AGENDA

 

 

Te Hiku Community Board Meeting

 

Tuesday, 16 April 2019

 

Time:

10:00 AM

Location:

Coopers Beach Bowling Club

234 State Highway 10

 

 

Membership:

Chairperson Adele Gardner

Member Lawrie Atkinson

Member Bronwyn Bauer-Hunt

Member Melanie Dalziel

Member Awhina Murupaenga

Member Nuu Ward

Cr Felicity Foy

 

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

The Local Government Act 2002 states the role of a Community Board is to:-

(a)      Represent, and act as an advocate for, the interests of its community;

(b)      Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board;

(c)      Maintain an overview of services provided by the territorial authority within the community;

(d)      Prepare an annual submission to the territorial authority for expenditure within the community;

(e)      Communicate with community organisations and special interest groups within the community;

(f)      Undertake any other responsibilities that are delegated to it by the territorial authority

Council Delegations to Community Boards - January 2013

The "civic amenities" referred to in these delegations include the following Council activities:

·         Amenity lighting

·         Cemeteries

·         Drainage (does not include reticulated storm water systems)

·         Footpaths/cycle ways and walkways.

·         Public toilets

·         Reserves

·         Halls

·         Swimming pools

·         Town litter

·         Town beautification and maintenance

·         Street furniture including public information signage.

·         Street/public Art.

·         Trees on Council land

·         Off road public car parks.

·         Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.

Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.

Set local priorities for minor capital works in accordance with existing strategies,

1.    Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long Term Plan processes.

2.    Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.

3.    Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.

4.    Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.

5.    To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.

6.    To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long Term Plan, and make recommendations to the Council.

7.    Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centers.

8.    To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.

9.    To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977, and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.

10.  To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.

11.  Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.

12.  Recommend new bylaws or amendments to existing bylaws.

13.  Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.

14.  Exercise the following powers in respect of the Council bylaws within their community:

a.    Control of Use of Public Spaces – Dispensations on signs

b.    Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.

c.    Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2

d.    Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.

e.    Speed Limits – Recommend places and speed limits which should be imposed.

15.  To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.

16.  Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.

17.  To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.

18.  To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.

19.  In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.

20.  Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.

Terms of Reference

In fulfilling its role and giving effect to its delegations, Community Boards are expected to:

1.    Comment on adverse performance to the Chief Executive in respect of service delivery.

2.    Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.

3.    Assist their communities to set priorities for Pride of Place programmes.

4.    Have special regard for the views of Maori.

5.    Have special regard for the views of special interest groups, e.g. disabled, youth, aged, etc.

6.    Actively participate in community consultation and advocacy and keep Council informed on local issues.

7.    Seek and report to Council community feedback on current issues by:

a)     Holding a Community forum prior to Board meetings

b)     Varying the venues of Board meetings to enable access by members of the community

8.    Monitor and make recommendations to Council to improve effectiveness of policy.

9.    Appoint a member to receive Annual Plan\Long Term Council Community Plan submissions pertinent to the Board area, attend hearings within the Board area, and attend Council deliberations prior to the Plan adoption.

Protocols

In supporting Community Boards to fulfil their role, the Council will:

1.    Provide appropriate management support for the Boards.

2.    Organise and host regular workshops with the Community Boards l to assess the 'State of the Wards & District' to establish spending priorities.

3.    Prior to decision-making, seek and include 'Community Board views' in Council reports in relation to:

a.   the disposal and purchase of land

b.   proposals to acquire or dispose of reserves

c.   representation reviews

d.   development of new maritime facilities

e.   community development plans and structure plans

f.    removal and protection of trees

g.   local economic development initiatives

h.   changes to the Resource Management Plan

4.    Organise and host quarterly meetings between Boards, the CEO and senior management staff.

5.    Prepare an induction/familiarisation process targeting new members in particular early in the term.

6.    Support Board members to arrange meetings with local agencies and service clubs to place more emphasis on partnerships and raising profile of the Boards as community leaders.

