Agenda of Ordinary Council Meeting

Ordinary Council Meeting Agenda

28 February 2019

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
Hon John Carter QSO	Carter Family Trust
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.		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.
				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.
	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, Seaview Road and Allen Bell Drive.
	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, Allen Bell Drive.
	Foy Farms partnership	Owner and partner in Foy Farms - a farm in three titles on Church Road, Kaingaroa
	Foy Farms Rentals	Owner and rental manager of Foy Farms Rentals for 6 dwellings on Church Road, Kaingaroa
	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.
	Previous employment at FNDC 2007-16	I consider the staff members at FNDC to be my friends
Partner Felicity Foy	Employed by Justaplumber Taipa
Partner Felicity Foy	Friends with some FNDC employees
Dave Hookway	Resident shareholder in Kerikeri Irrigation			Declare if issues arise.
	Shareholder in Farmlands.			Declare if issues arise.
	Employee – Northland District Health Board – Public Health Unit – Health Improvement Advisor		Am employee have no personal gain.	Declare employment should issues concerning the Northland DHB arises.
	On property in Waipapa West Rd.		Possible issues relating to the street or zoning.	Declare when appropriate.
Colin Kitchen	No form received
Tania McInnes	Director – GBT Ventures Ltd	Company not currently operational		Will notify Council if company becomes operational.
	Member of Northland Conservation Board		Conservation matters not aligned with Council policy.	Will notify Council should a perceived conflict arise.
	Trustee – Northland Youth Education Trust		No perceived conflicts	Will notify Council should a perceived conflict arise.
	Founder – Bay of Islands Women’s Nexus	No perceived conflicts. An informal organisation
	Own a section on Seaview Road, Paihia 0200
	Having worked within the organisation in the early 2000’s, I know a number of staff, none of which I am close with.
Mate Radich	No form received
Ann Court	Waipapa Business Association	Member
	Warren Pattinson Limited	Shareholder	Building company. FNDC is a regulator and enforcer	No FNDC Controls
	Kerikeri Irrigation	Supplies my water		No EM intervention in disputes
	Top Energy	Supplies my power		No other interest greater than the publics
	District Licensing	N/A	N/A	N/A
	Top Energy Consumer Trust	Trustee	crossover in regulatory functions, consenting economic development and contracts such as street lighting.	Declare interest and abstain from voting.
	Ann Court Trust	Private	Private	N/A
	Waipapa Rotary	Honorary member	Potential community funding submitter	Declare interest and abstain from voting.
	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.
	Property on Daroux Dr, Waipapa	Financial interest
	Flowers (I get flowers occasionally)	Ratepayer 'Thankyou'	Bias/ Pre-determination?	Declare to Governance
	Coffee and food	Ratepayers sometimes 'shout' food and beverage	Bias or pre-determination	Case by case
	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.
		My husband is a builder and may do work for Council staff
Warren Pattinson (Husband)	Warren Pattinson Limited	Director	Building Company. FNDC is a regulator	Remain at arm’s length
	Air NZ	Shareholder	None	None
	Warren Pattinson Limited	Builder	FNDC is the consent authority, regulator and enforcer.	Apply arm’s length rules
	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.
	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.
	Worked with or for Mike Colebrook and Kelvin Goode	Paid employment	N/A	N/A
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.
	Judicial Justice of the Peace	Visitations to Ngawha Prison	Matters pertaining to Judicial Issues re Ngawha Prison	Declare a perceived Interest
	The Turner Centre	FNDC Representative	Observer, acknowledging FNDC financial contribution.	Note FNDC partnership
	Trustee	Kaikohe Education Trust	Providing students laptops - possible request for written support to funders	Declare a conflict
	Executive member	Kaikohe Business Association	Matters pertaining to request for written support to funders.
	Chairman	Bay of Islands Arts Festival Trust	Issues pertaining to the application of support funds	Declare a conflict of interests
	Trustee	Bay of Islands Radio Marine	Issues pertaining to the application of support funds	Declare a conflict of interets
	Secretary/Trustee	Kerkeri International Piano Competition	Issues pertaining to the application of support funds	Declare a conflict of interests
	Trustee/Director	Kaikohe Community and Youth Trust	Possible application of support funding	Declare a conflict of interests
	Commercial	Palmer Macauley Offices- Kerikeri and Kaikohe	Infrastructural matters with FNDC	Declare a conflict
	Private property of which there would not be any conflict.
	Paihia, Kerikeri, Kaikohe
Peter Macauley (Husband)	Senior Partner	Palmer Macauley
	Peter Macualey	Barristers and Solicitors- Kerikeri, Kaikohe and Mangonui	Legal matters with FNDC
	Director/Trustee
	St John NZ Priory Chapter	St John Priory Chapter	Legal matters with FNDC	Declare a conflict
	Senior Partner	Peter Macauley- Palmer Macauley Barristers and Solicitors Kaikohe, Kerikeri AND Mangonui	Legal matters with FNDC	Declare a conflict
	St John NZ	Priory Trust Board	Writing of policies and legal matters as an example	Note Interests
	Lions Club of Kaikohe	Director	Legal matters etc	Note Interests
	Kaikohe Rugby Club	Patron	Legal Matters
	Viking Rugby Club, Whangarei	Life Member	Legal Matters
	Private Property
	Kerkeri, Paihia - no contents.
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.
Dave Hookway	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.
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
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest
	Member	Kaikohe Business Association	Possible funding provider	Declare a Conflict of Interest
Mike Edmonds	Chair	Kaikohe Mechanical and Historic Trust	Council Funding	Decide at the time
Mike Edmonds	Committee member	Kaikohe Rugby Football and Sports Club	Council Funding	Withdraw and abstain
Adele Gardner	N/A - FNDC Honorarium
	The Far North 20/20 , ICT Trust	Trustee
	Te Ahu Charitable Trust	Trustee
	ST Johns Kaitaia Branch	Trustee/ Committee Member
	I know many FNDC staff members as I was an FNDC staff member from 1994-2008.
Partner of Adele Gardner	N/A as Retired
Terry Greening	Greening Family Trust	Beneficiary		Highly unlikely to interface with FNDC
	Bay of Islands Walking Weekend Trust		Potential of seeking funds	Step aside from any requests or decisions regarding requests
	Russell 2000 Trust (Chairman)			Trust is about to wind up.
	Russell Centennial Trust (Chairman)	Manages Russell Museum	Seeks funds from council	Step aside from any requests or decisions regarding requests
	Residence at Kaha Place, Russell	Nil	Nil	N/A
Terry Greening (Wife)	Greening Family Trust	Beneficiary	N/A	N/A
Terry Greening (Wife)	Residence at Kaha Place, Russell
Cr Kelly Stratford	Office manager at Kinghans.
	Denture assistant at Kawakawa denture Services self-employed as book keeper Kelly@ksbookkeeoing.net	None	None
	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.
	Kinghans Accounting	Office Administration	None perceived	I’d step aside from decisions that arise, that may have conflicts.
	Waikare Marae Trustees	Trustee	May be perceived conflicts	Case by case basis
	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
	Bay of Islands College	Parent elected trustee	None perceived	If there was a perceived conflict, I will step aside from decision making
	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
	Property in Waikare and Moerewa			If there was a perceived conflict, I will step aside from decision making
	Coffee and food	Ratepayers sometimes 'shout' food and beverage	Bias or pre-determination	Case by case
Kelly Stratford (Husband)	Puketona Junction Café 39 Gillies Café	Barista & Chef Barista	N/A	N/A
Kelly Stratford (Husband)	Property in Moerewa		N/A	N/A

Ordinary Council Meeting Agenda

28 February 2019

MINUTES OF Far North District Council
Ordinary Council Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Thursday, 13 December 2018 AT 10:00 am

PRESENT: Mayor John Carter (HWTM), Cr Tania McInnes (Deputy Mayor), Cr Ann Court, Cr Sally Macauley, Cr Felicity Foy, Cr Dave Hookway, Cr Colin (Toss) Kitchen, Cr Mate Radich, Cr Kelly Stratford

IN ATTENDANCE: Terry Greening - Bay of Islands-Whangaroa Community Board, Mike Edmonds - Chairperson of Kaikohe-Hokianga Community Board, Adele Gardner - Chairperson of Te Hiku Community Board, Rachel Smith - Member of Bay of Islands-Whangaroa Community Board, Shaun Reilly - Member of Kaikohe-Hokianga Community Board

