara ki tai

E hī ake ana te atakura

He tio, he huka, he hau hū

Tīhei mauri ora!

Cease the winds from the west

Cease the winds from the south

Let the breeze blow over the land

Let the breeze blow over the ocean

Let the red-tipped dawn come with a sharpened air.

A touch of frost, a promise of a glorious day.

1 Apologies

2 Public Participation

Notification to speak is required by 12 noon on the day before the meeting. Further information is available on www.horowhenua.govt.nz or by phoning 06 366 0999.

3 Late Items

To consider, and if thought fit, to pass a resolution to permit the Council to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i) The reason why the item was not on the Agenda, and

(ii) The reason why the discussion of this item cannot be delayed until a subsequent meeting.

4 Declaration of interest

Members are reminded of their obligation to declare any conflicts of interest in writing they might have in respect of the items on this Agenda.

5 Confirmation of Minutes

5.1 Meeting minutes Te Awahou Foxton Community Board, 4 March 2024

5.2 Meeting minutes In Committee Meeting of the Te Awahou Foxton Community Board, 4 March 2024

Recommendations

That the meeting minutes of Te Awahou Foxton Community Board, 4 March 2024 be accepted as a true and correct record.

That the In – Committee meeting minutes of Te Awahou Foxton Community Board, 4 March 2024 be accepted as a true and correct record.

Te Awahou Foxton Community Board

08 April 2024

7.1 Chairperson's Report

File No.: 24/190

1. Purpose

1.1 To receive the Chairperson’s report highlighting matters of interest to Te Awahou Foxton Community Board.

2. Recommendation

2.1 That Report 24/190 Chairperson's Report be received.

2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002.

3. Matters of interest

3.1 At our April Meeting we will be fortunate to receive a presentation from Dr. Gillian Rapson, from The School of Natural Sciences, Massey University entitled “Future possible movements of the Manawatū coast under climate change, and their impacts on native vegetation.” Councillors from both Horowhenua District Council (HDC) and Horizons Regional Council (HRC) have been invited as this is a very important subject we all need to attend to.

3.2 We have also on the Agenda 'The Board should make a Submission to the HRC Long term Plan'. I have been told HRC Councillors are reluctant to increase funding for Ramsar site for pest animal and plant control work because they are not seeing movement by HDC on the water quality issues and stormwater consent issues for Foxton Beach that feeds into the Ramsar site - of which there is considerable community concern about. HDC needs to be increase transparency on work towards stormwater consent for beach and improving water quality.

3.3 There is significant public interest in the on-going water quality issues affecting the Ramsar site at Foxton Beach - a unique taonga in our area. The Board needs to consider making a submission to the HRC LTP 2024 to increase funding for Ramsar site works for an additional $100,000.00 to include mahi around water quality, investigations into stormwater drainage effects and pest animal and plant protection of this taonga. We also need to discuss the need for a submission to HDC.

3.4 I had the pleasure of attending a Zoom meeting of the Community Board Executive Community (CBEC) which brought up the concept of Te Awahou Foxton Community Board (TAFCB) plan for the future – to document our aims and aspirations as a Board on behalf of our ratepayers. The CBEC through LGNZ are doing some excellent work and it is in the Board’s interest to formalise an agreement with HDC, confirming our relationship and responsibilities.

3.5 Our Health shuttle organisation will also be making a presentation as they need a new vehicle.

Manawatū Estuary Management Team

The Manawatu Estuary Management Team are working well and the participation of both HDC and HRC are appreciated as is the ranger from the Department of Conservation. The Manawatu River and the Manawatu River Loop at Foxton are a very important aspect of our area and local organisations are working diligently to improve all aspects. The Ramsar Site is important from an International perspective both through the birds and the international tourism potential. The river affects this area and I am working with HRC to investigate how we can help. There are several resource consent applications to discharge into the Manawatu River,List of active consent applications to discharge to water in the Manawatu River catchment:

- APP-2006011635.01, Holcim (New Zealand) Ltd, to discharge stormwater into a drain that flows into an unnamed tributary of the Mangaone Stream at 15 Settlers Line, Palmerston North

- APP-2002010084.04, Goodman Feilder NZ Limited, to discharge stormwater from the manufacturing plant to Francis Drainage Channel No.1 and No.2 at Reserve Road, Longburn

- APP-2003010585.03, Fonterra Limited, to discharge dairy processing factory wastewater and cheese and casein manufacturing plant wastewater to the Manawatu River, at Walkers Road, Longburn

