AGENDA
Extraordinary Council Meeting
Tuesday, 11 December 2018
Time: |
2.30 pm |
Location: |
Banquet Room Te Ahu Kaitaia |
Membership:
Mayor John Carter - Chairperson
Cr Tania McInnes
Cr Ann Court
Cr Felicity Foy
Cr Dave Hookway
Cr Colin (Toss) Kitchen
Cr Sally Macauley
Cr Mate Radich
Cr John Vujcich
Cr Kelly Stratford
Terry Greening - Chairperson Bay of Islands-Whangaroa Community Board
Mike Edmonds - Chairperson Kaikohe-Hokianga Community Board
Adele Gardner - Chairperson Te Hiku Community Board
Extraordinary Council Meeting Agenda |
11 December 2018 |
COUNCIL MEMBERS REGISTER OF INTERESTS
Name |
Responsibility (i.e. Chairperson etc) |
Declaration of Interests |
Nature of Potential Interest |
Member's Proposed Management Plan |
Hon John Carter QSO |
Board Member of the Local Government Protection Programme |
Board Member of the Local Government Protection Programme |
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Carter Family Trust |
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Felicity Foy |
Director - Northland Planning & Development |
I am the director of a planning and development consultancy that is based in the Far North and have two employees. |
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I will abstain from any
debate and voting on proposed plan change items for the Far North District
Plan. |
I will declare a conflict of interest with any planning matters that relate to resource consent processing, and the management of the resource consents planning team. |
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I will not enter into any contracts with Council for over $25,000 per year. I have previously contracted to Council to process resource consents as consultant planner. |
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Flick Trustee Ltd |
I am the director of this company that is the company trustee of Flick Family Trust that owns properties on Weber Place and Allen Bell Drive. |
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Elbury Holdings Limited |
This company is directed by my parents Fiona and Kevin King. |
This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight, Tahuna Road/Allen Bell Drive. |
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Foy Farms partnership |
Owner and partner in Foy Farms - a farm in three titles on Church Road, Kaingaroa |
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Foy Farms Rentals |
Owner and rental manager of Foy Farms Rentals for 6 dwellings on Church Road, Kaingaroa |
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King Family Trust |
This trust owns several titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane. |
These trusts own properties in the Far North. |
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Previous employment at FNDC 2007-16 |
I consider the staff members at FNDC to be my friends |
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Partner Felicity Foy |
Employed by Justaplumber Taipa |
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Friends with some FNDC employees |
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Dave Hookway |
Resident shareholder in Kerikeri Irrigation |
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Declare if issues arise. |
Shareholder in Farmlands. |
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Declare if issues arise. |
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Employee – Northland District Health Board – Public Health Unit – Health Improvement Advisor |
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Am employee have no personal gain. |
Declare employment should issues concerning the Northland DHB arises. |
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On property in Waipapa West Rd. |
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Possible issues relating to the street or zoning. |
Declare when appropriate. |
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Colin Kitchen |
No form received |
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Tania McInnes |
Director – GBT Ventures Ltd |
Company not currently operational |
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Will notify Council if company becomes operational. |
Member of Northland Conservation Board |
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Conservation matters not aligned with Council policy. |
Will notify Council should a perceived conflict arise. |
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Trustee – Northland Youth Education Trust |
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No perceived conflicts |
Will notify Council should a perceived conflict arise. |
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Founder – Bay of Islands Women’s Nexus |
No perceived conflicts. An informal organisation |
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Own a section on Seaview Road, Paihia 0200 |
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Having worked within the organisation in the early 2000’s, I know a number of staff, none of which I am close with. |
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Mate Radich |
No form received |
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Ann Court |
Waipapa Business Association |
Member |
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Warren Pattinson Limited |
Shareholder |
Building company. FNDC is a regulator and enforcer |
No FNDC Controls |
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Kerikeri Irrigation |
Supplies my water |
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No EM intervention in disputes |
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Top Energy |
Supplies my power |
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No other interest greater than the publics |
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District Licensing |
N/A |
N/A |
N/A |
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Top Energy Consumer Trust |
Trustee |
crossover in regulatory functions, consenting economic development and contracts such as street lighting. |
Declare interest and abstain from voting. |
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Ann Court Trust |
Private |
Private |
N/A |
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Waipapa Rotary |