STAFF PRESENT: Shaun Clarke (Chief Executive Officer), Samantha Edmonds (General Manager - Corporate Services), Glenn Rianham (General Manager- Infrastructure & Asset Management Acting), Dean Myburgh (General Manager - District Services), Darrell Sargent (General Manager - Strategic Planning & Policy), Jaime Dyhrberg (Executive Officer), Janice Smith (Chief Financial Officer), George Swanepoel (In-House Counsel), Richard Edmondson (Manager – Communications), Greg Wilson (Manager – District Planning), Sheryl Gavin (Manager – Corporate Planning and Engagement), Paul Carr (Manager – Infrastructure Project Delivery), Roger Ackers (Manager – Strategy Development), Darren Edwards (Manager – Environmental Services), Emma Pilkington (Senior Policy Advisor), Sarah Trinder (Policy Planner), Laura Atiga-Denham (Research Analyst), Gayle Anderson (Executive Assistant to General Manager), Kim Hammond (Meetings Administrator), Maryn Ashby (Meetings Administrator), Melissa Wood (Meetings Administrator)

1 Prayer

His Worship the Mayor commenced the meeting with a prayer

2 Deputation

Richard Dickinson from Te Hiku Sports Club provided an update on the development of Te Hiku Sports Club.

3 Apologies and Declarations of Interest

Moved: Mayor John Carter

Seconded: Cr Kelly Stratford

That the apology from Cr John Vujcich be accepted.

Cr Tania McInnes noted an interest in relation to item 8.7 – Dog Management Policy and Bylaw 2018, due to a being a Northland Conservation Board Member

4 Confirmation of Previous Minutes

4.1 Confirmation of Previous Minutes

Resolution 2018/51

Moved: Mayor John Carter

Seconded: Cr Colin (Toss) Kitchen

That Council confirm the minutes of the:

a) Council meeting held 25 October 2018 as a true and correct record

b) Deliberations Council meeting held 27 November 2018 as a true and correct record

c) Extraordinary Council meeting held on 28 November 2018 as a true and correct record

Carried

5 Infrastructure and Asset Management Group

5.1 Cable Bay Recreation Reserve - Lease to Doubtless Bay Croquet Club Incorporated

Resolution 2018/52

Moved: Cr Tania McInnes

Seconded: Cr Colin (Toss) Kitchen

That the Far North District Council, in its role as administering body of the reserve, and pursuant to its powers under section 54(1)(b) and (c) of the Reserves Act 1977, grants a new lease of part of the Cable Bay recreation reserve being Lot 69 DP 83352 contained in CFR NA39D/282, to the Doubtless Bay Croquet Club Incorporated and that the terms of the lease shall be:

a) Term: 10 years

Rent: $100 plus GST per annum

Renewal: 5 years

b) That the clubroom toilets are open to the public only when the leased area is open to the public and the clubroom is open and unlocked

And that the Far North District Council, in its role as the Minister of Conservation’s delegate, consents to the granting of the aforementioned lease.

Carried

6 Major item not on the agenda

6.1 Major Item not on the Agenda

Resolution 2018/53

Moved: Mayor John Carter

Seconded: Cr Colin (Toss) Kitchen

That the matter of ‘The Incorporation and Shareholding in a Special Purpose Company Northland Adventure Experience Limited’ be considered by Council as a matter for urgent consideration as provided for in Section 46A(7) of the Local Government Official Information and Meetings Act 1987 on the grounds that Council was awaiting additional information from external providers and cannot be delayed until a later date because it is critical that the company be formed and an application to be filed for the Provincial Growth Fund

Carried

7 mayoral announcements

- Congratulated Cr Colin (Toss) Kitchen on 50 years Fire Brigade Service

- Top Energy Power Bill

- Te Wahapu FNDC Reserve

- Oruru Hall

- Lake Ohia

- LGNZ Wellbeing Issues

- Update on OSH for volunteers

- Kaeo Water

- Kaitaia Water

- Smoothies bore – Waoarohia Catchment

- Projects and programmes

- Rates Review

- Arvida rest home

- Kerikeri Sports Complex

- Ventnor Memorial Rawene

- Bus Stop Kerikeri

- Development Contributions – a workshop to be held on the 19^th December 2018

- Lake Manuwai

- Railway/Cycleway verbal update

- Coopers Beach retirement

- Ngati Rehia MOU

- Roading Strategy

- Staff visit to Waimakariri

- Terry Greening provided update on Russell Water

8 Strategic Planning and Policy Group

8.1 2019/20 Annual Plan - Consultation Decision

Resolution 2018/54

Moved: Mayor John Carter

Seconded: Cr Colin (Toss) Kitchen

That Council does not conduct a formal consultation on its Annual Plan for 2019/20.

In Favour: Crs John Carter, Tania McInnes, Ann Court, Colin (Toss) Kitchen and Sally Macauley

Against: Crs Felicity Foy, Dave Hookway, Mate Radich and Kelly Stratford

Carried

8.2 Memorial Hall Fees

motion

Moved: Mayor John Carter

Seconded: Cr Kelly Stratford

That fees for Kaikohe Memorial Hall for 2019/2020 be set as follows:

Corporate & private

Entire complex $300.00 hourly only $40.00

Supper room and kitchen $200.00 hourly only $30.00

Main hall only $150.00 hourly only $25.00

Bond $300.00 hourly only $40.00

Community groups

Entire complex $150.00 hourly only $25.00

Supper room and kitchen $75.00 hourly only $20.00

Main hall only $50.00 hourly only $15.00

Bond $150.00 hourly only $25.00

Amendment

Moved: Cr Dave Hookway

Seconded: Cr Mate Radich

That fees for Kaikohe Memorial Hall for 2019/2020 be set as follows:

Corporate & private

Entire complex $300.00 hourly only $40.00

Supper room and kitchen $200.00 hourly only $30.00

Main hall only $150.00 hourly only $25.00

Bond $300.00 hourly only $40.00

Community groups (including NGOs, Government and other not-for-profit organisations)

Entire complex $150.00 hourly only $25.00

Supper room and kitchen $75.00 hourly only $20.00

Main hall only $50.00 hourly only $15.00

Bond $150.00 hourly only $25.00

Cr Dave Hookway declared he had a possible conflict of interest as he hires the hall on behalf of the Northland District Health Board.

Cr Ann Court raised a point of order in regards to Cr Dave Hookway’s conflict of interest.

Cr Dave Hookway then withdrew the possible conflict of interest.

In Favour: Crs Felicity Foy, Dave Hookway and Mate Radich

Against: Crs John Carter, Tania McInnes, Ann Court and Kelly Stratford

Abstained: Crs Colin (Toss) Kitchen, Sally Macauley

lost 3/4

Resolution 2018/55

That fees for Kaikohe Memorial Hall for 2019/2020 be set as follows:

Corporate & private

Entire complex $300.00 hourly only $40.00

Supper room and kitchen $200.00 hourly only $30.00

Main hall only $150.00 hourly only $25.00

Bond $300.00 hourly only $40.00

Community groups

Entire complex $150.00 hourly only $25.00

Supper room and kitchen $75.00 hourly only $20.00

Main hall only $50.00 hourly only $15.00

Bond $150.00 hourly only $25.00

Carried

The meeting was adjourned from 11.23 am to 11.30 am.

8.3 Amendments to Camping in Public Places Policy

motion

Moved: Mayor John Carter

Seconded: Cr Ann Court

That Council

a) Agree to amend the Camping in Public Places Policy by:

i) Replacing, in Appendix A, Schedule 1:

· Awanui Reserve with Awanui playground carpark; and

· Centre Park, Kaitaia, with Melba Street public toilets rear carpark

with a restriction on use of the replacement site to be between 7pm and 7am only;

ii) Correcting errors in the references to legislation in clause 5.

Amendment

Moved: Cr Felicity Foy

Seconded: Cr Mate Radich

That Council

a) Agree to amend the Camping in Public Places Policy by:

i) Replacing, in Appendix A, Schedule 1:

· Awanui Reserve with Awanui playground carpark

with a restriction on use of the replacement site to be between 7pm and 7am only;

ii) Correcting errors in the references to legislation in clause 5.

The amendment became the substantive motion

Resolution 2018/56

That Council

a) Agree to amend the Camping in Public Places Policy by:

i) Replacing, in Appendix A, Schedule 1:

· Awanui Reserve with Awanui playground carpark

with a restriction on use of the replacement site to be between 7pm and 7am only;

ii) Correcting errors in the references to legislation in clause 5.