- APP-2014016620.01, Tararua District Council, to discharge secondary treated municipal blackwater from the Norsewood WWTP oxidation ponds to the tributary of the Mangarangiora Stream at Ormondville Road, Norsewood

- APP-200511282.01, Manawatu District Council, to discharge secondary treated municipal blackwater from the Kimbolten WWTP oxidation pond to a tributary of the Oroua River at Terrace Road, Kimbolten [now part of the centralisation project to Feilding/Manawatu WWTP]

- APP-2002009803.02, Manawatu District Council, to discharge secondary treated municipal blackwater from the Rongotea WWTP oxidation ponds to Campbells Drain at Rongotea Road, Rongotea [now part of the centralisation project to Feilding/Manawatu WWTP]

- APP-2009012552.01, Palmerston North City Council, discharge stormwater to the unnamed tributary of the Mangaone Stream from the Manawatu Business Park, El Prado Drive/Railway Road, Palmerston North

- APP-2000008849.02, Scanpower Ltd, to discharge stormwater to water and wastewater to land and then water from the Oringi Business Park, 9 Oringi Road, Dannevirke

- APP-2012015716.01, Mitchpine Limited, to discharge stormwater and condensate to land and water, from a timber processing plant at 931 State Highway 1, Foxton

- APP-2021203421.00, Palmerston North City Council, to discharge stormwater to water at Napier Road, Palmerston North

- APP-2000008745.01, AgResearch Ltd, to discharge stormwater from the AgResearch Science Centre to the Turitea Stream

- APP-2001009340.05, Palmerston North City Council, to discharge tertiary treated blackwater from the Palmerston North WWTP settlement ponds to the Manwatu River at Tip Road, Palmerston North

- APP-2011014495.00, Affco New Zealand Ltd – Manawatu, to discharge condenser cooling water, freezer defrost/de-icing water, potable washdown water and stormwater from the abattoir facilities and paved areas to the Oroua River at Campbell Road, Fielding

- APP-2011014543.00, Affco New Zealand Ltd – Manawatu, to discharge water treatment plant clarifier backflushing wastewater, clarifier blowdown and stormwater from the abattoir hardstand areas to the Oroua River at Campbell Road, Feilding

- APP-2020202885.00, Horowhenua District Council, to discharge stormwater from Foxton Beach to Whitebait Creek, Holben Parade Creek and to the Manawatu River Estuary

- APP-2000008605.03, Horowhenua District Council, to discharge treated wastewater from the Tokomaru WWTP into land and into water, into the Centre Drain, at 30 Nikau Street, Tokomaru.

We are requesting information on the consents that have been granted together with the terms and conditions of the discharge and how they are policed. We have also requested details of the leases applicable to the Moutoa Floodway, whatever goes into the Manawatu River we receive in Foxton.

4. Attachments

There are no attachments for this report.

Author(s)

John Girling

Chairperson, Te Awahou Foxton Community Board

Approved by

John Girling

Chairperson, Te Awahou Foxton Community Board

Te Awahou Foxton Community Board

08 April 2024

7.2 Community Board Member Report - Nola Fox

File No.: 24/179

1. Purpose

1.1 To report back on liaison activity in relation to:

· MAVtech

· Foxton Beach Community Centre

· Foxton Beach Progressive Assn Inc.

2. Recommendation

2.1 That Report 24/179 Community Board Member Report - Nola Fox be received.

2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002.

3. Liaison Activity

MAVtech

3.1 MAVtech provided a display ‘Getting around the ranges’ to Palmerston North Library running from 1st to 28th March as well as giving a talk as part of local heritage week.

3.2 Volunteers continue to catalogue the unique treasures that have been gifted and/or acquired to allow for increased displays and sharing of our New Zealand audio and visual history. The latest item showing the huge value of history is a copy of the 1927 “Hine ehine” from Parlophone – the first commercial recording ever made in New Zealand in Rotorua.

3.3 The Trust will be open for Spring Fling on March 31 with no movie night in March.

· Upcoming Events: 26 April – Movie Night

· 27 April - Open Day 1.00 - 4.00pm

· 24 May – Movie Night 24^th

· 25 May – Open Day 1.00 - 4.00pm

Foxton Beach Community Centre

3.4 The Centre is continuing to see increased demand for services plus an increase in clients needing assistance getting in and out of vehicles. This impacts on scheduling of drivers to make sure clients get adequate support and means future vehicles need accessibility testing.