Honorary member |
Potential community funding submitter |
Declare interest and abstain from voting. |
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Properties on Onekura Road, Waipapa |
Owner Shareholder |
Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse) |
Declare interest and abstain from voting. |
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Property on Daroux Dr, Waipapa |
Financial interest |
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Flowers (I get flowers occasionally) |
Ratepayer 'Thankyou' |
Bias/ Pre-determination? |
Declare to Governance |
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Coffee and food |
Ratepayers sometimes 'shout' food and beverage |
Bias or pre-determination |
Case by case |
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Consider all staff my friends |
N/A |
Suggestion of not being impartial or pre-determined! |
Be professional, due diligence, weigh the evidence. Be thorough, thoughtful, considered impartial and balanced. Be fair. |
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My husband is a builder and may do work for Council staff |
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Warren Pattinson (Husband) |
Warren Pattinson Limited |
Director |
Building Company. FNDC is a regulator |
Remain at arm’s length |
Air NZ |
Shareholder |
None |
None |
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Warren Pattinson Limited |
Builder |
FNDC is the consent authority, regulator and enforcer. |
Apply arm’s length rules |
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Kurbside Rod and Custom Club (unlikely) |
President NZ Hot Rod Association |
Potential to be linked to a funding applicant and my wife is on the decision making committee. |
unlikely to materialise but would absent myself from any process as would Ann. |
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Property on Onekura Road, Waipapa |
Owner |
any proposed FNDC capital work in the vicinity or rural plan change. Maybe a link to policy development. |
Would not submit. Rest on a case by case basis. |
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Worked with or for Mike Colebrook and Kelvin Goode |
Paid employment |
N/A |
N/A |
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Sally Macauley |
Chairman |
Northland District Health Board |
Matters pertaining to health issues re Fluoride and freshwater as an example. |
Declare a perceived conflict. |
Chairman |
Oranga Tamaraki - Ministry of Vulnerable Children- Northland Community Response Forum |
Matters pertaining to this ministry |
Declare a perceived conflict. |
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Judicial Justice of the Peace |
Visitations to Ngawha Prison |
Matters pertaining to Judicial Issues re Ngawha Prison |
Declare a perceived Interest |
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The Turner Centre |
FNDC Representative |
Observer, acknowledging FNDC financial contribution. |
Note FNDC partnership |
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Trustee |
Kaikohe Education Trust |
Providing students laptops - possible request for written support to funders |
Declare a conflict |
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Executive member |
Kaikohe Business Association |
Matters pertaining to request for written support to funders. |
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Chairman |
Bay of Islands Arts Festival Trust |
Issues pertaining to the application of support funds |
Declare a conflict of interests |
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Trustee |
Bay of Islands Radio Marine |
Issues pertaining to the application of support funds |
Declare a conflict of interets |
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Secretary/Trustee |
Kerkeri International Piano Competition |
Issues pertaining to the application of support funds |
Declare a conflict of interests |
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Trustee/Director |
Kaikohe Community and Youth Trust |
Possible application of support funding |
Declare a conflict of interests |
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Commercial |
Palmer Macauley Offices- Kerikeri and Kaikohe |
Infrastructural matters with FNDC |
Declare a conflict |
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Private property of which there would not be any conflict. |
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Paihia, Kerikeri, Kaikohe |
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Peter Macauley (Husband) |
Senior Partner |
Palmer Macauley |
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Peter Macualey |
Barristers and Solicitors- Kerikeri, Kaikohe and Mangonui |
Legal matters with FNDC |
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Director/Trustee |
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St John NZ Priory Chapter |
St John Priory Chapter |
Legal matters with FNDC |
Declare a conflict |
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Senior Partner |
Peter Macauley- Palmer Macauley Barristers and Solicitors Kaikohe, Kerikeri AND Mangonui |
Legal matters with FNDC |
Declare a conflict |
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St John NZ |
Priory Trust Board |
Writing of policies and legal matters as an example |
Note Interests |
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Lions Club of Kaikohe |
Director |
Legal matters etc |
Note Interests |
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Kaikohe Rugby Club |
Patron |
Legal Matters |
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Viking Rugby Club, Whangarei |
Life Member |
Legal Matters |
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Private Property |
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Kerkeri, Paihia - no contents. |
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Dave Hookway |
Employed as "Health Promotion Advisor-Alcohol and other Drugs" for Northern District Health Board. |
A professional understanding of issues relating to drugs and alcohol. |
have made personal and professional submissions on council policies |
Consider policies and proposals as presented in a fair and balanced manner. |
I own my own property at 188b Waipapa West Rd, Waipapa. |
