Agenda of Motutangi Drainage Area Committee Meeting

Motutangi Drainage Area Committee Meeting Agenda

18 March 2019

3.1 Confirmation of Previous Minutes

File Number: A2384093

Author: Maryn Ashby, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

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

Recommendation

That the Motutangi Drainage Area Committee that the minutes of the meeting of the Motutangi Drainage Area Committee held 10 September 2018 are a true and correct record.

1) Background

Local Government Act 2002 Schedule 7 Section 28 states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.

2) Discussion and Options

The minutes of the meeting are attached.

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

Reason for the recommendation

The reason for the recommendation is to confirm the minutes are a true and correct record of the previous meeting.

3) Financial Implications and Budgetary Provision

There are no financial implications or the need for budgetary provision as a result of this report.

Attachments

1. 2018-09-10 Motutangi Drainage Area Committee Minutes - A2289914 ⇩

Compliance schedule:

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

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Not applicable
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Not applicable
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	Not applicable
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	None
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Not applicable
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision arising from this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Motutangi Drainage Area Committee Meeting Agenda

18 March 2019

4 Reports

4.1 Motutangi Drainage Area 18/19 Programme Update

File Number: A2371452

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To notify the Motutangi Drainage Area Committee of progress on all drainage aspects; planning, financing and physical works, for the financial year ending the 30^th of June 2019.

Executive Summary

As the 2018/19 summer has begun, several tasks on the approved work programme have been completed or are in progress. With a combination of spraying, cleaning and access improvements being completed on behalf of the ratepayers, this will provide a progress report on the work and finances along with any new developments. To date a total of $23,118 has been expended for the Motutangi work programme.

Recommendation

That the Motutangi Drainage Area Committee:

a) Note and review the 2018/19 work programme.

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

1) Background

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

The work programme for the 2018/19 financial year was most recently approved at the 10^th of September 2018 Committee meeting. Additionally it has been reviewed during earlier Committee meetings on 22^nd of March 2018 and 11^th of September 2017.

From the most recent Committee meeting, a resolution was made to:

“…approve partial funding, equal to 25% of the total cost, for the purchase of a drone including the necessary accessories, on the basis the remaining drainage Committees agree to an equal share of the total expense.”

As the other Drainage Area Committees also made this resolution, the drone share has been included as a new item in the budget. It also seemed reasonable for the Far North District Council to pay a share so the original 25% has been reduced to 20% as it’s now split into 5 equal portions.

2) Discussion and Options

Within the Motutangi Area, there are several agreed points which require work. This section details the work currently programmed from September 2018 and what progress has been made.

In case of any additional changes, it is intended that the 2018/19 work programme is reviewed.

2.1 Work programme summary

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

*Motutangi*	*Budgeted*	*Expended*
*Completed Work:*
*Spraying of Motutangi Stream, 10^th to 13^th September (primarily focused on spraying the West/far side)*	*$1,300*	*$1,300*
*Spraying of the Main Outfall drain through the Harvey property and to the DOC boundary, 10^th to 13^th September*	*$1,000*	*$550*
*Spraying of drains during late Spring / early Summer*	*$7,096*	*$6,035*
*Machine cleaning Spring*	*$4,500*	*$6,929*
*Access track maintenance (Mulching as directed)*	*$2,000*	*$6,741*
*Install a culvert, access track, gate and strainers at the Harvey/Harrington boundary on the Aspin Drain (In progress)*	*$2,500*	*$679*
*Install a gate and strainers at the Bryan/Blucher boundary on the Bryan Drain*	*$500*	*$884*
*Total*	*$18,896*	*$23,118*
*Remaining Work & Allowances:*
*Cleaning the inaccessible portion of the Aspin drain (500m)* *Note this is an estimate as will be at an hourly rate due to the uncertainty of the terrain*	*$3,000*
*Install a culvert, access track, gate and strainers at the Harvey/Bryan boundary on the Beazley Drain*	*$2,500*
*Install a culvert, access track, gate and strainers at the Harvey/Harrington boundary on the Aspin Drain (In progress)*	*$1,821*
*A culverted access track is required at Bede’s property on the Selwyn Drain*	*$3,000*
*Department of Conservation Concession Agreement Fee (one off fee)*	*$1,540*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*Contingency allowance*	*$3,000*
*Total*	*$15,525*

2.2 Projects within work programme

Aspin Drain access crossing at the Harvey/Harrington boundary

This will enable better access for maintenance of the Aspin Drain. This crossing will require a gate, strainer posts and culvert to be installed. An allowance of $2,500 has been programmed and so far 1 culvert has been purchased at a cost of $679. Another culvert is being purchased. The culverts will then be installed by the property owner.

