AGENDA

 

 

Motutangi Drainage Area Committee Meeting

 

Monday, 10 September 2018

Date:

Monday, 10 September 2018

Time:

3.00 pm - 4.30 pm

Location:

Board Room, Te Ahu

Cnr State Highway 1 and Matthews Avenue

Kaitaia

 

 

 

Membership:

Bob Campbell - Chairperson

Member Lawrie Atkinson

Member Paul Harvey

Member Neil Thompson

Member Bede Shereen

Member Jeremy White

 

 


Motutangi Drainage Area Committee Meeting Agenda

10 September 2018

 

 


Motutangi Drainage Area Committee Meeting Agenda

10 September 2018

 

Far North District Council

Motutangi Drainage Area Committee Meeting

will be held in the Board Room, Te Ahu Cnr State Highway 1 and Matthews Avenue Kaitaia on:

Monday 10 September 2018 at 3.00 pm - 4.30 pm

Order Of Business

1         Apologies and Declarations of Interest 5

2         Speakers. 5

3         Confirmation of Previous Minutes. 6

3.1            Confirmation of Previous Minutes. 6

4         Reports. 11

4.1            Motutangi Drainage Area 17/18 Expenditure. 11

4.2            Motutangi Drainage Area 18/19 Programme. 15

4.3            Motutangi Drainage Area 19/20 Programme. 23

5         Meeting Close. 27

 

 


Motutangi Drainage Area Committee Meeting Agenda

10 September 2018

 

1          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          Speakers


3          Confirmation of Previous Minutes

3.1         Confirmation of Previous Minutes

File Number:           A2175686

Author:                    Maryn Ashby, Meetings Administrator

Authoriser:              Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

The minutes of the previous Motutangi Drainage Area Committee meeting are attached to allow the Committee to confirm that the minutes are a true and correct record.

Recommendation

That the Motutangi Drainage Area Committee that the minutes of the meeting of the Motutangi Drainage Area Committee held 22 March 2018 are 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.

 

Far North District Council Standing Orders Section 27.3 states that no discussion shall arise on the substance of the minutes in any succeeding meeting, except as to their correctness.

Reason for the recommendation

The reason for the recommendation is to confirm the minutes are 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 as a result of this report.

Attachments

1.      Motutangi Drainage Area Committee Minutes dated 22 March 2018 - A2010971  


 

Compliance schedule:

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

1.      A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)       If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.      This section is subject to Section 79 - Compliance with procedures in relation to decisions.

 

Compliance requirement

Staff assessment

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

Not applicable

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

Not applicable

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

Not applicable

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

None

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

Not applicable

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

There are no financial implications or the need for budgetary provision arising from this report.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Motutangi Drainage Area Committee Meeting Agenda

10 September 2018

 

MINUTES OF THE MEETING OF THE MOTUTANGI DRAINAGE AREA COMMITTEE held in the CONFERENCE ROOM, TE AHU, CORNER MATTHEWS AVE AND SOUTH ROAD, KAITAIA ON Thursday 22 march 2018 COMMENCING AT 3:09 pm

PRESENT

Bob Campbell                    Chairperson

Members

Lawrie Atkinson

Te Hiku Community Board

Neil Thompson

 

Jeremy White

 

Paul Harvey

 

APOLOGIES

 

Bede Shereen

 

STAFF PRESENT

 

Stephen Little

Manager 3 Waters

Steve Smith

Storm Water Engineer

Troy Smith

Assistant Engineer

Maryn Ashby

Meetings Administrator

Kim Hammond

Meetings Administrator

1.0    Apologies AND DECLARATIONS OF INTEREST

There were no apologies.

2.0    confirmation of previous minutes

Agenda item 2.0 document number A1999698, pages 1-6 refers.