7.    Permit Board chairperson (or nominated member) speaking rights at Council meetings.

8.    Help Boards to implement local community projects.

9.    Arrange for Infrastructure and Asset Management Staff to meet with the Community Boards in September each year to agree the capital works for the forthcoming year for input into the Annual or Long Term Plan.

10.  Provide information.


 

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc.)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

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

 

 

 

Bronwyn Hunt

CBEC

 

Director

Stand aside from any discussion held

Independent Hearings Commissioner

 

 

Continue to be available as a commissioner with the exception of any within the Te Hiku area.

Te Rarawa Anga Mua

Senior member of TRAM and technical advisor to PSGE for Te Runanga o Te Rarawa

 

Remove oneself from discussion and any decision making

Principle Advisor Policy, Strategy and Service Delivery

Te Hiku Beach Governance Board

 

Continue to provide technical advice to the board, no decision making authority with respect to the board

Northland Conversation Board Member

 

 

 

Reconnecting Northland (Chair)

 

 

 

Para Kore (member)

 

Para Kore holds a waste minimisation contract with FNDC.

Remove oneself from discussion and any decision making.

Te Ahu Charitable Trust (member)

 

Council is a tenant of the Te Ahu Facility

 

R Tucker Thompson Sail Training Trust

 

Trust leases a building and mooring currently operated by Far North Holdings

Abide by the trust document, remove oneself from discussion and any decision making.

Far North Regional Museum Trust (chair)

 

Museum located and operated by FNDC, Advisory and responsibility of trust is with the collections.

Abide by the MOU (May 2017)

Was employed between 1995-2010 as a senior manager within Council. There are staff who are still with FNDC that once reported to me. Don’t think there’s a conflict but would like it noted.

 

 

 

Awhina Murupaenga

No form received

 

 

 

Melanie Dalziel

No form received

 

 

 

Nuu Ward

No form received

 

 

 

Lawrie Atkinson

No form received

 

 

 

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 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, Tahuna Road/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 and 1 dwelling at 64 Allen Bell Drive, Kaitaia, and one property at 96 North Road, Kaitaia

 

 

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

 

 

 

Friends with some FNDC employees

 

 

 

 

 

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

Far North District Council

Te Hiku Community Board Meeting

will be held at the Coopers Beach Bowling Club, 234 State Highway 10 on:

Tuesday 16 April 2019 at 10:00 AM

Order Of Business

1          Apologies and conflicts of Interest 11

2          Public Forum.. 11

3          Speakers. 11

4          Deputations. 11

5          Confirmation of Previous Minutes. 12

5.1            Confirmation of Previous Minutes. 12

6          Infrastructure and Asset Management Group. 21

6.1            Road Naming - Stewart Road, Peria. 21

6.2            Road Naming - Amelie Place, Coopers Beach. 26

6.3            Kaitaia Drainage Area 18/19 Programme Update. 31

6.4            Kaitaia Drainage Area 19/20 Programme. 40

6.5            Kaitaia Drainage Area 20/21 Programme. 46

6.6            Waiharara and Kaikino Drainage Areas 18/19 Programme Update. 52

6.7            Waiharara and Kaikino Drainage Areas 19/20 Programme. 59

6.8            Waiharara and Kaikino Drainage Areas 20/21 Programme. 64

6.9            Motutangi Drainage Area 18/19 Programme Update. 68

6.10          Motutangi Drainage Area 19/20 Programme. 78

6.11          Motutangi Drainage Area 20/21 Programme. 82

7          Corporate Services Group. 86

7.1            Te Hiku Statement of Community Fund Account as at 28 February 2019. 86

7.2            Funding Application - Far North Palliative and Cancer Care Charitable Trust 89

7.3            Funding Application - Volunteering Northland. 99

8          Meeting Close. 109

 

 


1            Apologies and conflicts of Interest

Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.