Bryan Drain access crossing at the Bryan/Blucher boundary

This crossing will enable better access for maintenance of the Bryan Drain. This crossing will require a gate, strainer posts and culvert to be installed. An allowance of $500 was programmed but both culverts have been purchased at a cost of $884. The culverts will now be installed by the property owner.

Deferred projects

Motutangi stream stockpile relocation

The Motutangi Stream stockpile relocation area has to be positioned in accordance with the DOC agreement conditions. At present we are still consulting with DOC in order to reach a decision, more information on this can be found under section 2.4 Motutangi Drainage Area management plan.

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

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

2.3 General maintenance within work programme

Spraying

Spraying of the Motutangi drains was completed over October and November at a cost of $7,885. The $700 allowance for helicopter spraying of the Aspin Drain has been removed as a new access crossing is almost complete. There was also an allowance of $750 for spraying of the Motutangi Stream access track which wasn’t required.

If Alligator weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required otherwise a stronger spray with the approval below may be more practical:

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

Machine cleaning

The Motutangi stream outlet was cleaned in September with a medium reach digger from the drain intersection and downstream as required. This came to a cost of $6,929 which is consistent last year’s cost of $6,998. After cleaning with a medium reach digger, the remainder of the channel was sprayed.

The long and hot summer this year is encouraging weed growth but at this stage the cleaning operation has been successful. As we move into late autumn, the drain conditions will be assessed again to identify if an additional clean and spray is required.

A contingency of $3,000 has been budgeted in case an additional clean is required.

The Aspin Drain is also programmed for cleaning this year but is currently on hold until the new access crossing is installed. This also depends on how dry the access is. However, when suitable there is a budget of $3,000 available.

During their inspection of the drains, the spraying contractors did not identify any further need for cleaning.

Accessibility issues & maintenance

Exploratory mulching of the Motutangi Stream access track was completed at a cost of $6,741.

The spraying contractor identified a need for access track widening along the ‘Cut to Lands End’ drain. There is minimal room for the spraying truck to drive through and at points can get quite dangerous. An allowance of $2,000 was programmed for the access track widening but was not used for this due to other priorities, and this will now be included in the 19/20 programme.

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

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

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

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

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

A notice was sent in 2017 to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues.

2.4 Motutangi Drainage Area management plan / DOC concession agreement

We received a response from DOC on the 19^th of December 2018 along with their further revised concession agreement.

On the 1^st of February 2019, we replied to DOC with a meeting request in the hope that we could discuss any sticking points and come to an agreement. This would avoid more time spent revising the document and time in admin work. Unfortunately we hadn’t received a reply from DOC.

On Tuesday the 19^th of February we phoned DOC Kaitaia and were transferred to another officer. This lead to a promising phone call and we’re currently awaiting further response from them regarding a meeting.

For a summary of the consultation timeline between FNDC and DOC, please see Attachment 1 – “Motutangi Concession Agreement – DOC Consultation Summary”.

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

2.5 Drainage area mapping

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

To date the entire Kaikino Drainage Area has been mapped although it is not yet available online.

The other Drainage Areas, Waiharara, Kaitaia and Motutangi, are planned for mapping when we have the available staff.

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

Spare batteries - $320 each

Memory card - $60

Carry bag - $120

As mentioned in Section 1, a new budget item of $664, roughly equal to 20% of the cost, has been added to each area’s programme for the purchase of the drone.

2.6 Drainage Area Requests for Service (RFS) Summary

In the last 6 months, there has been one RFS received regarding the Motutangi Drainage Area. Please find a summary of the request below:

On the 5^th of December 2018 the mayor received a letter from Mr Croydon Thompson. In the letter he expressed his concerns with sediment and debris discharging into the Houhora harbour as a result of the FNDC cleaning the Motutangi Stream. This was then logged as RFS 3925397 and assigned to the Alliances Manager Glenn Rainham to action.

Please see Attachment 2 for more information which is a cover letter from Mr Croydon Thompson.