Resolved                                                                                                           White/Thompson

That the minutes of the meeting of the Motutangi Drainage Area Committee held 11 September 2018  are a true and correct record with the following amendments:

Correction 4.1 Motutangi Drainage Areas 16/17 Expenditure and Balance

Note: decision was made to use a medium arm reach digger by Council staff. If a second cut is needed to be undertaken, a digger with a longer length boom will be used.

Carried

3.0    Infrastructure and asset management group

3.1.    Motutangi Drainage Area update for the year ending 30 June 2018

Agenda item 3.2, document number A2002589, pages 87-95 refers.

Resolved                                                                                                  Thompson/Harvey

That the Motutangi Drainage Area Committee note and forward this report to the Te Hiku Community Board to advise of progress.

Carried

3.2.    Motutangi Drainage Area works programme for the year ending 30 June 2019

Agenda item 3.3, document number A2002590, pages 97-101 refers.

Resolved                                                                                                  Harvey/Thompson

That the Motutangi Drainage Area Committee recommend the reviewed 2018/19 work programme to the Te Hiku Community Board for approval.

Spraying of the drains during late spring, and in the autumn as needed        $12,307

Machine cleaning (late spring / early summer, extensive $11,000)                     $8,000

Machine cleaning outlet autumn                                                                            $4,500

Aspin drain cleaning (if very dry conditions in summer)                                     $2,000

Machine cleaning other areas                                                                                 $2,500

Access track mulching                                                                                            $3,000

Northland Regional Council Fee                                                                                $500

Motutangi stream stockpile relocation                                                                $29,000

Contingency fee                                                                                                       $3,000

Total                                                                                                                        $64,537

Carried

3.3.    Motutangi Drainage Area works programme for the year ending June 2020

          Agenda item 3.4, document number A2002591, pages 103-107

Resolved                                                                                                  Harvey/Thompson

That the Motutangi Drainage Area Committee recommend the reviewed 2018/19 work programme to the Te Hiku Community Board for approval.

Spraying of the drains during early Spring, and in the Autumn as needed     $12,037

Machine cleaning (late Spring / early Summer, extensive $11,000)                    $8,000

Machine cleaning outlet autumn                                                                            $4,500

Access track mulching                                                                                            $2,000

Northland Regional Council fee                                                                                 $500

Contingency fee                                                                                                       $3,000

Total                                                                                                                        $32,537

Carried

3.4.   Motutangi Drainage Area DOC Concession Agreement Review

Agenda item 3.1, document number A1998791, pages 7-85 refers.

Resolved                                                                                              Campbell/Thompson

That the Motutangi Drainage Area Committee  reviewed and support the amended DOC Concession Agreement and request that the report be forward to the Te Hiku Community Board to advise of their decision.

Carried

4.0  Close of meETING

The meeting closed at 4:33 pm

 

 

 

 

 

Bob Campbell
Chairperson

 

____/____/____

 

 


4          Reports

4.1         Motutangi Drainage Area 17/18 Expenditure

File Number:           A2159629

Author:                    Troy Smith, Assistant Engineer

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

 

Purpose of the Report

To provide the Motutangi Drainage Area Committee with expenditure details and the closing balance for the 2017/18 financial year.

Executive Summary

Over the 2017/18 financial year, the Far North District Council completed a selection of drainage area works. The work which included spraying, cleaning and access improvements of/for the drains, came to a total expense of $23,425. This is under what was initially budgeted / approved in the previous committee meetings.

 

Recommendation

That Motutangi Drainage Area Committee:

a)      Note the following financial summary for the past financial year 2017/18:

Motutangi

Budget

2016-17 Residual funds (reserve funds available)

$30,295

2017 Opening Balance (rated income)

 $36,841

2017-18 Expenditure to date

$23,425

2017-18 Closing Reserve Balance

$43,711

 

1) Background

The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

Prior to the formal establishment of the Motutangi Drainage Area Committee and the Waiharara and Kaikino Drainage Areas Committee there were meetings of a group known as the Northern Advisory Drainage Committee.