Carried

Attachments tabled at meeting

1 Additional Information - Updated Far North Camping Facilities Maps

8.4 Notification of the Kerikeri Domain Reserve Management Plan

Resolution 2018/57

Moved: Cr Tania McInnes

Seconded: Cr Kelly Stratford

That Council

a) gives public notice of the Draft Kerikeri Domain Reserve Management Plan in accordance with the Reserves Act 1977, and calls for submissions to the draft plan

b) delegates to the Bay Of Islands-Whangaroa Community Board the task of hearing and deliberating on submissions received to the Draft Kerikeri Domain Reserve Management Plan.

Carried

8.5 District Plan Update

Resolution 2018/58

Moved: Mayor John Carter

Seconded: Cr Mate Radich

That the Council receive the report “District Plan Update”.

Carried

8.6 District Strategy Work Plan

Resolution 2018/59

Moved: Cr Tania McInnes

Seconded: Cr Sally Macauley

That Council approve the work plan for the development of the District Strategy.

Carried

8.7 Dog Management Policy and Bylaw 2018

motion

Moved: Mayor John Carter

Seconded: Cr Tania McInnes

That the Council:

a) Pursuant to section 10 of the Dog Control Act 1996 and every other enabling power and authority, adopts the Far North District Council Dog Management Policy 2018 contained in Attachment 1, to come into effect on 4 February 2019;

b) Repeals the Policy on Dogs 2006 with effect from 4 February 2019;

c) Pursuant to section 20 of the Dog Control Act 1996 and every other enabling power and authority, makes a bylaw entitled the Far North District Council Dog Management Bylaw 2018 contained in Attachment 1, to come into effect on 4 February 2019;

d) Revokes the Dog Control Bylaw 2006 with effect from 4 February 2019; and

e) Authorises the Chief Executive to make any minor edits or amendments to the Policy or Bylaw to correct any spelling or typographical errors and/or to reflect decisions made by Council at this meeting.

Amendment

Moved: Mayor John Carter

Seconded: Cr Ann Court

That the Council:

b) Repeals the Policy on Dogs 2006 with effect from 4 February 2019;

d) Revokes the Dog Control Bylaw 2006 with effect from 4 February 2019; and

f) Approve that pages 5 and 7 from the additional documentation tabled at the meeting be inserted into the Dog Policy.

g) Approve that page 5 of 20 of the Dog Management Policy should state – All reserves, unless specified elsewhere in this schedule are on leash.

h) Approve that page 5 of 20 under special character rules Te Wahapu Scenic Reserve, The Pipiroa Scenic Reserve and Pipiroa Wetland Recreation Reserve be prohibited all year around, except in the carpark and Okiato-Russell Coastal Walkway which are on-leash. Request staff undertake consultation with the community and report back to Council on areas that could be made off leash.

i) Approve that page 7 of 20 under Off-Leash and Under Control table be changed to say Kerikeri –

i) Rolands Wood, 240 Kerikeri Inlet Road, Kerikeri

ii) Kerikeri – Sammaree Place Reserve, Kerikeri

iii) Kerikeri – Waitotara Reserve, Waipapa Road, ,Kerikeri

vi) Kaikohe – Old Landfill at Lindvart Park, Recreation Road, Kaikohe

v) Waipapa Domain – Harmony Lane, Waipapa – (unless being used for sport or recreation purposes when dogs are required to be on-leash)

In Favour: Crs John Carter, Tania McInnes, Ann Court, Felicity Foy, Colin (Toss) Kitchen, Sally Macauley, Mate Radich and Kelly Stratford

Against: Cr Dave Hookway

carried 8/1

The amendment became the substantive motion

Resolution 2018/60

That the Council:

b) Repeals the Policy on Dogs 2006 with effect from 4 February 2019;

d) Revokes the Dog Control Bylaw 2006 with effect from 4 February 2019; and

f) Approve that pages 5 and 7 from the additional documentation tabled at the meeting be inserted into the Dog Policy.

g) Approve that page 5 of 20 of the Dog Management Policy should state – All reserves, unless specified elsewhere in this schedule are on leash.

i) Approve that page 7 of 20 under Off-Leash and Under Control table be changed to say Kerikeri –

i) Rolands Wood, 240 Kerikeri Inlet Road, Kerikeri

ii) Kerikeri – Sammaree Place Reserve, Kerikeri

iii) Kerikeri – Waitotara Reserve, Waipapa Road, ,Kerikeri

vi) Kaikohe – Old Landfill at Lindvart Park, Recreation Road, Kaikohe

v) Waipapa Domain – Harmony Lane, Waipapa – (unless being used for sport or recreation purposes when dogs are required to be on-leash)

Carried

Attachments tabled at meeting

1 Additional Information - Dog Management Policy and Bylaw 2018

8.8 Alcohol Control Bylaw 2018 - Adoption

Resolution 2018/61

Moved: Cr Kelly Stratford

Seconded: Mayor John Carter

That Council:

a) Determines, under section 155 of the Local Government Act 2002, the Alcohol Control Bylaw 2018:

i. Is the most appropriate form of bylaw, and

ii) Does not give rise to any implications under the New Zealand Bill of Rights Act 1990;

b) Determines, under section 147A of the Local Government Act 2002:

i) The Alcohol Control Bylaw 2018 can be justified as a reasonable limitation on people’s rights and freedoms, and

ii) A high level of crime or disorder caused, or made worse, by alcohol consumption, is likely to arise in areas of the Far North District if the Alcohol Control Bylaw 2018 is not made, and

iii) The Alcohol Control Bylaw 2018 is appropriate and proportionate in the light of that likely crime or disorder;

c) Makes the Alcohol Control Bylaw 2018 contained in attachment 1 to come into effect on 19 December 2018;

d) Declares, in accordance with clauses 6.1 and 7.1 of the Alcohol Control Bylaw 2018, the areas in section 6 of “additional information to Alcohol Control Bylaw 2018” to be permanent alcohol control areas;

e) Authorises the Chief Executive to make any necessary minor edits or amendments to the Alcohol Control Bylaw 2018 to correct spelling or typographical errors or to reflect decisions made by Council at its meeting on 13 December 2018.

Councillor Court and Hookway requested their votes be recorded.

Against: Cr Ann Court

Abstained: Crs Dave Hookway

Carried

8.9 Council - Iwi Governance Relationship

Resolution 2018/62

Moved: Mayor John Carter

Seconded: Cr Ann Court

That Council

a) Endorses the draft Agreement document between the Mayoral Forum and Te Kahu O Taonui.

b) Delegates authority to the Mayor to sign the Agreement on behalf of Council.

c) Notes that the Mayor and delegation will attend the signing ceremony in February 2019

Carried

The meeting was adjourned from 1.17 pm to 1.45 pm.

9 Corporate Services Group

9.1 Council's Direction Sought Regarding Consultations for Te Kao Water Scheme Loans

motion

Moved: Mayor John Carter

Seconded: Cr Tania McInnes

That Council

a) Revokes its previous resolution made at the Council meeting on 24 May 2018 “that council consults with Te Kao community on an interest free loan for those who wish to take up the offer”

b) approves a grant of $371,000 to achieve affordable potable water in Te Kao for the purchase and installation of (up to) two 25,000 litre rainwater tanks for approximately 65 properties currently connected to the Doubtless Bay Water Supply Company Ltd’s water supply scheme at Te Kao.

c) delegates to the Chief Executive Officer the ability to negotiate and conclude an agreement for the administration of the grant of $371,000 with a suitable entity on Council’s behalf.

Amendment

Moved: Cr Tania McInnes

Seconded: Cr Kelly Stratford

Agrees that the item ‘Council’s Direction Sought Regarding Consultation for Te Kao Water Scheme Loans’ to be left to lie on the table until further information can be provided.

The amendment became the substantive motion

Resolution 2018/63

Agrees that the item ‘Council’s Direction Sought Regarding Consultation for Te Kao Water Scheme Loans’ to be left to lie on the table until further information can be provided.