Reason for the recommendation

To ensure that the Motutangi Drainage Area Committee are up to date on current work progress and expenditure. Also to ensure the Committee has the opportunity to review and make changes to the programme if required.

3) Financial Implications and Budgetary Provision

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

Motutangi	Budget
2017-18 Residual funds (reserve funds available)	$43,711
2018 Opening Balance (rated income)	$46,000
2018-19 Expenditure to date	$23,118
2018-19 Remaining Expenditure	$15,525
2018-19 Closing Reserve Balance	$51,068

Attachments

1. Motutangi Concession Agreement - DOC Consultation Summary - A2372396 ⇩

2. RFS3925397-MAY-ThompsonC-MotutangiStrmDrainageDist-Ltr - A2373285 ⇩

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	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report seeks a recommendation from the Committee to the Te Hiku Community Board.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Motutangi Drainage Area Committee Meeting Agenda

18 March 2019

20/02/2019

RE: Motutangi Concession Agreement – DOC Consultation Summary

As requested by the chairperson of the Motutangi Drainage Area Committee, please find tabled below the most recent emails sent from Council to the Department of Conservation (DOC).

Sender	Date	Contents
FNDC	06/04/2018	Sending our latest amendments to DOC for comment
FNDC	20/07/2018	Request for DOC to provide an update on progress
FNDC	17/08/2018	Request for DOC to provide an update on progress
DOC	17/08/2018	Response advising an update will be given on the 22/08/2018
FNDC	28/09/2018	Request for DOC to provide an update on progress
FNDC	09/10/2018	Request for DOC to provide an update on progress
FNDC	24/10/2018	Request for DOC to provide an update on progress
FNDC	16/11/2018	Request for DOC to provide an update on progress
DOC	16/11/2018	Response advising of a final response by 23/11/2018
DOC	19/12/2018	Revised concession document received for us to consider
FNDC	01/02/2019	Request for meeting to discuss further changes
FNDC	07/02/2019	Request for a response
FNDC	19/02/2019	Transferred to DOC Hamilton – Sent revised document for their review

Upon receiving DOC’s comments and revisions on the 19^th of December 2018, FNDC staff would like to make further changes and discuss these with DOC directly as opposed to sending another revision back for assessment.

It appears DOC Hamilton had been asked to take over the assessment and this may prove to be a more fruitful arrangement. After sending the revised agreement to DOC Hamilton, we are currently awaiting feedback.

If you require any further information please do not hesitate to contact Council on 09 401 5200 or free-phone 0800 920 029.

Yours sincerely

Troy Smith

Graduate Engineer – 3 Waters

Troy.smith@fndc.govt.nz

Motutangi Drainage Area Committee Meeting Agenda

18 March 2019

4.2 Motutangi Drainage Area 19/20 Programme

File Number: A2372278

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

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

Executive Summary

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

Recommendation

That the Motutangi Drainage Area Committee:

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

1) Background

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

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

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

2) Discussion and Options

Across the Motutangi Area, there are several points which require work. The items detailed in the below work programme have been determined by staff based on information from the spraying contactor and other sources. However, the Committee may be aware of other work that is required and today’s meeting provides an opportunity to adjust the work programme.

2.1 Proposed work programme summary

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

*Motutangi*
*Spraying of the drains during early spring and in the autumn if required*	*$13,037*
*Machine cleaning of the Motutangi Stream in late spring*	*$8,000*
*Machine cleaning of the Motutangi Stream in autumn*	*$4,500*
*Machine cleaning allowance for other drains*	*$2,500*
*The Motutangi Stream stockpile relocation programme*	*$34,000*
*Access track maintenance*	*$2,000*
*Northland Regional Council fee*	*$500*
*Contingency allowance*	*$3,000*
*Total*	*$67,537*

2.2 Proposed projects within work programme

Motutangi stream stockpile relocation

The Motutangi Stream stockpile relocation area has to be positioned in accordance with the Department of Conservation (DOC) Concession conditions, when finalised.

Any dumpsites would be identified by DOC before works commenced.

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

2.3 General maintenance within the work programme

Spraying

Spraying of the Motutangi Area is to be completed during late spring / early summer 2019/20. If additional spraying is required in autumn, this will be funded from a contingency.

Machine cleaning

Over the 2018/19 year, the Motutangi Area has been investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require mechanical removal. Other than cleaning a section of the Motutangi stream, there is no further cleaning scheduled. Below is a review of what’s been undertaken in the past.