The works programme for the 2017/18 financial year was discussed at the previous Motutangi Drainage Area Committee Meeting on 11 September 2017. Through various conversations and onsite meetings with the spraying contractors, members of the public and Committee members, the list of required works had been put together.

2) Discussion and Options

Across both the Motutangi Area, there are several points which had work completed. This section further explains the work completed, any uncompleted work has been transferred into the current financial years programme.

2.1 Work programme summary 17/18

The past work programme from Financial Year 2017/18 is included below. This has been divided into completed and uncompleted work. There is also a column showing the amount budgeted through previous meetings.

Unbudgeted work was also completed upon instruction from committee members (given it was authorised by 2 unaffected members and identified as urgent). Several of the unbudgeted works were authorised by the committee during the most recent meeting in March.

The uncompleted works were delayed for a variety of reasons, most commonly wet ground conditions or over commitments in other areas.

Completed Work:

Actual

Budgeted

Spraying of drains during late Spring / early Summer

$9,523

$12,037

Experimental spraying of Motutangi Stream

$986

-

Machine cleaning during early Summer

$6,998

$8,000

Purchase of a debris net for use during cleaning

$680

-

2 ~1600 diameter culvert replacements in the Bryan drain

$5,239

-

Total

$23,425

$20,037

Uncompleted Work:

 

 

Helicopter spraying of the inaccessible Aspin drain

 

$1,500

Mulching of the access tracks along the Motutangi Stream and  the Kaimaumau Scientific Reserve

 

$3,200

Spraying adjacent to the Motutangi Stream access track and through the Kaimaumau Scientific Reserve due to the vegetation growth

 

$750

Install a culvert, access track, gate and strainers at the Harvey/Harrington boundary on the Aspin Drain

 

$2,500

Install a culvert, access track, gate and strainers at the Harvey/Bryan boundary on the Beazley Drain

 

$2,500

Install a gate and strainers at the Bryan/Blucher boundary on the Bryan Drain

 

$500

A culverted access track is required at Bede’s property on the Selwyn Drain

 

      $3,000

Total

 

$13,950

2.2 General maintenance within the work programme

Spraying

Spraying of the Motutangi drains was completed over the months of December and January in 2017/18.

To help evaluate the effect of using a medium reach digger along the Motutangi Outlet Stream, the far bank was sprayed with an extended spray gun during a recent very low tide, at a cost of $986.

Machine cleaning

The Motutangi stream outlet requires 2 cleans a year, the first is generally by a long reach digger and the second by a shorter reach digger (as this machine is quicker and therefore cheaper). This year the initial clean was completed with a medium reach digger at a cost of $6,998 which cleaned from the drain intersection and downstream as far as was required.

Reason for the recommendation

To ensure that the Motutangi Drainage Area Committee are notified of the expenditure and closing balance for the year.

3) Financial Implications and Budgetary Provision

A summary of the past 2017/18 financial year is as follows:

Motutangi

Budget

2016-17 Residual funds (reserve funds available)

$30,295

2017 Opening Balance (rated income)

 $36,841

2017-18 Expenditure to date

$23,425

2017-18 Closing Reserve Balance

$43,711

 

Attachments

Nil


 

Compliance schedule:

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

1.      A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)       If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.      This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement

Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

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

This report seeks a recommendation from the Committee to the Te Hiku Community Board.

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

Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas.

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

The purpose of the Committee is to liaise with persons likely to be affected.

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

Financial implications are to be considered by the committee and budgetary provision is made.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


4.2         Motutangi Drainage Area 18/19 Programme

File Number:           A2159653

Author:                    Troy Smith, Assistant Engineer

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

 

Purpose of the Report

To provide an overview of the work programme for the Motutangi drainage area for the 2018/19 financial year.

Executive Summary

Over the 2018/19 financial year, the Far North District Council wishes to complete a selection of drainage area works. The work includes spraying, cleaning and access maintenance of the drains. It is recommended a budget of $33,386 is allocated to cover the required and potential work.