Carried

9.2 Exemption to be granted - Section 7 of the Local Government Act 2002 - Council Controlled Organisations

Resolution 2018/64

Moved: Mayor John Carter

Seconded: Cr Colin (Toss) Kitchen

That Council

a) grant the following exemptions under Section 7 of the Local Government Act 2002:

i) Roland’s Wood Trust is exempt under Section 7(3)-(5) of the Local Government Act 2002 on the grounds that the Trust is considered to be “a small organisation”;

ii) Te Ahu Charitable Trust is exempt under Section 7(3)-(5) of the Local Government Act 2002 on the grounds that the Trust is considered to be “a small organisation”;

iii) Pou Herenga Tai Twin Coast Cycle Trail Charitable Trust is exempt under Section 7(3)-(5) of the Local Government Act 2002 on the grounds that the Trust is considered to be “a small organisation;

b) where the Trust Deeds requires financial statements to be prepared and an auditor appointed, the organisations are not exempted from these requirements and audited accounts must be presented to Council within six (6) months of the organisation’s balance date.

Carried

9.3 Confirmation of Formal Meeting Calendar 2019

Resolution 2018/65

Moved: Cr Ann Court

Seconded: Cr Tania McInnes

That Council:

a) adopts the amended 2019 Formal Meeting Calendar (A2268437)

b) delegates authority to the Chief Executive to amend the Formal Meeting Calendar if required

Carried

At 2:15 p.m., Mayor John Carter left the meeting and Cr Tania McInnes took the Chair.

9.4 The Incorporation and Shareholding in a Special Purpose Company Northland Adventure Experience Limited

motion

Moved: Cr Tania McInnes

Seconded: Cr Kelly Stratford

That Council

a) agrees to the incorporation of a registered limited liability company and the holding of 24% of the shares in NAX Ltd and approves the company applying for charitable status.

b) Council approve the appointment of His Worship the Mayor John Carter be appointed a director in the first instance.

c) Clauses i) and ii) are subject to the approval and adoption of a shareholders agreement/constitution which clearly identifies that the voting rights reflect the proposed shareholding, and which also clearly identifies that Council has no ability to veto a decision.

Amendment

Moved: Cr Kelly Stratford

Seconded: Cr Mate Radich

That Council

a) agrees to the incorporation of a registered limited liability company and the holding of 24% of the shares in NAX Ltd and approves the company applying for charitable status.

b) Council approve the appointment of His Worship the Mayor as “John Carter” to be appointed a director in the first instance, noting the indemnity of Far North District Council once the appointment to NAX Ltd is made.

c) Clauses a) and b) are subject to the approval and adoption of a shareholders agreement/constitution which clearly identifies that the voting rights reflect the proposed shareholding

d) notes that

i) there will be no costs to council except to establish a company

ii) there will be no automatic transfer of ratepayers sourced funding to the Bay of Islands Vintage Railway Trust on completion of the company

iii) the company may not expose the Council to financial liabilities without agreement

iv) no assumptions are made at this point about utilisation of Far North District Council workforce for project management by NAX Ltd.

The amendment became the substantive motion

Resolution 2018/66

That Council

a) agrees to the incorporation of a registered limited liability company and the holding of 24% of the shares in NAX Ltd and approves the company applying for charitable status.

c) Clauses a) and b) are subject to the approval and adoption of a shareholders agreement/constitution which clearly identifies that the voting rights reflect the proposed shareholding

d) notes that

i) there will be no costs to council except to establish a company

ii) there will be no automatic transfer of ratepayers sourced funding to the Bay of Islands Vintage Railway Trust on completion of the company

iii) the company may not expose the Council to financial liabilities without agreement

iv) no assumptions are made at this point about utilisation of Far North District Council workforce for project management by NAX Ltd.

Crs Ann Court and Felicity Foy requested their votes against the motion be recorded.

carried

At 2:17 p.m., Cr Dave Hookway left the meeting.

At 2.48 p.m., Cr Mate Radich left the meeting. At 3:00 p.m., Cr Mate Radich returned to the meeting.

At 3:00 p.m., Mayor John Carter returned to the meeting and resumed the chair.

10 Chief Executive Officer

10.1 Chinese Economic Development Visit report

Resolution 2018/67

Moved: Mayor John Carter

Seconded: Cr Sally Macauley

That the Council receive the report on the Chinese Economic Development Visit.

Carried

At 3:04 p.m., Cr Tania McInnes left the meeting.

10.2 CEO Report to Council: 1 October - 30 November 2018

Resolution 2018/68

Moved: Mayor John Carter

Seconded: Cr Mate Radich

That the Council receive the report CEO Report to Council: 1 October - 30 November 2018

Carried

11 Information Reports

11.1 Resident Opinion Survey 2017/2018

Resolution 2018/69

Moved: Mayor John Carter

Seconded: Cr Ann Court

That the Council receive the report “Resident Opinion Survey 2017/2018”.

Carried

12 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2018/70

Moved: Mayor John Carter

Seconded: Cr Ann Court

That the public be excluded from the following parts of the proceedings of this meeting.

a) The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
10.1 - Confirmation of Previous Minutes - Public Excluded	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
10.2 - Direct appointment for Dust Seal Extension 2018-2019 Contract 7/18/304	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
10.3 - Desludging of Kaitaia Wastewater Treatment Plant's Pond 1	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
10.4 - Paihia Waste Water Treatment Plant Upgrade	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

b) That Adele Gardner - Chairperson Te Hiku Community Board; Mike Edmonds - Chairperson Kaikohe-Hokianga Community Board; Terry Greening - Chairperson Bay of Islands-Whangaroa Community Board and Seth Sirestarajah (Senior Project Consultant) be permitted to remain at this meeting after the public has been excluded, because of their knowledge of local wards. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to that matter because they advocate for and represent local community views.

Carried

16 Confirmation of Decision and Information in Public Meeting

Resolution 2018/64

Moved: Mayor John Carter

Seconded: Cr Kelly Stratford

That Council

a) confirms that that information contained in the part of the meeting held with the public excluded will not be restated in public meeting

b) following decisions contained in the part of the meeting held with the public excluded are to be restated in public meeting

Item 10.2 DIRECT APPOINTMENT FOR DUST SEAL EXTENSION 2018-2019 CONTRACT 7/18/304

That Council:

a) approve the Procurement Plan for Dust Seal Extensions 2018-19 Package and direct appointment of the FNDC Contract 7/18/304 - Dust Seal Extensions 2018-19 Package to Broadspectrum Ltd

b) the budget of $REDACTED excluding GST (inclusive of $REDACTED contingency) be delegated to the General Manager Infrastructure and Asset Management.

Item 10.3 DESLUDGING OF KAITAIA WASTEWATER TREATMENT PLANTS POND 1

That the Council, following the recommendation of the Procurement Board:

a) approve the direct award to Conhur Limited to desludge Kaitaia Wastewater Treatment Plant’s Pond 1 to the value of $REDACTED

b) approve Broadspectrum to manage the works to the value of $REDACTED

Carried

Note - His Worship the Mayor requested that thanks to Samantha Edmonds and her contribution to the Far North District Council be noted.

17 Meeting Close

The meeting closed at 3.55 pm.

The minutes of this meeting will be confirmed at the Ordinary Council meeting held on 25 February 2019.

...................................................

CHAIRPERSON

7.2 Hundertwasser Park Centre site - stormwater & wastewater capital work funding and delivery

File Number: A2327184

Author: Sophie Jones, Assets Manager - 3 Waters

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

Purpose of the Report

To seek approval for funding and delivery of capital works to renew a section of stormwater pipeline and divert a section of wastewater pipeline at the site of the proposed Hundertwasser Park Centre in Kawakawa.

Executive Summary

· The Kawakawa Hundertwasser Park Charitable Trust (KHPCT) plan to construct a new Hundertwasser Park Centre (HPC) at the rear of 56 Gillies Street in Kawakawa. The project is being delivered by Far North Holdings Ltd (FNHL).

· The footprint of the proposed HPC building is over an existing public wastewater pipeline and in close proximity to an existing public stormwater pipeline. These assets are in poor condition.

· It will be necessary to divert the wastewater pipeline around the proposed building and Council has sought agreement from FNHL for a 50% contribution to the total cost of this work.

· Three options were considered for the stormwater pipeline:

o Option 1: Like-for-like renewal

o Option 2: Do nothing

o Option 3: Divert pipeline northwards and create new outfall to Waiomio Stream

· Following analysis of the options, ‘Option 1: Like-for-like renewal’ was identified as the preferred option for the stormwater.