If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Governance Support (preferably before the meeting).

It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.

2            Public Forum

3            SPEAKERS

          10:30 am Representative from Far North Palliative and Cancer Care Charitable Trust

          10:35 am Representative from Volunteering Northland

4            Deputations

          No requests for deputations were received at the time of the Agenda going to print.


Te Hiku Community Board Meeting Agenda

16 April 2019

 

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

File Number:           A2395645

Author:                    Melissa Wood, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

The minutes are attached to allow the Te Hiku Community Board to confirm that the minutes are a true and correct record of the previous meeting.

Recommendation

That the Te Hiku Community Board agrees that the minutes of the meeting of the Te Hiku Community Board held 5 March 2019 be confirmed as 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.

The Te Hiku Community Board Standing Orders Section 27.3 states that no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Reason for the recommendation

The reason for the recommendation is to confirm the minutes as 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.

Attachments

1.       Te Hiku Community Board - Unconfirmed Minutes 5 March 2019 - A2378317  


 

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.

This is a Community Board report

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 requiring input from the Chief Financial Officer.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

   MINUTES OF Far North District Council
Te Hiku Community Board Meeting
HELD AT
Te Ahu, Cnr Matthews Ave and South Road, Kaitaia
ON
Tuesday, 5 March 2019 AT 10:00 am

 

PRESENT:              Chairperson Adele Gardner, Member Lawrie Atkinson, Member Bronwyn Bauer-Hunt, Member Melanie Dalziel, Member Awhina Murupaenga, Member Nuu Ward, Cr Felicity Foy (10:05 am)

STAFF PRESENT: Melissa Wood - Meeting Administrator, Aya Morris - Community Development Advisor, Glenn Rainham - Manager Alliances, Jaco Cronje - Project Manager Footpath & Cycleways, Bill Hutchinson - Team Leader Civil Defence, Rob Koop - Financial Services

1            Apologies and conflicts of Interest

There were no apologies or declarations of interest

2            Public Forum

Gerard Boekel, resident of Kaitaia spoke to the Board about the possibility of creating a natural burial ground on the site of the old Kaitaia Community Forest on Norman Senn Avenue

Glenn Rainham - FNDC Manager Alliances introduced Sarah Boniface - Civil Defence Emergency Management officer based in Kaitaia (NRC)

3            SPEAKERS

Tony Banks, representative from NZ Offshore Powerboat Association spoke in regard to their funding application agenda item 8.5 refers. Further documentation was provided to the Board

Claire Gordon, representative from Be Free Inc spoke in regard to their funding application agenda item 8.6 refers

Wendy Sporle, representative from Awhina Hoiho Charitable Trust spoke in regard to their funding application agenda item 8.7 refers

4            DEPUTATIONS

There were no deputations

5            PUBLIC FORUM (Continued)

Daniel Thomson representative of the Mangonui Waterfront Working Group spoke to the Board about the urgent need for a footpath in the Mangonui Commercial Area.

6            Confirmation of Previous Minutes

6.1         Confirmation of Previous Minutes

Resolution  2019/1

Moved:       Chairperson Adele Gardner

Seconded:  Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board agrees that the minutes of the meeting of the Te Hiku Community Board held 12 December 2018 be confirmed as a true and correct record.