The Motutangi stream has required 2 partial cleans a year. In the 2017/18 FY, both cleans were completed using a medium reach digger as this machine is quicker and therefore cheaper. To assist the effect of using a medium reach digger along the Motutangi Stream, the far bank was sprayed with an extended spray gun during a very low tide. A recent inspection has confirmed that this method provides good value.

The work programme’s cleaning costs are based on this method.

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

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

Accessibility issues & maintenance

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

The spraying contractor identified the need for access track widening along the ‘Cut to Lands End’ drain. There is minimal room for the spraying truck to drive through and at points can get quite dangerous. A budget of $2,000 has been programmed for the access track widening in the 19/20 programme; this is to be completed early in the season before spraying is to begin.

In addition to maintenance of the new tracks, the spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009:

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

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

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

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

A notice was sent in 2017 to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues.

Council staff will analyse this information and make recommendations to the Committee on work which may be required. Staff, or as agreed by the Committee, may also contact the landholders directly where they are in breach of the Bylaw.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Motutangi	Budget
2018-19 Residual funds (reserve funds available)	$51,068
2019 Opening Balance (rated income)	$34,000
2019-20 Proposed Expenditure	$67,537
2019-20 Closing Reserve Balance	$17,531

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	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report seeks a recommendation from the Committee to the Te Hiku Community Board.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Motutangi Drainage Area Committee Meeting Agenda

18 March 2019

4.3 Motutangi Drainage Area 20/21 Programme

File Number: A2372306

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide the Motutangi Drainage Area Committee with an outline of the proposed works and costs for the 2020/21 financial year.

Executive Summary

Over the 2020/21 financial year, the Far North District Council wishes to complete a selection of drainage area works. The work includes spraying, cleaning and access maintenance of the drains. It is recommended a budget of $33,537 is allocated to cover the required and potential work for Motutangi.

Recommendation

That the Motutangi Drainage Area Committee:

a) Recommend the reviewed 2020/21 work programme to the Te Hiku Community Board for approval.

1) Background

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

The works programme for the 2020/21 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2018/19 and 2019/20 are completed as planned.

2) Discussion and Options

Within the Motutangi Area, there are several areas which require work. The items detailed in the below work programmes have been determined by staff based on information from the spraying contactor and other sources. However, the Committee may be aware of other work that is required and today’s meeting provides an opportunity to adjust the work programme.

Further review of the programme must be done during the following Drainage Area Committee Meeting held in September 2019 and over the next financial year. This is due to the highly estimated nature of the work programme.

2.1 Proposed work programme summary

Work is to be completed before 30 June 2021, with the spraying programme to start during late 2020:

*Motutangi*
*Spraying of the drains during early spring and in the autumn if required*	*$13,037*
*Machine cleaning of the Motutangi Stream in late spring*	*$8,000*
*Machine cleaning of the Motutangi Stream in autumn*	*$4,500*
*Machine cleaning allowance for other drains*	*$2,500*
*Access track maintenance*	*$2,000*
*Northland Regional Council fee*	*$500*
*Contingency allowance*	*$3,000*
*Total*	*$33,537*

2.2 General maintenance within the work programme

Spraying

Spraying of the Motutangi Area is to be completed during late spring / early summer 2020/21. Any additional spraying will be included as a contingency.

Machine cleaning

Over the 2019/20 year, the Motutangi Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which may require mechanical removal. Other than cleaning a section of the Motutangi stream, there is no further cleaning scheduled. Below is a review of what’s been undertaken in the past.

The work programme’s cleaning costs are based on this method.

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

A machine cleaning allowance of $15,000 has been included in the 2020/21 year.

Accessibility issues & maintenance

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

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

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

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

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

A notice was sent in 2017 to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues.

Reason for the recommendation

To confirm the expected works and their associated costs. With the work programme to be completed by 30 June 2021.

3) Financial Implications and Budgetary Provision

A summary of the expected 2020/21 financial year is as follows:

Motutangi	Budget
2019-20 Residual funds (reserve funds available)	$17,531
2020 Opening Balance (rated income)	$32,000
2020-21 Proposed Expenditure	$33,537
2020-21 Closing Reserve Balance	$15,994

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	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report seeks a recommendation from the Committee to the Te Hiku Community Board.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report