Have 3 dogs and 2 cats (and quite a few chickens) |
Love my pets. |
Consider policies and proposals as presented in a fair and balanced manner. |
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John Vujcich |
Board Member |
Ngati Hine Health Trust |
Matters pertaining to property or decisions that may impact of their health services |
Declare interest and abstain |
Board Member |
Pioneer Village |
Matters relating to funding and assets |
Declare interest and abstain |
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Director |
Waitukupata Forest Ltd |
Potential for council activity to directly affect its assets |
Declare interest and abstain |
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Director |
Rural Service Solutions Ltd |
Matters where council regulatory function impact of company services |
Declare interest and abstain |
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Director |
Kaikohe (Rau Marama) Community Trust |
Potential funder |
Declare interest and abstain |
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Partner |
MJ & EMJ Vujcich |
Matters where council regulatory function impacts on partnership owned assets |
Declare interest and abstain |
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Member |
Kaikohe Rotary Club |
Potential funder, or impact on Rotary projects |
Declare interest and abstain |
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Member |
New Zealand Institute of Directors |
Potential provider of training to Council |
Declare a Conflict of Interest |
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Member |
Institute of IT Professionals |
Unlikely, but possible provider of services to Council |
Declare a Conflict of Interest |
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Member |
Kaikohe Business Association |
Possible funding provider |
Declare a Conflict of Interest |
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Mike Edmonds |
Chair |
Kaikohe Mechanical and Historic Trust |
Council Funding |
Decide at the time |
Committee member |
Kaikohe Rugby Football and Sports Club |
Council Funding |
Withdraw and abstain |
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Adele Gardner |
N/A - FNDC Honorarium |
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The Far North 20/20 , ICT Trust |
Trustee |
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Te Ahu Charitable Trust |
Trustee |
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ST Johns Kaitaia Branch |
Trustee/ Committee Member |
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I know many FNDC staff members as I was an FNDC staff member from 1994-2008. |
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Partner of Adele Gardner |
N/A as Retired |
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Terry Greening |
Greening Family Trust |
Beneficiary |
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Highly unlikely to interface with FNDC |
Bay of Islands Walking Weekend Trust |
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Potential of seeking funds |
Step aside from any requests or decisions regarding requests |
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Russell 2000 Trust (Chairman) |
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Trust is about to wind up. |
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Russell Centennial Trust (Chairman) |
Manages Russell Museum |
Seeks funds from council |
Step aside from any requests or decisions regarding requests |
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Residence at Kaha Place, Russell |
Nil |
Nil |
N/A |
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Terry Greening (Wife) |
Greening Family Trust |
Beneficiary |
N/A |
N/A |
Residence at Kaha Place, Russell |
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Cr Kelly Stratford |
Office manager at Kinghans. |
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Denture assistant at
Kawakawa denture Services |
None |
None |
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KS Bookkeeping and Administration |
Business owner, bookkeeping and development of environment management plans for clients. |
None perceived |
I’d step aside from decisions that arise, that may have conflicts. |
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Kinghans Accounting |
Office Administration |
None perceived |
I’d step aside from decisions that arise, that may have conflicts. |
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Waikare Marae Trustees |
Trustee |
May be perceived conflicts |
Case by case basis |
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Kawakawa Business & Community Association |
Committee member/newsletter editor and printer |
None perceived |
If there was a perceived conflict, I will step aside from decision making |
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Bay of Islands College |
Parent elected trustee |
None perceived |
If there was a perceived conflict, I will step aside from decision making |
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Karetu School Bay Cosmos Soccer |
Parent elected trustee. Committee member and coach |
None perceived |
If there was a perceived conflict, I will step aside from decision making |
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Property in Waikare and Moerewa |
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If there was a perceived conflict, I will step aside from decision making |
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Coffee and food |
Ratepayers sometimes 'shout' food and beverage |
Bias or pre-determination |
Case by case |
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Kelly Stratford (Husband) |
Puketona Junction Café 39 Gillies Café |
Barista & Chef Barista |
N/A |
N/A |
Property in Moerewa |
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N/A |
N/A |
Extraordinary Council Meeting Agenda |
11 December 2018 |
Extraordinary Council Meeting
will be held in the Banquet Room, Te Ahu, Kaitaia on:
Tuesday 11 December 2018 at 2.30 pm
Order Of Business
2 Apologies and Declarations of Interest
4 Infrastructure and Asset Management Group
4.1 Options Report for Unsubsidised Seal Extensions 2018-2019
1 Prayer
2 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.