Carried

 

7            Infrastructure and Asset Management Group

7.1         Te Hiku New Footpaths Programme 2018/2019

MOTION

 

Moved:       Chairperson Adele Gardner

Seconded:  Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board agrees to the revised 2018/2019 footpath programme as follows:

·    Kaitaia: Arnold Rae park to ticket gate

·    Kaitaia: Pukepoto Road

·    Kaitaia: North Park Drive to Whangatane Drive - Design in 2018/2019, Construction 2019/2020

·    Kaitaia: Donald Road to Hillcrest Road

·    Kaitaia: Dominion Road

·    Kaitaia: SH1 Matthews Avenue

·    Ahipara: Foreshore Road toilets to Panorama Lane - Design in 2018/2019, Construction 2019/2020

·    Kaitaia: A&P to Te Ahu - Design in 2018/2019, Construction 2019/2020

Amendment

Moved:       Cr Felicity Foy

Seconded:  Member Awhina Murupaenga

That the Te Hiku Community Board agrees to the revised 2018/2019 footpath programme as follows:

a)     

i)        Kaitaia: Arnold Rae park to ticket gate

ii)       Kaitaia: Pukepoto Road

iii)      Kaitaia: North Park Drive to Whangatane Drive - Design in 2018/2019, Construction 2019/2020
Kaitaia: Donald Road to Hillcrest Road

iv)      Ahipara: Foreshore Road toilets to Panorama Lane - Design in 2018/2019, Construction 2019/2020

b)      and the balance of funds to be allocated to a shared 2.2m wide footpath through Centennial Park

CARRIED

Against - Member Hunt requested her vote against the motion be recorded

 

The amendment became the substantive motion

Resolution  2019/2

Moved:       Cr Felicity Foy

Seconded:  Member Awhina Murupaenga

That the Te Hiku Community Board agrees to the revised 2018/2019 footpath programme as follows:

a)     

i)       Kaitaia: Arnold Rae park to ticket gate

ii)      Kaitaia: Pukepoto Road

iii)     Kaitaia: North Park Drive to Whangatane Drive - Design in 2018/2019, Construction 2019/2020
Kaitaia: Donald Road to Hillcrest Road

iv)     Ahipara: Foreshore Road toilets to Panorama Lane - Design in 2018/2019, Construction 2019/2020

b)      and the balance of funds to be allocated to a shared 2.2m wide footpath through Centennial Park

Carried

Against - Member Hunt requested her vote against the motion be recorded


The meeting was adjourned from 11:39 am to 11:52 am.

8            District Services Group

8.1         Community and Customer Services Department Information Report 1 July - 31 December 2018

Resolution  2019/3

Moved:       Member Awhina Murupaenga

Seconded:  Member Lawrie Atkinson

That the Te Hiku Community Board receive the report Community and Customer Services Department Information Report 1 July - 31 December 2018.

Carried

 

9            Corporate Services Group

9.1         Lease 8 Melba Street Kaitaia to Nga Wawata Bi-Lingual Early Childhood Centre Limited

Motion

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Cr Felicity Foy

That the Te Hiku Community Board recommends that Council grants Nga Wawata Bi-Lingual Early Childhood Centre Limited a further 2 x 3 year right of renewal of the lease on the premises located at 8 Melba Street in Kaitaia from 1 July 2021 taking the final expiry date out to 30 June 2027.

Amendment

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Chairperson Adele Gardner

That

a)      the Te Hiku Community Board recommends that Council grants Nga Wawata Bi-Lingual Early Childhood Centre Limited a further 2 x 3 year right of renewal of the lease on the premises located at 8 Melba Street in Kaitaia from 1 July 2021 taking the final expiry date out to 30 June 2027

b)      Council staff investigate the feasibility of disposing of this Council asset

CARRIED

Resolution  2019/4

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Chairperson Adele Gardner

That

a)      the Te Hiku Community Board recommends that Council grants Nga Wawata Bi-Lingual Early Childhood Centre Limited a further 2 x 3 year right of renewal of the lease on the premises located at 8 Melba Street in Kaitaia from 1 July 2021 taking the final expiry date out to 30 June 2027

b)      Council staff investigate the feasibility of disposing of this Council asset

 

Carried

 

9.2         Chairperson and Member Reports

Resolution  2019/5

Moved:       Chairperson Adele Gardner

Seconded:  Member Melanie Dalziel

That the Te Hiku Community Board note the reports from the Chairperson, and Members Dalziel, Bauer-Hunt, Atkinson, and Ward.