· The project comprises unplanned renewal work that has been triggered by the requirement for coordination with the proposed HPC development. The proposed work is not included in the Long-Term Plan (LTP).

· A summary of the costs and proposed funding sources are shown below.

Activity	Funding source	Estimated total cost
Stormwater	Current year budgeted provision	441,297
	Estimated available stormwater depreciation	28,350
	*Stormwater total*	*469,647*
Wastewater	Unbudgeted renewal expenditure (requiring CEO approval)	74,776
	FNHL contribution	100,543
	Estimated depreciation	25,767
	*Wastewater total*	*201,086*
	PROJECT TOTAL	670,732

Recommendation

That Council approve funding and delivery of capital works comprising the following:

a) Renewal of approximately 50m of stormwater pipeline between MacKereth Lane and the existing outfall (asset ID & 20170427172627_us & 20170427172627_ds) at an estimated cost of $469,647.

b) Divert approximately 57m of existing wastewater pipeline around the proposed Hundertwasser Park Centre building (asset ID SL3272_3223 & SL3271_3222) at an estimated cost of $201,086.

1) Background

The Kawakawa Hundertwasser Park Charitable Trust (KHPCT) are constructing a new Hundertwasser Park Centre (HPC) at the rear of 56 Gillies Street in Kawakawa. The proposed HPC is part of a community-led project and will provide a space for the local community and visitors. It will include an interpretive centre / memorial to Hundertwasser, community workshop, public library, public toilets etc. The project is being delivered by Far North Holdings Ltd (FNHL).

The footprint of the proposed building is over an existing public wastewater pipeline and in close proximity to an existing stormwater pipeline. Refer to existing services location plan in Figure 1.

Both pipelines have been visually inspected and found to be in poor condition. Further details of the pipelines are included below.

Figure 1: Existing services location plan

Wastewater pipeline

The existing 300mm diameter Asbestos Cement gravity wastewater pipeline running through the HPC site serves the western area of Kawakawa. There are existing maintenance issues with the pipeline and regular cleaning is required to remove blockages. CCTV survey shows the pipe to be in poor condition with a large dip. Building over the wastewater pipeline could result in future damage to the pipeline and/or the proposed building structure due to settlement, exfiltration/infiltration and lack of access for maintenance. The large dip increases the risk of blockages, which could result in sewer overflows to the nearby stormwater channel.

One of the Resource Consent (2180285-RMALUC) requirements for the proposed building was that “no built structure encroaches on the buried sewer line”. During a meeting attended by representatives from FNDC, FNHL and KHPCT held on 26 September 2018 it was agreed that the wastewater line should be diverted around the proposed building and that the building would be moved approximately 5m further north to increase the width of the service corridor available.

A letter was sent to FNHL on 23 November 2018 (refer to Attachment 1 – Letter for FNHL) proposing “that the final total cost of the wastewater works (i.e. construction plus any other costs directly associated) is split equally between FNHL and FNDC”.

Stormwater

The existing stormwater culvert located at the rear of the FNDC Service Centre & Library is close to the proposed building and beneath the proposed new town square. Most of the culvert is 1700mm high by 1100mm wide cast in-situ concrete, but there is a short section of 1800mm diameter concrete pipe near the outfall to the open channel.

Video footage shows the culvert to be in poor condition with large holes, infiltration and scour present. Construction activities adjacent to, or over this culvert, could accelerate its deterioration and loss of fines from surrounding ground in to the culvert could compromise the HPC building foundations or town square. The size and depth of the culvert would make future replacement of it (after construction of the HPC building and town square) very disruptive and costly.

2) Discussion and Options

Three main options were identified. All options include diversion of the wastewater line, but each considers a different approach to the stormwater issue. The options are as described below and sketch plans of each option are included in Attachment 2.

· Option 1: Divert wastewater line around proposed building. Renew stormwater culvert from MacKereth Lane to existing outfall (like-for-like renewal of the stormwater culvert)

· Option 2: Divert wastewater line around proposed building (do nothing to stormwater culvert)

· Option 3: Divert wastewater line around proposed building. Divert the stormwater culvert northwards and create a new outfall to Waiomio Stream (divert stormwater culvert northwards)

Multi-criteria analysis was used to compare the options in an objective and transparent way. Five Council staff contributed as evaluators. The analysis included a number of indicators, which were assigned a weighting based on importance. The categories and indictors used are shown in Table 1. Refer to Attachment 3 – MCA results for details of final results.

There was no direct consultation with Māori during the options assessment, but when assigning a score to the ‘Convenience / acceptability’ indicator, the evaluators where asked to consider how acceptable the option and any associated positive or negative impacts will be from a social and cultural perspective.

The analysis identified Option 1 (divert wastewater line around proposed building and renew stormwater culvert from MacKereth Lane to existing outfall) as the overall preferred option.

Indicator	Weighting	Category % of total
1 Social
1.1 Landscape / aesthetics	30	31
1.2 Convenience / acceptability	30
1.3 Network capacity	30
1.4 Potential increased visitors/employment	20
2 Technical
2.1 Construction timescales	10	11
2.2 Excavation volume	10
2.3 Service clashes (current & future)	20
3 Environmental
3.1 Biodiversity/Long term benefit of pollution control	40	17
3.2 Length of open channel	20	17
4 Coordination & simplification of planning
4.1 Park landscape design (long term)	25	14
4.2 Future NRC flood works	10
4.3 Centre building and car park design	15
5 Finance
5.1 Expected SW asset life of complete system	25	21
5.4 Long term overall cost of completed development	25
5.5 Whole of life cost analysis	25
6 Operations
6.1 Accessibility	25	7
Total	360	100

Table 1: Categories, indicators and weightings used in the multi-criteria analysis

Reason for the recommendation

The available options have been carefully considered and the recommended option has been identified through a robust analysis involving staff from a number of teams within the Council. The options were developed through consultation with FNHL and the KHPCT and were based on the best available information.

The recommendation will not limit the options available for future development of the park and minimises the risk of conflicts with the proposed HPC building / car park and future Northland Regional Council (NRC) flood works. The potential future risk posed to the proposed building and town square by the existing failing assets is also managed.

The preferred option maintains the status quo and is considered a good balance of social, cultural and environment needs.

3) Financial Implications and Budgetary Provision

The estimated costs of the wastewater and stormwater work plus the proposed funding sources are shown in Table 2. The total costs are based on budget construction cost estimates provided by a contractor plus on-costs and contingency.

Refer to Attachment 4 - Cost estimate details for cost breakdown.

Activity	Funding source	Estimated total cost
Stormwater	Current year budgeted provision	441,297
	Estimated available stormwater depreciation	28,350
	*Stormwater total*	*469,647*
Wastewater	Unbudgeted renewal expenditure (requiring CEO approval)	74,776
	FNHL contribution	100,543
	Estimated depreciation	25,767
	*Wastewater total*	*201,086*
	PROJECT TOTAL	670,732

Table 2: Estimated costs and proposed funding sources

This work was not budgeted for in the long term plan.

The stormwater component of the project is a renewal, but the depreciation available will only cover a small proportion of the cost. The site is located within the Kawakawa Stormwater Rating Area and it is proposed that the $441,297 be funded from existing budgeted provisions. On 31 October 2018, the CFO confirmed that $527,957 is available for 2018/19. It has also been confirmed that this project is an appropriate use of this funding.

The wastewater component of the project is a renewal, but there is insufficient depreciation available to cover the total cost. It is proposed that the estimated balance of $74,776 be funded by the CEO as unbudgeted expenditure.

It is anticipated that the proposed works will result in reduced future operational/maintenance costs compared to the existing situation as repairs to the existing assets will not be required and the new assets should be less prone to blockage. The renewed stormwater culvert will have additional (safe) access points provided, which will also reduce maintenance costs.