3.5 As mentioned in my last report, the much higher kilometres being delivered is resulted in fundraising for a new vehicle to keep maintenance costs low with an application for 50% from the Foxton Beach Endowment Fund.

3.6 The AGM is scheduled for Friday 24th May at 5pm. The committee is looking to invite the Kere Kere Ward councillors and MP Tim Costley for a morning tea so they can familiarise themselves with the huge range of services provided, the challenges and pro-active fundraising carried out by the committee to ensure service provision continues despite huge increases in costs.

3.7 As well as running the centre, the committee and centre volunteers contribute to many of the activities happening around the Foxton and the Beach. They recently provided extra volunteers for ‘Footprints in the Sand’ fun run and ‘Relay for Life’ as well as during the year are Daffodil Day, Guide Dog and Cancer Society collectors.

Foxton Beach Progressive Assn Inc.

3.8 The Foxton Beach Progressive Association Inc (FBPAI) continues to work with the Manawatū Estuary Management Team and local groups on the next 10 year plan of the Ramsar site at the Estuary.

3.9 This significant piece of work is seeing significant hours of voluntary work from local groups with support and backing from the 3 statutory agencies of Department of Conservation, Horizons Regional Council (HRC) and Horowhenua District Council (HDC).

3.10 Special mention to Sean Hester from HDC and Sian Cass of HRC for their hands-on support and guidance to the entire Team working on developing an effective and achievable management plan for this taonga.

4. Attachments

There are no attachments for this report.

Author(s)

Nola Fox

Te Awahou Foxton Community Board Member

Approved by

Nola Fox

Te Awahou Foxton Community Board Member

Te Awahou Foxton Community Board

08 April 2024

7.3 Community Board Member Report - Brett Russell

File No.: 24/191

1. Purpose

1.1 This report updates the Community Board on the activities of Community Board Member Brett Russell.

2. Recommendation

2.1 That Report 24/191 Community Board Member Report - Brett Russell be received.

2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002.

3. The Horowhenua Community Camera Trust - HCCT

3.1 As mentioned at our previous meeting, the HCCT’s Governance Board held its last meeting on Tuesday, 13 February 2024 and is not scheduled to have its next meeting until Tuesday, 16 April i.e. the day after our meeting. Meantime, the Trust continues its important work of maintaining and monitoring of the existing CCTV network and installing new cameras as required throughout the Horowhenua district.

4. Manawatu Estuary Trust

4.1 At the time of documenting this report The Trust held its last meeting on Tuesday, 5 March as per usual in the Holben Pavilion. Topics discussed included progress on the design of a proposed viewing platform and additional seating intended for the Sunset Walkaway, a dune garden update from Arnim Littek, a Website development update from Dave Coles and arrangements to farewell the birds for their annual migration which took place on site at a designated spot on the Sunset Walkway on Saturday, 16 march at 3.30 pm. The next meeting of the Trust is scheduled to take place on Tuesday, 2 April and the undersigned will give a brief update on the meeting at the TAFCB meeting.

4.2 The Manawatu Estuary Management Team also held its standard six monthly meeting in the Manawatu Marine Boating Club in the morning of Friday, 22 March. It was well attended and confirmed the templates to be used by the Team’s diverse subcommittees who are working hard to update, among other things, DOC’s Manawatū Estuary Management Plan 2015 -2025. Our next workshop to progress related initiatives is scheduled to be held in the TANS building in the morning of Friday, 12 April.

5. Wildlife Foxton Trust

5.1 Wildlife Foxton Trust continues to enjoy a quieter time at present given the cost of living impacting the discretionary spend of many in our local community. Meantime the Trust has enjoyed increased visits from disability groups and senior citizens. One significant outcome of late has been completion of an extension to its aquarium.

6. Attachments

There are no appendices for this report

Author(s)

Brett Russell

Community Board Member

Approved by

Brett Russell

Community Board Member

7.4 Submission to Horizons Regional Council Long Term Plan 2024

File No.: 24/181

1. Purpose

1.1 To request the Board consider making a submission to the Horizons Regional Council Long Term Pan 2024 to increase funding for RAMSAR site works.