Carried

 

At 12:37 p.m., Cr Felicity Foy left the meeting. At 12:40 p.m., Cr Felicity Foy returned to the meeting.

9.3         Funding Project Reports

Resolution  2019/6

Moved:       Chairperson Adele Gardner

Seconded:  Member Melanie Dalziel

That the Te Hiku Community Board notes the following project report forms from:

a)      Kaitaia Golf Club

b)      Kaitaia War Memorial Restoration Group

c)      Tokerau Beach Boys

d)      Tokerau Beach-Whatuwhiwhi Residents & Ratepayers Association

Carried

 

The meeting was adjourned from 1:11 pm to 1:40 pm.

9.4         Te Hiku Statement of Community Fund Account as at 31 January 2019

Resolution  2019/7

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Chairperson Adele Gardner

That the Te Hiku Community Board receives the report Te Hiku Statement of Community Fund Account as at 31 January 2019.

Carried

 

9.5         Application for Funding - NZ Offshore Powerboat Association Inc


MOTION

Moved:       Member Melanie Dalziel

Seconded:  Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $7,414 (plus GST if applicable) to be paid from the Board’s Community Fund account to NZ Offshore Powerboat Association for costs toward the 2019 Doubtless Bay race day event, to support the following Community Outcomes:

     i. Proud vibrant communities

Amendment

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Melanie Dalziel

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $3,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to NZ Offshore Powerboat Association for costs toward the 2019 Doubtless Bay race day event, to support the following Community Outcomes:

     i. Proud vibrant communities

CARRIED

The amendment became the substantive motion

Resolution  2019/8

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Melanie Dalziel

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $3,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to NZ Offshore Powerboat Association for costs toward the 2019 Doubtless Bay race day event, to support the following Community Outcomes:

          i. Proud vibrant communities

Carried

 

9.6         Application for Funding - Be Free Inc

 

Motion

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Awhina Murupaenga

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $4,353 (plus GST if applicable) to be paid from the Board’s Community Fund account to Be Free Incorporated for costs towards the 2019 Be Free Event in Mangonui,  to support the following Community Outcomes:

i)        Proud, vibrant communities

ii)       Liveable communities that are healthy, safe, connected and sustainable

Amendment

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Awhina Murupaenga

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $1,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Be Free Incorporated for costs towards the 2019 Be Free Event in Mangonui,  to support the following Community Outcomes:

i)        Proud, vibrant communities

ii)       Liveable communities that are healthy, safe, connected and sustainable

The amendment became the substantive motion

Resolution  2019/9

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Awhina Murupaenga

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $1,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Be Free Incorporated for costs towards the 2019 Be Free Event in Mangonui,  to support the following Community Outcomes:

i)       Proud, vibrant communities

ii)      Liveable communities that are healthy, safe, connected and sustainable

Carried

 

9.7         Application for Funding - Awhina Hoiho Charitable Trust

Resolution  2019/10

Moved:       Member Bronwyn Bauer-Hunt

Seconded:  Member Awhina Murupaenga

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $2,978 (plus GST if applicable) to be paid from the Board’s Community Fund account to Awhina Hoiho Charitable Trust for costs toward operational expenses  to support the following Community Outcomes:

i)       Proud vibrant communities

ii)      Liveable communities that are healthy, safe, connected and sustainable

 

Carried

 

9.8         Te Hiku Statement of Financial Performance Activities by Ward for the period ending 31 December 2018

Committee Resolution  2019/11

Moved:       Chairperson Adele Gardner

Seconded:  Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board receives the report Te Hiku Statement of Financial Performance Activities by Ward for the period ending 31 December 2018.

Carried

 

10          Meeting Close

The Meeting closed at 2:10 pm.

 

The minutes of this meeting were confirmed at the Te Hiku Community Board Meeting held on 16 April 2019.