Attachments

1. Attachment 1 - Letter to FNHL - A2350626 ⇩

2. Attachment 2 - Options plans - A2351266 ⇩

3. Attachment 3 - MCA results summary - A2350685 ⇩

4. Attachment 4 - Cost estimate details - A2350687 ⇩

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	The proposal is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The proposed work will contribute to the Council’s strategic priority of ‘Affordable core infrastructure’ by replacing failing assets with compliant and reliable ones. The work will contribute positively to the well-being of the community and support delivery of a high profile community-led project.
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.	The proposal does not have district-wide relevance. The recommendation is for renewal of an existing asset to support delivery of a community-led project. The Community Board’s views have not been sought.
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.	There has been no direct consultation with Māori to date, but social and cultural impacts were considered as part of the options analysis. The recommendation is for like-for-like renewal (Option 1) and is expected to have significantly less impact on Māori than diversion and piping of an existing open channel and creation of a new outfall to the Waiomio Stream (Option 3).
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.	There has been liaison and coordination with external parties including KHPCT, FNHL & NRC. Internal stakeholders, including representative from planning, operations, asset management and project management, have been involved in the decision-making process.
State the financial implications and where budgetary provisions have been made to support this decision.	Refer to Section 3: Financial implications and budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Ordinary Council Meeting Agenda

28 February 2019

8 Strategic Planning and Policy Group

8.1 Getting Connected in the South Pacific Professional Fellowship Programme

File Number: A2333877

Author: Ana Mules, Community Development Advisor

Authoriser: Darrell Sargent, General Manager - Strategic Planning and Policy

Purpose of the Report

The purpose of this report is to inform Council about the Getting Connected in the South Pacific Professional Fellowship Programme.

Executive Summary

· Last year Far North District Council (FNDC) Community Development & Project Advisor Ana Mules was selected to take participate in the Getting Connected in the South Pacific professional fellowship programme sponsored by the United States’ State Department

· The fellowship took place across the United States of America (USA) during October 2018

· The purpose of this exchange was to explore the positive benefits of increased internet connectivity on both economic and social development.

Recommendation

That the Council receive the report Getting Connected in the South Pacific Professional Fellowship Programme.

Background

In July 2018, staff member Community Development & Project Advisor Ana Mules was selected to participate in the Getting Connected Programme: Developing best practice to capitalise on high-speed internet connectivity and infrastructure in the South Pacific from October 10 – 31, 2018. Ms. Mules was selected after being nominated by Northland Inc, in recognition of the work done advancing digital connectivity across Northland as a member of the Northland Digital Enablement Group (Attachment 1). Ms. Mules was one of 7 participants selected for the programme from across the Pacific. Other fellows were;

· Mr. Joseph Stuart, GM Business Innovation & Growth Northland Inc. & Chair Northland Digital Enablement Group

· Mr. Paul Seaden, ICT Principal Development Manager New Zealand Ministry of Foreign Affairs and Trade

· Mr. Talatalaga Mata’u Matafeo, CEO Ministry of Communications and Information Technology, Government of Samoa

· Mr. Mose Mose, IT & Physics Lecturer, National University of Samoa

· Mr. Scanland Bua Mitiepo, Manager ICT, Government of Niue

· Mr. Stan Wolfgramm, CEO Te Ara Cook Islands Museum of Cultural Enterprise

Funded by the U.S. Department of State and implemented by World Learning (a non-profit organization that focuses on international development, education, and exchange programs), the Getting Connected Program is a two-way exchange for policy and technology experts from the South Pacific and United States. The programme focuses on the impact of increased internet connectivity on both economic and social development.

As a result of the program, participants have the opportunity to:

· Exchange ideas, strategies, and best practices for developing and implementing policy planning relating to increased connectivity

· Develop enduring linkages with professional counterparts

· Develop and implement follow-on projects or programs in their home country based on core knowledge and experiences gained from the exchange program

· Affect positive change in their workplaces and communities

The programme included meetings in Washington DC, Reno, Albuquerque, Sacramento and San Francisco.

Discussion and Next Steps

Since completing the exchange, Ms. Mules and Mr. Stuart updated the Northland Digital Enablement Plan (NDEP) and the NDEP was submitted to Central Government for consideration. As a consequence, some of the recommendations and projects listed in the NDEP have now been provided for by the Provincial Growth Fund (PGF). The bullet points below list some of the key learnings.

• New Zealand’s Rural Broadband Initiative/Ultra-Fast Broadband programmes are on par with federal funding models in the US. In the US these programmes are funded by the FCC (Federal Communications Commission) and USDA (United States Department of Agriculture). Due to the size of NZ, we are in a much better position to address the digital divide here (only 40% of rural Americans have access to adequate broadband).

• After lack of digital infrastructure, the second barrier is ‘relevancy’ not cost. People must understand the usefulness of connectivity and how it can be a positive influence in their lives, otherwise they are not interested and uptake is low.

• ‘Fibre First’ - fibre install cost is higher but ongoing upgrades and maintenance are not required. Fibre futureproofs communities and mobile and fixed networks should not be considered substitutes for fibre. Mobile and WISP networks also need fibre for backhaul - so the further out the fibre the further you can get mobile coverage.

• Councils do not want to own digital infrastructure - but should implement a ‘dig once’ policy to speed up deployment and increase the reach of fibre. For example, when a road is being dug up, let providers know so they can lay fibre. Most of the high costs associated with fibre rollouts are in the trenching.

• Satellite is a good solution for areas where mobile coverage will not be implemented, but there is a need to address cost to end user, especially in low socioeconomic areas.

• There are remote working opportunities for most skill levels - agencies need to work directly with employers to find out what they require and support unemployed to complete the required training.

• Mapping of digital infrastructure and services is necessary to validate provider data. This needs to be accurate at a granular level to be of use.

• Data Centres are not good for job creation (the biggest data centre in the world has only 75 employees and these are mostly specialist roles brought in from other areas).

• Towns that have capitalised on having excellent connectivity are seeing big, positive shifts in local economic & social development.

• The programme offered a once in a lifetime professional development opportunity for fellows. The U.S. Department of State supports many educational and cultural exchange programmes for New Zealand professionals in a variety of fields. There is an opportunity for Council’s People & Capability Team to explore these and management to encourage staff to engage with these opportunities.

Next Steps

All participants were required to complete an Individual Action Plan (see Attachment 2). The primary objective of this plan is to ‘develop a Digital Strategy for the Far North District that sits under the Northland Digital Enablement Plan and helps steer the district towards the regional goal of 100% Connectivity, 100% Opportunity by 2022.’ This high level strategy will be ready for circulation internally and with key stakeholders by mid-April 2019, and will feed into the District Strategy.

There is an ‘Outbound’ component of the fellowship, which will see 2-3 US experts travelling to Northland and the Pacific Islands to meet with decision makers, iwi/hapū, Pacific leaders, IT professionals, health & education providers and others. Ms. Mules and Mr. Stuart (Northland Inc) are currently working with the U.S. Department of State, global non-profit World Learning, US Government Departments and the Ministry of Business, Innovation & Employment (MBIE) to develop the New Zealand/Northland programme, which is tentatively booked for 23^rd – 31^st March 2019. The outbound component will include experts in digital work, AgTech & food production and cyber security.

Financial Implications and Budgetary Provision

There are no financial implications as fellowship was completely funded by the U.S. Department of State.

Attachments

1. 2019-02-28 Council - Attachment 1 Northland Digital Enablement Group Quick Notes - A2340018 ⇩

2. 2019-02-28 Council - Attachment 2 Action Plan Ana Mules - A2340019 ⇩

Ordinary Council Meeting Agenda

28 February 2019

8.2 Final Consideration of Private Plan Change 22 - Inlet Estate Limited to the Far North District Plan

File Number: A2337902

Author: Andrew McPhee, Senior Policy Planner

Authoriser: Darrell Sargent, General Manager - Strategic Planning and Policy

Purpose of the Report

To seek final approval from Council and make Private Plan Change 22 – Inlet Estate Limited (PPC22) operative.

Executive Summary

· PPC22 sought to change the zoning for two parcels of land totalling 3.57ha in area, at 17 and 17A Kerikeri Inlet Road from Rural Living zone to Residential zone.

· No appeals have been received by the Environment Court against PPC22 within the 30 day statutory timeframe.

· The provisions of PPC22 are now deemed operative under Schedule 1 of the Resource Management Act 1991 (the Act).

· Council approval is required to complete the Schedule 1 statutory process under the Act, give the plan change an operative date and inform the public of its operative status.

Recommendation

That Council pursuant to Clauses 17 and 20 of Schedule 1 of the Resource Management Act 1991:

a) Approves Private Plan Change 22 – Inlet Estate Limited;

b) Sets the operative date for Private Plan Change 22 of 25 March 2019;

c) Publicly notifies Private Plan Change 22 with the operative date.

1) Background

PPC22 was lodged on 11 April 2017 and sought to change the zoning for two parcels of land totalling 3.57ha in area, at 17 and 17A Kerikeri Inlet Road from Rural Living zone to Residential zone.