2. Recommendation

2.1 That Report 24/181 Submission to Horizons Regional Council Long Term Plan 2024 be received.

3. Items for Discussion

3.1 There is significant public interest in the on-going water quality issues affecting the Ramsar site at Foxton Beach - a unique taonga in our area. Can the Board please consider making a submission to the HRC LTP 2024 to increase funding for RAMSAR site works for an additional $100,000.00 to include mahi around water quality, investigations into stormwater drainage effects and pest animal and plant protection of this taonga.

3.2 This item is for further discussion by Board Members at the meeting.

4. Attachments

There are no appendices for this report

Author(s)

Nola Fox

Te Awahou Foxton Community Board Member

Approved by

Nola Fox

Te Awahou Foxton Community Board Member

Te Awahou Foxton Community Board

08 April 2024

8.1 Foxton Beach Endowment Fund Update

File No.: 24/172

1. Purpose

1.1 This report provides the Board the most recent Foxton Beach Endowment Fund statement.

2. Recommendation

2.1 That Report 24/172 Foxton Beach Endowment Fund Update be received.

2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002.

3. Issues for Consideration

3.1 The latest financial statements for the Foxton Beach Endowment Fund are attached.

3.2 We are working to have the name of the Fund updated in Council’s finance system.

4. Discussion

4.1 During the Council Meeting on 20 March 2024, matters discussed at the Te Awahou Foxton Community Board meeting on 04 March 2024 were brought forward for consideration. The recommendations under consideration were as follows:

4.2 That Te Awahou Foxton Community Board recommend Council adopt the Foxton Beach Endowment Fund Review Process including reference to pages 85 & 86 of Appendix A, the complete work.

4.3 That Te Awahou Foxton Community Board recommend that Council fund the review of the Foxton Beach Endowment Fund Review.

4.4 Deputy Chair Trevor Chalmers and the reporting officer joined the discussion and presented the above recommendations.

4.5 Apologies were received from Hayden Turoa, who couldn't attend the meeting. However, Mr. Turoa conveyed that the hapū owners were comfortable with the report and the proposed process as outlined.

4.6 Officers introduced the report, providing a brief overview of the progress made thus far, leading to the formulation of the policy review process. The Board recommended the adoption of this process by the Council. Additionally, the Board expressed a preference that the review of the policy be funded separately from the Endowment fund. However, this approach was not recommended by the officers.

4.7 The Te Awahou Foxton Community Board consistently maintained the stance that the review should not be financed from the Endowment Fund. The Council lacks dedicated funding for this review outside of the Endowment Fund.

4.8 The following resolutions were approved:

Resolution Number CO/2024/1

MOVED by Cr Olsen, seconded Cr Boyle:

2.3 That Council adopt the Foxton Beach Endowment Fund Review Process including reference to pages 85 & 86 of Appendix A, the complete work.

Carried

MOVED by Cr Tamihana, seconded Cr Boyle

2.4 That Council fund the review of the Foxton Beach Endowment Fund Review.

A division was called for, voting on which was as follows:

For:

Councillors: Nina Hori Te Pa

Justin Tamihana

Against:

Councillors: David Allan

Mike Barker

Rogan Boyle

Ross Brannigan

Clint Grimstone

Sam Jennings

Paul Olsen

Jonathan Procter

Piri-Hira Tukapua

Mayor Bernie Wanden

Alan Young

The division was declared lost by 2 votes to 11.

Resolution Number CO/2024/2

MOVED by Cr Tukapua, seconded Cr Allan:

That the Review costs be funded from the Foxton Beach Freeholding account.

Carried

5. Next Steps

5.1 With the Council's adoption of the proposed approach, the next course of action is to assemble as a collective group of representatives to confirm the subsequent steps.

5.2 This may involve initiating a fact-finding session, which could include visiting other areas that have undergone similar reviews to assess their processes. Learning from the experiences of others is key.

5.3 Subsequently, the policy review is expected to begin, followed by public consultation.

Attachments

No.	Title	Page
a ⇩	Foxton Beach Free Holding Account Financial Results February 2024	22

Confirmation of statutory compliance

In accordance with section 76 of the Local Government Act 2002, this report is approved as:

a. containing sufficient information about the options and their benefits and costs, bearing in mind the significance of the decisions; and,

b. is based on adequate knowledge about, and adequate consideration of, the views and preferences of affected and interested parties bearing in mind the significance of the decision.