No requests for deputations were received at the time of the Agenda going to print.
11 December 2018 |
4 Infrastructure and Asset Management Group
4.1 Options Report for Unsubsidised Seal Extensions 2018-2019
File Number: A2292553
Author: Wil Pille, Manager - Transport Operations & Capital Works
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Purpose of the Report
This report will address:
1. Proposed section of the most suitable roads for the current year 2018 – 2019 to the value of $1,000,000 and
2. Proposed approach of how to develop a priority matrix, which will take into account all priorities important for the whole of the district.
Executive Summary
· Council has included in their Capital Works Programme 2018-2028 a total of
$11,063,400 to be spent on un-subsidised seal extensions.
· To date no prioritisation matrix has been developed to determine the highest priority roads within the district.
That Council: a) Agrees to undertake seal extensions on the following roads: i) Okahu Road, Kaitaia - RP 2603 to 3542 being an infill between existing sealed sections ($180,000) ii) Otangaroa Road, Kaeo - RP 0.00 to RP 608 ($180,000) iii) Punakitere Loop Road, Taheke - RP 3149 to RP 3602 ($140,000) iv) Fairburn Road, Kaitaia - RP9028 to 10327 ($390,000) v) Pawarenga Road, Broadwood- 200 m @ 1207 Pawarenga Road Health Clinic. ($80,000) b) Agrees that NTA is to fully develop a prioritisation matrix for the whole of the district by 30th June 2019 to enable forward work programme for 2019-2020 financial year.
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1) Background
Council adopted their Long Term Plan for Capital Works in June 2018.
In this Capital Works Programme approximately $1,000,000 has been allocated to extend the sealed roading network as an unsubsidised expenditure for this financial year, and a total of $11,063,400 for the next 10 years.
NZTA, who provides 66% subsidy for road maintenance, renewals and capital works, is only funding seal extensions on the basis of an approved business case and only for those roads affected by forestry activities.
This funding has to be either applied for under the Enhanced Programme, which is over and above the Core Funding, or under the Low Cost/Low Risk Category which sits outside the core Programme Funding application.
In general those applications have to be justified by a Business Case for which NZTA has to give its approval, and only applies for forestry affected roads.
As part of the Low Cost/Low Risk Category, Council has applied for $1,000,000 to be spent on the completion of the approved business case Council undertook in 2017.
This will complete the sections on Pipiwai Road and Ngapipito Road which remained un-sealed in the 2017-2018 financial year.
The procurement plan to undertake this work has recently been approved and work has commenced.
The assessment matrix used to determine the priority is known as General Circular 16-04. (Attached) This matrix was developed by NZTA in 2016.
A further option to undertake seal extensions is under the Partnership Seal Extension programme where residents choose to pay for the normal funding rate by NZTA (66%) and Council funding the remaining 34%.
2) Discussion and Options
FNDC has approximately 1650 km of unsealed roads of which approximately 950km is affected by forestry. The generation of dust as a result of road-users is widely acknowledged as a contributor to the level of PM10 and PM2.5.
Funding for all forestry effected roads is un-affordable for both NZTA and FNDC; hence the prioritisation matrix was developed.
Council's decision to allocate $1,000,000 unsubsidised funding per year is to accommodate the demand by residents to provide seal extensions on the unsealed network which would normally not attract subsidy by NZTA or are well down on the priority matrix.