PPC22 received 37 submissions, 19 were in support, 9 opposed, 2 were neutral and 7 either supported or opposed in part. Following the summary of submissions, 4 further submissions were also received.

A hearing was held in Kerikeri on 2 August 2018 and heard by the appointed Hearings Commissioner, William (Bill) Smith.

Council approved as its decisions, the recommendations made by the independent hearings commissioner in respect of PPC22 at the 25 October 2018 Council meeting.

PPC22 rezones 7, 11, 15, 17, 17A Kerikeri Inlet Road and 86 Cobham Road, Kerikeri, from Rural Living to Residential. It modifies the following provisions in the District Plan:

§ 7.6.3 Objectives;

§ 7.6.4 Policies;

§ 7.6.5.1.7 Setback from Boundaries;

§ 7.6.5.1.10 Visual Amenity;

§ 7.6.5.3.7 Setback from Boundaries;

§ 15.1.6C.1.1 Private Accessway in all Zones; and

§ Zone maps 28 and 87.

The decisions were publicly notified on 14 November 2018 and the 30 day statutory appeal period has expired. An email was received from the Environment Court on Tuesday 22 January confirming that no appeals have been received.

Council can now consider giving final approval to PPC22.

2) Discussion and Options

There are no appeals lodged against PPC22 meaning it is free of any further challenge.

To complete the Schedule 1 process under the Act, Council must now give final approval and select an operative date for PPC22. Clause 20 of Schedule 1 of the Act requires Council to publicly notify PPC22 as operative at least 5 working days before the date on which it will become operative in the District Plan.

There are a variety of tasks to complete, which coincide with and follow public notification. The operative text and maps of the District Plan must be updated, complete with an update schedule. The new status will be conveyed via Councils website, along with a media release and correspondence issued to participants in the PPC22 process and to all District Plan holders.

Administration recommends public notification on 13 March 2019 for an operative date of 25 March 2019 to allow for the preparation and completion of all administrative tasks.

Reason for the recommendation

To complete the statutory process required under the Act, to enable the District Plan to be updated and to make the public aware of PPC22 being operative and concluded.

3) Financial Implications and Budgetary Provision

Final approval of the plan change and declaring operative status involves public notification and associated administrative tasks and costs. The costs will be covered by the District Plan budget initially, but will be recovered from the requester (Inlet Estate Limited).

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

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	Assessed as low significance, this is the completion of the plan change process.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The plan change is assessed against existing policies of Council as per the requirements under the Act.
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.	It only has relevance to Kerikeri and has been through a public statutory process. The Community Board has had the opportunity to submit through the Schedule 1 RMA process.
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.	This is the completion of the plan change process. The requester consulted with Māori prior to the plan change being notified and there was also the opportunity to contribute through submission.
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 plan change was publicly notified so anybody with an interest has had the opportunity to participate.
State the financial implications and where budgetary provisions have been made to support this decision.	The District Plan budget for 2018/19 will cover the cost of the plan change, which is recoverable from the requester once made operative.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Ordinary Council Meeting Agenda

28 February 2019

Rating Delegations Schedule 2019

· Local Government (Rating) Act 2002

· Rates Rebate Act 1973

· Rating Valuations Act 1998

· Rates Remission Policy (R04) – Section 85

· Rates Postponement Policy (P04) – Section 87

· Remission & Postponement of Rates on Maori Freehold Land (ML04)

Rating Delegations

Act	Section	Delegations	Title
Local Government (Rating) Act 2002	27(5)	Determine whether to divide rating units and the methodology for division.	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer
Local Government (Rating) Act 2002	29	Determine objections to the Rating Information Database.	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer
Local Government (Rating) Act 2002	35	Remove a name from the Rating Information Database.	· Chief Executive · GM: Corporate Services · Manager District Administration · Property Information Team Leader
Local Government (Rating) Act 2002	39	Determine objections to rates records.	· Chief Executive · GM: Corporate Services · Chief Financial Officer
Local Government (Rating) Act 2002	40	Correct an error in the rating information database or rates records.	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer
Local Government (Rating) Act 2002	52	Agree the method by which rates may be paid.	· Chief Executive · GM: Corporate Services · Chief Financial Officer
Local Government (Rating) Act 2002	54	Determine that the rates payable on a rating unit in a financial year are uneconomic to collect, and not to collect them. Notify the ratepayer.	· Chief Executive · GM: Corporate Services · Chief Financial Officer
Local Government (Rating) Act 2002	61	Collect unpaid rates from the owner (where ratepayer is other than the owner)	· Chief Executive · GM: Corporate Services · Chief Financial Officer Manager - Transaction Services
Local Government (Rating) Act 2002	62	Collect, accept, or recover as a debt unpaid rates from persons other than the owner	· Chief Executive · GM: Corporate Services · Chief Financial Officer Manager - Transaction Services
Local Government (Rating) Act 2002	63	Commence proceedings to recover as a debt unpaid rates and execute all related statutory and legal documents on behalf of the Council	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Manager - Transaction Services
Local Government (Rating) Act 2002	67	Apply to the Registrar of the High Court to have a judgment for rates enforced by sale or lease of the rating unit.	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Manager - Transaction Services
Local Government (Rating) Act 2002	72	Give consent of the Council to the sale or lease of a rating unit by private treaty for any consideration that the Registrar thinks reasonable	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Manager - Transaction Services
Local Government (Rating) Act 2002	77	Give public notice that the Council intends to have the land declared abandoned and to sell or lease the land. Apply to the District Court for an order that declares the land to be abandoned and authorises the Council to sell or lease the land. Commence proceedings under section 67 to sell or lease abandoned land	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Manager - Transaction Services
Local Government (Rating) Act 2002	78	Sell or lease the land under sections 79 to 83 of the Act	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Manager - Transaction Services
Local Government (Rating) Act 2002	79	Determine whether the sale or lease of abandoned land will be by public auction or public tender. Determine any terms or conditions of sale or lease and place a reserve on the land. Decide to refuse any tender; or put the abandoned land up for sale or lease as often as may be required until it is sold or leased. If the abandoned land is not sold or leased at public auction or by public tender, sell or lease the land by private treaty for any consideration that is not less than the reserve. Bid for the abandoned land at any public auction of it and buy the land on behalf of the Council.	· Chief Executive · GM: Corporate Services · Chief Financial Officer
Local Government (Rating) Act 2002	80	Approve documents for execution under Council seal.	· Chief Executive · GM: Corporate Services · Chief Financial Officer
Local Government (Rating) Act 2002	82	If the proceeds of a sale or lease of abandoned land under section 79 are not sufficient to meet the rates, interest, costs, and expenses, write off the deficiency.	· Chief Executive · GM: Corporate Services · Chief Financial Officer ·
Local Government (Rating) Act 2002	85	Remit all or part of the rates on a rating unit (including penalties for unpaid rates) in accordance with the rates remission policy.	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Manager - Transaction Services · Team Leader - Rating Services · Technical Rates Officer
Local Government (Rating) Act 2002	87	Postpone the requirement to pay all or part of the rates on a rating unit (including penalties for unpaid rates) in accordance with the rates postponement policy.	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Manager - Transaction Services · Team Leader - Rating Services Technical Rates Officer
Local Government (Rating) Act 2002	99	Apply to the Maori Land Court for an order charging the unpaid rates against land.	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Manager Enabling MFL · Manager - Transaction Services
Local Government (Rating) Act 2002	114	Remit all or part of the rates (including penalties for unpaid rates) on Maori freehold land in accordance with the policy on the remission and postponement of rates on Maori freehold land.	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Manager Enabling MFL · Manager - Transaction Services
Local Government (Rating) Act 2002	115	Postpone the requirement to pay all or part of the rates on Maori freehold land (including penalties for unpaid rates) in accordance with the policy on the remission and postponement of rates on Maori freehold land.	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Manager Enabling MFL · Manager - Transaction Services · Team Leader - Rating Services · Technical Rates Officer
Local Government (Rating) Act 2002	135	Sign documents as evidence for court proceedings	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Manager Enabling MFL · Manager - Transaction Services