Signatories

Author(s)

Grayson Rowse

Principal Advisor - Democracy

Ashley Huria

Business Performance Manager

Approved by

Jacinta Straker

Group Manager Organisation Performance

Monique Davidson

Chief Executive Officer

Te Awahou Foxton Community Board

08 April 2024

File No.: 24/178

8.2 Foxton Beach Community Centre - Request for Funding from Foxton Beach Endowment Fund

1. Purpose

1.1 To present a request for funding from the Foxton Beach Endowment Fund for the purchase of a vehicle for the Foxton Beach Community Centre.

2. Executive Summary

2.1 The Board has received a request by the Foxton Beach Community Centre for $27,241 from the Foxton Beach Endowment Fund as a 50% contribution to purchase a replacement vehicle for their shuttle service.

2.2 The request for the funds meets the broad criteria of the fund, however with the Foxton Beach Endowment Fund being utilised a number of times over recent years there may be a potential risk of the Foxton Beach Community Centre developing dependence on the Fund.

3. Recommendation

3.1 That Report 24/178 Foxton Beach Community Centre - Request for Funding from Foxton Beach Endowment Fund be received.

3.2 That this matter or decision is recognised as not significant in terms of S76 of the Local Government Act.

3.3 That the Board recommend that Council [approve/not approve] funding $27,241 from the Foxton Beach Endowment Fund as a grant towards the purchase of a 2024 Toyota RAV4.

3.4 That the Board recommend that Council direct officers to work with the Foxton Beach Community Centre to identify alternative sources of funding.

4. Background / Previous Council Decisions

4.1 The Foxton Beach Endowment Fund (“the Fund”) was established by the Reserves and Other Lands Disposal Act 1968 (“the Act”). The Act transferred lands that were previously set aside for the Foxton Harbour Board, but were no longer required for that purpose, to the Manawatu County Council. The Horowhenua District Council has superseded the County Council as the corporation administering and controlling the land.

4.2 The conditions of the Fund are set out in section 13(14) of the Act. These are;

The council shall from time to time spend the net proceeds from the sale or lease of any of the endowment land on the provision of services and public amenities for the benefit of the inhabitants of Foxton Beach Township, or on the improvement, maintenance, or repair of any such services and amenities, or on the improvement, maintenance, or repair of any existing services or public amenities. For the purposes of this subsection, the term services includes roads, road lighting, water supply, drainage, sewerage, and other public works.

4.3 The Horowhenua District Council subsequently adopted its Foxton Beach Freeholding Account Strategy and Policy (“the Policy”) on 7 November 2009. The Policy sets out, among other things a spending policy, maximum level of contributing and prioritisation for the use of the funds.

4.4 The Policy is currently under review.

4.5 The forecast value of the fund at the end of this financial year, after commitments is $5,217,000; the current policy sets the minimum fund balance at $5,000,000.

4.6 The Foxton Beach Community Centre has made successful applications to the fund for $23,392.50 being 50% of the purchase price of a vehicle in 2020, and $86,848.28 being 100% of the cost to erect a three car garage next to the community centre to house its fleet of vehicles in 2022, and was granted $12,500.00 in 2023 being 50% of the purchase price of a second hand mobility vehicle.

4.7 Council has also recently approved a boundary re-adjustment for the land upon which the Foxton Beach Community Centre sits, which provides sufficient land on which to site the funded garage.

4.8 The Foxton Beach Community Centre currently operates from a Council owned community facility at no cost.

4.9 The Foxton Beach Community Centre have also recently approached the Council seeking to gift the three-car garage to Council.

5. Discussion

5.1 An application has been received by the Foxton Beach Community Centre for funding from the Foxton Beach Endowment Fund.

5.2 The request is for $27,241 to purchase a new Toyota RAV4 Hybrid vehicle.

5.3 This vehicle would replace one of the existing shuttles.

5.4 The Foxton Beach Endowment Fund may only be used for the funding of public amenities, which benefit of the residents of the Foxton Beach community. The purchase of a vehicle for the Centre to use as a shuttle has previously been accepted as a public amenity. Therefore, this request does meet the purpose of the fund.

5.5 The Policy sets a number of other criteria. One of these is the level of funding available.

5.6 The Policy sets a maximum contribution of 50% of the project cost. This application is for 50%.

5.7 Another consideration is the minimum value of the fund. Council has set a minimum value of the fund of $5 million. The current value of the fund is approximately $5,72 million, forecast to be $5.217 after commitments by the end of the financial year. Approving this grant would not see the value of the reducing below the policy floor.