 

Recommendation

That Motutangi Drainage Area Committee:

a)      Recommend the reviewed 2018/19 work programme to the Te Hiku Community Board for approval.

 

1) Background

The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

The works programme for the 2018/19 financial year has been estimated from previous costs.

2) Discussion and Options

Within the Motutangi Area, there are several points which require work. This section details the work currently programmed and it is intended that the 2018/19 work programme is reviewed and changed accordingly.

2.1 Proposed work programme summary

Work is to be completed before 30 June 2019, with the spraying programme to start during late 2018:

Planned Work & Allowances:

 

Spraying of Motutangi Stream, 10th to 13th September (primarily focused on spraying the West/far side)

$1300

Spraying of the Main Outfall drain through the Harvey property and to the DOC boundary, 10th to 13th September

$1,000

Spraying of drains during late Spring / early Summer

$7,096

Helicopter spraying of the inaccessible Aspin drain, estimate (may be able to be part of the drain cleaning below)

$700

Cleaning the inaccessible portion of the Aspin drain (500m)

Note this is an estimate as will be at an hourly rate due to the uncertainty of the terrain

$3,000

Spraying adjacent to the Motutangi Stream access track and through the Kaimaumau Scientific Reserve due to the vegetation growth (as required)

$750

Install a culvert, access track, gate and strainers at the Harvey/Harrington boundary on the Aspin Drain

$2,500

Install a culvert, access track, gate and strainers at the Harvey/Bryan boundary on the Beazley Drain

$2,500

Install a gate and strainers at the Bryan/Blucher boundary on the Bryan Drain

$500

A culverted access track is required at Bede’s property on the Selwyn Drain

      $3,000

Department of Conservation Concession Agreement Fee (one off fee)

$1,540

Access track maintenance (Mulching as directed)

$2,000

Machine cleaning Spring

$4,500

Contingency fee

$3,000

Total

$33,386

2.2 Deferred projects

Motutangi stream stockpile relocation

The Motutangi Stream stockpile relocation area has to be positioned in accordance with the DOC agreement conditions. We are still waiting on DOC’s reply to our revised agreement. We have been advised that further information may be available on/after Wednesday 22nd August.

Any dumpsites would be identified by the Department of Conservation (DOC) before works commenced.

For the time being this has been delayed further and put into Motutangi Drainage Area’s 2019/2020 budget. An allowance of $34,000 has been included.

2.3 General maintenance within the work programme

Spraying

Spraying of the Motutangi drains is to be completed over the months of September, October, November, December, January and March. A section of the Aspin drain that is inaccessible also requires cleaning and if required spraying, this is within a DOC reserve. It has been estimated that helicopter spraying of this section will cost ~ $700.

If an area has Alligator weed issues, the current spray will have little effect on it. For cases that greatly affect the water flow machine cleaning maybe required otherwise the below may be appropriate:

An EPA “Permission for Use of Substances” & Northland Regional Council consent is required specific to the areas to be sprayed, for the correct type of spray. The spray used has to be applied with considerable forethought as it can affect crop growth, for some distance downstream.

Machine cleaning

The Motutangi stream outlet normally requires 2 cleans a year, the first is generally by a long reach digger and the second by a shorter reach digger (as this machine is quicker and therefore cheaper). Last year the initial clean was completed with a medium reach digger at a cost of $6,998 which cleaned from the drain intersection and downstream as far as was required.

The total length cleaned will vary depending on the weather conditions and growth.

To help evaluate the effect of using a medium reach digger along the Motutangi Outlet Stream, the far bank was sprayed with an extended spray gun during a very low tide.

This was recently inspected and appears to have provided good value for the cost. Spraying has been programmed for between the 10th to the 13th of September to repeat this as there are again very low tides during those dates.

Drain cleaning requirements will be assessed once the result of this early spraying has been evaluated.