Rates Rebate Act 1973	13	To witness declarations made on Applications for rates rebates	· Community & Customer Services Manager · Team Leader, Kaikohe Service Centre · Branch Manager, Kerikeri · Branch Manager, Kaitaia · Customer Service Officers · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services
Rating Valuations Act 1998	50 & 34	Determine an objection following review, EXCEPT THAT where the determination differs from the outcome of the registered valuers review, the matter must be brought to the Council for final determination.	· Chief Executive · GM: Corporate Services · Manager District Administration · Property Information Team Leader
Rating Valuations Act 1998	50 & 36	Require an objection to be heard by the Land Valuation Tribunal.	· Chief Executive · GM: Corporate Services · Manager District Administration · Property Information Team Leader

Policy Delegations

Local Government (Rating) Act 2002 Section 85
Rates Remission and Postponement - Policy R04 Approval of any application for remission of rates up to $20,000 by Chief Financial Officer Over $20,000 by General Manager – Corporate Services and the Chief Financial Officer jointly
Policy Statement No		Officer/s	Amount
R04/01	Remissions of penalties	· Chief Executive · GM: Corporate Services · Community & Customer Services Manager · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services · Branch Managers	Þ 100% Þ 100% Þ 100% Þ 100% Þ $1,000 Þ $1,000 Þ $1,000 Þ $500
R04/02	Remissions of additional penalties	· Chief Executive · GM: Corporate Services · Community & Customer Services Manager · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services · Branch Managers · Customer Service Officers	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ $500 Þ $500
R04/04	Remission of rates on land owned or used by charitable or community organisations	· General Manager – Corporate Services and the Chief Financial Officer	Jointly
R04/05	Remission of charges on properties only partly within district	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Service	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%
R04/06	Remission of charges on contiguous properties	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%
R04/07	Remission of school sewerage charges	· Chief Executive · · GM: Corporate Services · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%
R04/08	Remission of excess water charges (up to 50% of normal water reading applications for more than 50% go to Council)	· Chief Executive · · GM: Corporate Services · Community & Customer Services Manager · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%
R04/09	Remission of postponed rates (basis of remission specified in each postponement policy)	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%
R04/11	Remission of rates on land subject to protection for natural, historic or cultural conservation purposes. (This now requires confirmation that the land concerns meets conservation or other requirements pursuant to the District Plan and that the covenant meets Council requirements.)	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%

Local Government (Rating) Act 2002 Section 87
Rates Remission and Postponement - Policy P04 Any application for a postponement of rates outside of those allowed under these policies must be made in writing to Council. It must set out in detail the reasons why the application is being made outside of the policies established under the LG (Rating) Act 2002. Council is under no obligation to approve any applications that do not comply with the established policies and Council's decision on the matter is final Over $20,000 by General Manager – Corporate Services and the Chief Financial Officer jointly
Policy Statement No		Officer/s	Amount
P04/01	Postponement of rates on land subject to protection for natural, cultural or conservation purposes. (This now requires confirmation that the land concerns meets conservation or other requirement pursuant to the District Plan and that the covenant meets Council requirements.)	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%
P04/02	Postponement of rates on unusable land.	· Chief Executive · · GM: Corporate Services · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%
P04/03	Postponement of rates on landlocked general title land	· Chief Executive · · GM: Corporate Services · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%
P06/04	Postponement of rates on farmland	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%
P04/05	Postponement of rates on residential land	· Chief Executive · GM: Corporate Services · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%

Local Government (Rating) Act 2002 Section 108 & 109
Remission and Postponement of Rates on Maori Freehold Land ML04 All applications to be authorised by any two (2) delegated officers jointly
Policy Statement No		Officer/s	Amount
ML04/01	Remission of rates on unoccupied Maori freehold land.	· Chief Executive · · GM: Corporate Services · Manager Enabling MFL · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%
ML04/02	Remission of rates on Maori freehold land used for the purposes of Papakainga or other housing projects subject to occupation licences or other informal arrangements	· Chief Executive · GM: Corporate Services · Manager Enabling MFL · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%
ML04/03	Postponement of Rates on Maori freehold land	· Chief Executive · GM: Corporate Services · Manager Enabling MFL · Chief Financial Officer · Team Leader - Rating Services · Technical Rates Officer · Manager - Transaction Services	Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100% Þ 100%

Ordinary Council Meeting Agenda

28 February 2019

9.2 2019 Triennial Elections - Order of Candidate Names on Voting Documents

File Number: A2320855

Author: Caroline Wilson, Manager - District Administration

Authoriser: Sheryl Gavin, General Manager Corporate Services (Acting)

Purpose of the Report

Seek approval to retain the status quo of alphabetical names of candidates on voting documents for the 2019 triennial elections.

Executive Summary

· Regulation 31 of the Local Electoral Regulations 2001 provides the opportunity for Council to choose the order of candidate names appearing on the voting documents.

· There are three options - alphabetical, pseudo-random (names drawn out of a hat in random with all voting documents printed in this order) or random order (names randomly drawn by computer with each voting document different).

· Alphabetical order has been the adopted option for previous elections.

Recommendation

That Council adopts the alphabetical order of candidate names, as permitted under Regulation 31 of the Local Electoral Regulations 2001, for the 2019 triennial elections.

1) Background

Triennial elections will be held on Saturday 12^th October 2019.

Regulation 31 of the Local Electoral Regulations 2001 provides the opportunity for Council to choose the order of candidate names appearing on the voting documents from three options - alphabetical, pseudo-random (names drawn out of a hat in random with all voting documents printed in this order) or random order (names randomly drawn by computer with each voting document different).

The decision on the order of candidate names must be made in early 2019 to enable printing of voting documents. If no decision is made, the order of names defaults to alphabetical.

2) Discussion and Options

Council may determine which order the names of candidates are to appear on the voting documents.

Council has previously resolved to adopt alphabetical order for triennial elections.

Option 1 - Alphabetical Order

Alphabetical order is simply listing candidate names alphabetically and is the order traditionally used in local authority and parliamentary elections.

Comments regarding alphabetical order are:

· voters are easily able to find candidate names for whom they wish to vote for. Some candidates and voters over the years have argued that alphabetical order of candidate names may tend to favour those candidates with names in the first part of the alphabet, but in practice this is generally not the case - most voters tend to look for name recognition, regardless of where in the alphabet the name lies;

· the order of candidates on the voting document matches the order of candidates listed in the candidate directory (candidate profile statements).

This is the preferred option as voters are familiar with the concept of alphabetical order on voting documents.

Option 2 - Pseudo-Random Order

Pseudo-random order is where candidate names are randomly selected and the order selected is the order appearing on all voting documents relevant to that issue. The names are randomly selected by a method such as drawing names out of a hat.

Comments regarding pseudo-random order are:

· the candidate names appear in mixed order (not alphabetical) on the voting document;

· possible voter criticism/confusion as specific candidate names are not easily found, particularly where there are a large number of candidates;

· the order of candidates on the voting document does not match the candidates listed in the candidate directory (candidate profile statements) which is alphabetical.

Option 3 - Random Order

Random order is where all candidate names are randomly selected and the order of names is different on every voting document. The names are randomly selected by computer so that the order of names is different on each voting document.

The random order enables names to be placed on each issue in a completely unique order on each voting document.

Comments regarding random order are:

· the candidate names appear in mixed order (not alphabetical) on the voting document;

· possible voter criticism/confusion as specific candidate names are not easily found, particularly where there are a large number of candidates;

· the order of candidates on the voting document does not match the candidates listed in the candidate directory (candidate profile statements) which is alphabetical.

Reason for the recommendation

To allow Council to choose the preferred method of listing the names of candidates on the voting documents, as provided for under Regulation 31 of the Local Electoral Regulations 2001, for the 2019 triennial elections.

3) Financial Implications and Budgetary Provision

There is no price differential in printing costs between the three orders of candidate name options. The cost of the election is provided for in existing budgets.

Attachments

1. S31 Local Electoral Regulations 2001 - A2321013 ⇩

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

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 degree of significance. The order of candidate names on voting documents does not meet the threshold of high significance under the policy.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	There is no Council policy on the matter of local government elections. Councils requirements are bound by the Local Electoral Act 2001 and the Local Electoral Regulations 2001.
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.	District wide relevance – however, elections are bound by NZ legislation and affect every voter within New Zealand.
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.	There are no specific implications for Maori beyond those applicable to any voters within the Far North district.
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.	There are no identified persons likely to have an interest in the matter.
State the financial implications and where budgetary provisions have been made to support this decision.	Budget has been allocated for this triennial, legislated requirement.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.