5.8 A decision by Council to distribute funds is a decision to which Part 6 of the LGA 2002 applies. Pursuant to those provisions, Council is not obliged to consult in respect of every decision it makes. However, in making a decision, Council must consider community views under section 78 of the LGA02. There are many ways in which Council can take community views into account without needing to carry out a formal consultative process. For example:

a. It could consult and receive feedback from the Foxton Beach Community Board; or

b. It could be informed by prior consultation, for example via the Long Term Plan or Annual Plan processes, or if relatively recent, consultation on the Policy itself.

5.9 This application fits within the current criteria of the Foxton Beach Endowment Fund policy, so consultation beyond the Te Awahou Foxton Community Board would not be necessary.

5.10 The provision of shuttle services by the Foxton Beach Community Centre clearly does provide benefit for the residents of Foxton Beach.

5.11 For the reasons set out above this application meets the criteria.

5.12 The Board might want to consider the totality and ongoing nature of grants to the Foxton Beach Community Centre, and the foreshadowed biennial vehicle replacement schedule.

5.13 Both the strategy and spending policy of the fund provide for the principle of complementarity, which states: “The fund is not the sole resource for funding infrastructure and other development, and should be used in a way complementary to other sources to maintain a sense of community responsibility, ownership and fairness”.

5.14 There is a risk that the Foxton Beach Community Centre may become reliant on the Endowment Fund; and an expectation may be created. This needs to be carefully managed.

5.15 The Board may wish to recommend that, as part of its Community Development function, Council direct officers to work with the Foxton Beach Community Centre to identify alternative sources of funding.

6. Options

6.1 The Board may recommend:

a. That Council approve funding $27,241 from the Foxton Beach Endowment Fund as a grant towards the purchase of a 2024 Toyota RAV4.

b. That Council direct officers to work with the Foxton Beach Community Centre to identify alternative sources of funding.

6.2 Alternatively, the Board may make a recommendation that Council refuse the request for funding.

Cost

6.3 The cost associated with this proposal, if agreed by Council, is $27,241.00

Rate Impact

6.4 There is no impact on rates. Funding is sourced from the Foxton Beach Endowment Fund

Community Wellbeing

6.5 There are no negative impacts on Community Welling arising.

Consenting Issues

6.6 There are no consents required.

LTP Integration

6.7 There is no LTP programme related to the options in this report. There is no Special Consultative Process required.

7. Consultation

7.1 This report to the Board satisfies the minimum requirement for consultation in relation to this request for funding. The Board may request further consultation be undertaken.

8. Legal Considerations

8.1 The use of funds is governed by the Reserves and Other Lands Disposal Act 1968, and the proposal within this report are compliant with that Act.

9. Financial Considerations

9.1 Any funding required will be sourced from the Foxton Beach Endowment Fund.

10. Iwi Considerations

10.1 There are no direct iwi considerations for this proposal. However, there is current policy review which is about to commence which will be a joint process with hapū owners and Board.

10.2 Hapū owners have expressed their view that there should not be any disbursements from the fund while the review is underway.

11. Climate Change Considerations

11.1 There is no climate change impact.

12. Environmental Considerations

12.1 There are no environmental considerations.

13. Health & Safety Considerations

13.1 There is no health and safety impact.

14. Other Considerations

14.1 The Foxton Beach Community Centre provide a service via their shuttle service that is meeting a need in the Foxton Beach Community.

Confirmation of statutory compliance

In accordance with section 76 of the Local Government Act 2002, this report is approved as:

a. containing sufficient information about the options and their advantages and disadvantages, bearing in mind the significance of the decisions; and,

b. is based on adequate knowledge about, and adequate consideration of, the views and preferences of affected and interested parties bearing in mind the significance of the decision.

15. Attachments

No.	Title	Page
a ⇩	Foxton Beach Community Centre - Endowment Fund Application - March 2024 - Vehicle	28
b ⇩	Foxton Beach Community Centre - Endowment Fund - March 2024 - Toyota Rav 4 Quote	31

Author(s)

Grayson Rowse

Principal Advisor - Democracy

Approved by

Ashley Huria

Business Performance Manager

Monique Davidson

Chief Executive Officer

Te Awahou Foxton Community Board

08 April 2024

8.3 Breakdown of Direct and Indirect Costs Reflected in the Proposed Board Targeted Rate

File No.: 24/184

1. Purpose

1.1 This report provides the Board with a breakdown of the costs that make up the proposed targeted rate to fund Te Awahou Foxton Community Board.