A budget of $4,500 has been allocated for spring drain cleaning along with $3,000 for the inaccessible section of the Aspin drain during summer (when/if dry) and there is also a $3,000 contingency allowance.

A complete review of these and any other areas which may require machine cleaning shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require removal.

Accessibility issues & maintenance

The spraying contractor identified a need for access track widening along the ‘Cut to Lands End’ drain. There is minimal room for the spraying truck to drive through and at points can get quite dangerous. An allowance of $2,000 has been scheduled for this.

The spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009:

i)       Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.

ii)       Grazing stock which is not excluded from the drainage channel, Clause 5.7.

iii)      Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1.

iv)      Obstructions to flow within the drainage channel due to excessive vegetation material.

 

In recent years, a notice was sent to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues.

2.4 Motutangi Drainage Area management plan / DOC concession agreement

We are currently waiting on DOC’s reply to our submitted revised management plan and concession agreement.

Once the concession management plan is approved by the members, Council and DOC, the next step is to have the complete document reviewed by the Northland Regional Council. This is required under section 27.3 Rules for Drainage and River Control Activities - Discretionary Activities, of the Regional Water and Soil Plan for Northland.

2.5 Drainage area mapping

Late 2017, Council began using GIS (Geographic Information System) or mapping tools to log the location of the Drainage Area Drains electronically. The aim of this project is to put together a relatively accurate database of the drain width, depth, grade and location. Once gathered, the information will be added as a new layer in the Far North District Council’s online maps which are available to the public.

To date the entire Kaikino Drainage Area has been mapped and while it is not yet available online, a printed version of the map is attached as an example.

The other Drainage Areas, Waiharara, Kaitaia and Motutangi, are planned for mapping this year.

Additionally, Council has done some research on the cost of purchasing a drone for Drainage Area monitoring. Our recommended drone, the DJI Phantom 4 Pro Drone costs $2,499 and has a range of ~5km (may vary depending on terrain) and a battery life of 30 minutes. Additional items for the drone are listed below:

Spare batteries - $320 each

Memory card - $60

Carry bag - $120

Reason for the recommendation

To confirm the expected works and their associated costs to be completed by 30 June 2019.

3) Financial Implications and Budgetary Provision

A summary of the expected 2018/19 financial year is as follows:

Motutangi

Budget

2017-18 Residual funds (reserve funds available)

$43,711

2018 Opening Balance (rated income)

 $46,000

2018-29 Proposed Expenditure

$33,386

2018-19 Closing Reserve Balance

$56,325

 

Attachments

1.      Kaikino Drainage Area GIS Map - A2002699  


 

Compliance schedule:

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

1.      A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)       If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.      This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement

Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

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

This report seeks a recommendation from the Committee to the Te Hiku Community Board.

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

Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas.

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

The purpose of the Committee is to liaise with persons likely to be affected.

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

Financial implications are to be considered by the committee and budgetary provision is made.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


Motutangi Drainage Area Committee Meeting Agenda

10 September 2018

 


Motutangi Drainage Area Committee Meeting Agenda

10 September 2018

 

4.3         Motutangi Drainage Area 19/20 Programme

File Number:           A2159768

Author:                    Troy Smith, Assistant Engineer

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

 

Purpose of the Report

To provide the Motutangi Drainage Area Committee with an outline of the proposed works and costs for the 2019/20 financial year.

Executive Summary

Over the 2019/20 financial year, the Far North District Council wishes to complete a selection of drainage area works. The work includes spraying, cleaning, access maintenance of the drains and relocation of the Motutangi Stream’s stopbank. It is recommended a budget of $67,537 is allocated to cover the required and potential work.

 

Recommendation

That Motutangi Drainage Area Committee:

a)      Recommend the reviewed 2019/20 work programme to the Te Hiku Community Board for approval.

 

1) Background

The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

The works programme for the 2019/20 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2017/18 and 2018/19 are completed as planned. It is also due to change in line with any additional work agreed upon in the DOC Concession Agreement.