As no prioritisation matrix is available for roads affected by dust other than generated by forestry traffic, NTA proposes to develop a matrix addressing and taking into account the main parameters raised by the residents across the district, such as:
- The presence of schools and/or maraes
- Health clinics, or other health practices
- Community and/or sports facilities
- Number of accidents
- Acting as detour or resilience route
- Seasonal peak traffic
- Cost of routine maintenance
- School bus route
- Missing link connectivity
- Urban environment within rural area
- Cost of seal extension
- Tourism significance
- Ecological and or Horticultural significance
- Scoring under General Circular 16-04
The completion of this matrix will require a significant amount of work as all data has to be located, produced or collated from other sources and subsequently populated in the matrix and tested against local knowledge, common sense and expectations.
Work to develop this matrix has started and is still in its early stages. (Copy Attached)
To enable utilisation of this years allocated budget an experimental run of the matrix was undertaken by Council staff. In addition to this, the local knowledge within Council identified suggested possible roads which took into account roads which were prepared for seal but not completed when NZTA no longer provided subsidy for rural seal extensions in or around 2008.
See attachment three - 2008-2009 FNDC Rural Seal Extension Programme.
The summary of proposed roads to be sealed this financial year below is listed below:
ROAD |
ROUTE POSITIONS Start / End |
ESTIMATED CAPITAL COST |
Okahu Road |
2,603 to 3,542 |
$180,000 |
Otangaroa Road |
0 to 608 |
$180,000 |
Punakitere Loop Road |
3,149 to 3,602 |
$140,000 |
Fairburn Road |
9,028 to 10,327 |
$390,000 |
1207 Pawarenga Road |
1,1970 to 12,170 |
$80,000 |
Total estimated Capital Cost |
$970,000.00 |
|
Contingency |
$30,000.00 |
|
OVERALL TOTAL COST ESTIMATE |
$1,000,000.00 |
Reason for the recommendation
Justification of the prioritised roads as follows:
· Okahu Road, RP2603 to RP3542
Our experimental run of the prioritisation matrix, Okahu Road came out as top priority. Keeping in mind that not all data has been populated we also checked this road against previous programmes in our database (see attachment 2008/2009 FNDC Rural Seal Extension Programme). We can confirm that this road was part of the proposed extension programme, but sealing was not completed.
· Otangaroa Road, DP0.00 to RP 608
This section of Otangaroa Road is featuring as priority number 2 on the matrix. This section has attracted a significant number of customer RFS, primarily concerning dust complaints stemming from forestry activity. Otangaroa Road is a forestry route, which according to the NZTA circular 16/04 scores 14, which just misses the funding criteria of 15.
· Punikatere Loop Road, RP 3149 to RP 3602
Punikatere Loop Road is 4th rated road on the matrix, with a similar profile as Otangaroa Road. The resident’s dust related complaints has attracted attention to this road, which will be subject to intense forestry activity in the next 5 years.
· Fairburn Road, RP 9028 to RP 10327
As the 6th priority road, Fairburn Road has a notable number of dwellings within 80m of the road. Fairburn Road has an exceptionally high volume of heavy commercial vehicles travelling at speeds that exacerbrate the dust situation.
· Pawarenga Road, RP 1107 to RP 1307
The Pawarenga Community Trust operates the Rawaranga Doctors Clinic at 1207 Pawarenga Road. This road is unsealed and effects the operations of the clinic and its water supply.
3) Financial Implications and Budgetary Provision
$1,000,000 allocated in this year's capital work programme
1. FNDC Road Prioritisation Scoring Details Rev1 - A2294573 ⇩
2. FNDC Road Prioritisation to Guide the Delivery of Road Asset Upgrades Draft Rev2 - A2294546 ⇩
3. 2008 - 2009 Rural Seal Extension Programme - A2294575 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
Low level of significance (The proposal is consistent with adopted LTP). |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
The
proposal delivers on the following policies: |
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. |
No |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
The proposal is a response to affected land owners of whom are members of Māori communities. |
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. |
Residents of Okahu Road, Otangaroa Road, Punakitere Loop Road and staff and visitors to the Pawarenga Road Clinic. |
State the financial implications and where budgetary provisions have been made to support this decision. |
The proposal will be funded under this year's capital work programme (unsubsidised road seal extensions) |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report |