2. Recommendation

2.1 That Report 24/184 Breakdown of Direct and Indirect Costs Reflected in the Proposed Board Targeted Rate be received.

2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002.

3. Discussion

3.1 As part of the development of the Consultation Document for the Long Term Plan 2024 – 44, an option to instigate a targeted rate to fund Te Awahou Foxton Community Board was progressed.

3.2 Following a request from Council officers undertook an exercise to determine the actual costs to Council for the operation of Te Awahou Foxton Community Board.

3.3 Officers found these costs to be $188,000 per year. This is described in the Long Term Plan 2024-44 Consultation Document:

“The Board receives $188,000 in funding from Council, paid for by rates, each year. Currently everyone’s rates include an equal amount that goes in to keeping TAFCB running. We would like to know if you agree to keeping it this way or would prefer a Targeted Rate which would see Foxton and Foxton Beach ratepayers pay a Targeted Rate. The Te Awahou Foxton Community Board (formerly the Foxton Community Board) was established in 1989 as part of the local government reorganisation. Its role is to represent and act as an advocate for the interest of the Foxton and Foxton Beach communities. It also acts an advisory body to Council in relation to requests for funding from the Foxton Beach Endowment Fund. The Foxton Beach Endowment Fund was established by statute and can be used for “…the provision of services and public amenities for the benefit of the inhabitants of Foxton Beach Township, or on the improvement, maintenance, or repair of any such services and amenities, or on the improvement, maintenance, or repair of any existing services or public amenities”. While the final decision on the use of the Foxton Beach Endowment Fund rests with the Council, Te Awahou Foxton Community Board assesses applications to the fund, and also advocates for the use of the fund for local initiatives, and makes recommendations to Council ahead of their decision.”

3.4 The total budget associated with the TAFCB rate is $188,000.

3.5 This is made up of $74,000 in direct costs and $89,000 in indirect costs.

Explanation of Direct Costs

3.6 The direct costs are made up of various components. The largest portion, accounting for 56%, is for members' salaries. Allocations specified in the determination and the Elected Members Allowances and Recovery of Expenses Policy add up to 19% of the direct costs. A further 16% is for upskilling opportunities. The remaining 9% covers standard operating expenses necessary for the effective functioning of the community board.

3.7 The direct costs are shown in Attachment A.

Explanation of Indirect Costs

3.8 As is done across the Council activities, an appropriate share of overhead costs, such as an estimate of Senior Management time and Democracy services time need to be factored into the overall cost of running the TAFCB.

3.9 Below is a summary of the indirect costs that are apportioned to the cost of running the TAFCB.

3.10 The Indirect Costs are also shown in Attachment A.

Attachments

No.	Title	Page
a ⇩	Direct and Indirect Costs – Te Awahou Foxton Community Board	36

Confirmation of statutory compliance

In accordance with section 76 of the Local Government Act 2002, this report is approved as:

a. containing sufficient information about the options and their benefits and costs, bearing in mind the significance of the decisions; and,

b. is based on adequate knowledge about, and adequate consideration of, the views and preferences of affected and interested parties bearing in mind the significance of the decision.

Signatories

Author(s)

Ashley Huria

Business Performance Manager

Approved by

Jacinta Straker

Group Manager Organisation Performance

Monique Davidson

Chief Executive Officer

Te Awahou Foxton Community Board

08 April 2024

8.4 Te Awahou Foxton Community Board - Actions Monitoring Report April 2024

File No.: 24/173

1. Purpose

1.1 To present to Te Awahou Foxton Community Board the updated monitoring report covering requested actions from previous meetings of the Board.

2. Recommendation

2.1 That Report 24/173 Te Awahou Foxton Community Board - Actions Monitoring Report April 2024 be received.

2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002.

Attachments

No.	Title	Page
a ⇩	Te Awahou Foxton Community Board - Actions Monitoring Report April 2024	40

Confirmation of statutory compliance

In accordance with section 76 of the Local Government Act 2002, this report is approved as:

a. containing sufficient information about the options and their benefits and costs, bearing in mind the significance of the decisions; and,

b. is based on adequate knowledge about, and adequate consideration of, the views and preferences of affected and interested parties bearing in mind the significance of the decision.

Signatories

Author(s)

Alice Petersen

Business Support Officer - Democracy

Approved by

Monique Davidson

Chief Executive Officer