2) Discussion and Options

Within the Motutangi Area, there are several points which require work. This section details the work currently programmed and it is intended that the 2019/20 work programme is reviewed and changed accordingly.

Further review of the programme must be done during the following Drainage Area Committee Meeting held in September 2018 and over the next financial year. This is due to the highly estimated nature of the work programme.

2.1 Proposed work programme

Work is to be completed before 30 June 2020, with the spraying programme to start during late 2019:

Proposed work & allowances

 

Spraying of the drains during early Spring, and in the Autumn as needed

$13,037

Machine cleaning (late Spring / early Summer, extensive $11,000)

$8,000

Machine cleaning Outlet Autumn

$4,500

Machine cleaning other areas

$2,500

The Motutangi Stream stockpile relocation programme

$34,000

Access track mulching

$2,000

Northland Regional Council Fee

$500

Contingency fee

$3,000

Total

$67,537

2.1 Proposed projects within the work programme

Motutangi stream stockpile relocation

The Motutangi Stream stockpile relocation area has to be positioned in accordance with the DOC agreement conditions. We are still waiting on DOC’s reply to our revised agreement. We have been advised that further information may be available on/after Wednesday 22nd August.

Any dumpsites would be identified by the Department of Conservation (DOC) before works commenced.

An allowance of $34,000 has been included in the proposed work programme.

2.2 General maintenance within the work programme

Spraying

Spraying of the Motutangi Area is to be completed during late Spring / early Summer 2019/20. Any additional spraying will be included as a contingency.

If an area has Alligator weed issues, the current spray will have little effect on it. For cases that greatly affect the water flow machine cleaning maybe required otherwise the below may be appropriate:

An EPA “Permission for Use of Substances” & Northland Regional Council consent is required specific to the areas to be sprayed, for the correct type of spray. The spray used has to be applied with considerable forethought as it can affect crop growth, for some distance downstream.

Machine cleaning

Over the 2018/19 year, the Motutangi Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require removal. There is no planned cleaning scheduled, below is a review of what’s been completed recently.

In the past, the Motutangi stream outlet required 2 cleans a year, the first is generally by a long reach digger and the second by a shorter reach digger (as this machine is quicker and therefore cheaper). The work programme’s cleaning costs are based off of this.

To help evaluate the effect of using a medium reach digger along the Motutangi Outlet Stream, the far bank was sprayed with an extended spray gun during a very low tide.

This was recently inspected and appears to have provided good value for the cost.

The total length cleaned will vary depending on the weather conditions and growth.

A machine cleaning allowance of $15,000 has been included in the 2019/20 year.

Accessibility Issues & maintenance

Access track mulching is required along several drains, an allowance of $2,000 has been scheduled.

The spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009:

i)       Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.

ii)       Grazing stock which is not excluded from the drainage channel, Clause 5.7.

iii)      Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1.

iv)      Obstructions to flow within the drainage channel due to excessive vegetation material.

 

A notice was sent to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues.

Reason for the recommendation

To confirm the expected works and their associated costs to be completed by 30 June 2020.

3) Financial Implications and Budgetary Provision

A summary of the expected 2019/20 financial year is as follows:

Motutangi

Budget

2018-19 Residual funds (reserve funds available)

$56,325

2019 Opening Balance (rated income)

 $36,000

2019-20 Proposed Expenditure

$67,537

2019-20 Closing Reserve Balance

$24,788

 

Attachments

Nil


 

Compliance schedule:

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

1.      A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)       If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.      This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement

Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

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

This report seeks a recommendation from the Committee to the Te Hiku Community Board.

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

Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas.

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

The purpose of the Committee is to liaise with persons likely to be affected.

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

Financial implications are to be considered by the committee and budgetary provision is made.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

  


Motutangi Drainage Area Committee Meeting Agenda

10 September 2018

 

5          Meeting Close