 

 

 

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

CHAIRPERSON

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

6            Infrastructure and Asset Management Group

6.1         Road Naming - Stewart Road, Peria

File Number:           A2349206

Author:                    Selina Topia, Roading Support Officer

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

 

Purpose of the Report

To seek approval from the Te Hiku Community Board to officially name a public paper road.

Executive Summary

Council has received a Road Naming application to name a public paper road addressed at 5 Peria Road, Peria. Community Boards have delegated authority to name public paper roads.

 

Recommendation

That the Te Hiku Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a public paper road, Stewart Road, addressed at 5 Peria Road, Peria as per map (A2411563).

 

 

1) Background

Michele Stewart has advised that this is a public paper road addressed at 5 Peria Road, Peria.    Community Boards have delegated authority to name public paper roads.

The road was locally called Gardiner Road when the Gardiner family owned the land.  It was later referred to as Taaffe Road to reflect the new owners, the Taaffe family.  The Stewart family have owned the property for over 20 years and because no other residents use the road or will be affected by the name change, the request has been made to reflect the Stewart family history.

Although it is a public road, it is used infrequently and is inaccessible without a 4WD vehicle.

The current road name Taaffe Road also causes confusion for deliveries and pickups as it shares the same name as Taaffe Street in Kaitaia, and is not easily recognisable as a road.

2) Discussion and Options

Their suggestions are as follows:

1.   Stewart Road

The Roading team has no objections.

Reason for the recommendation

The road name recommended in this report is not a duplicate of any other road names in the District, therefore meeting the criteria set down in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

3) Financial Implications and Budgetary Provision

There are no financial implications to Council.  The costs for road signage and installation will be met by the property owner.

Attachments

1.       Map - Document - A2411563

2.       Schedule - Document - A2363391  


 

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

This is the naming of a public paper road and 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.

Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.

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

No district wide relevance and the Community Board have the delegated authority to approve road names.

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.

Not applicable

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 applicant is the only property on this road

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

Costs associated with the erection of road name signs will be met by the applicant

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

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Te Hiku Community Board Meeting Agenda

16 April 2019

 

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Te Hiku Community Board Meeting Agenda

16 April 2019

 

6.2         Road Naming - Amelie Place, Coopers Beach

File Number:           A2414626

Author:                    Selina Topia, Roading Support Officer

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

 

Purpose of the Report

To seek approval from the Te Hiku Community Board to officially name a private right-of-way.

Executive Summary

Council has received a Road Naming application to name a private right-of-way addressed between 17 and 19 Vidar Way, Coopers Beach.  Community Boards have delegated authority to name private roads.

 

Recommendation

That the Te Hiku Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private right-of-way addressed between 17 and 19 Vidar Way, Coopers Beach, Amelie Place, as per maps (A2414511, and A2414611).

 

 

1) Background

Mr Jack Sutton of Kauri Grove Ltd has advised that this is a private right-of-way created by a sub-division addressed between 17 and 19 Vidar Way, Coopers Beach.  Community Boards have delegated authority to name private right-of-ways.

The background for the name is given below and also as per the Road Naming application attached (A2414579). 

Their suggestions are as follows:

1.   Amelie Place – first one year old to walk the road

2) Discussion and Options

The Roading team has no objections.

Reason for the recommendation

The road names recommended in this report are not duplicates of any other road names in the District, therefore meeting the criteria set down in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

3) Financial Implications and Budgetary Provision

There are no financial implications to Council.  The costs for road signage and installation will be met by the developer.

 

Attachments

1.       Road Naming Map 1 - Document no - A2414511

2.       Road Naming Map 2 - Document no - A2414611

3.       Road Naming Schedule - Document no - A2414621  


 

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

This is the naming of a private right-of-way and 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.

Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.

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

No district wide relevance and the Community Board have the delegated authority to approve road names.

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.

Not applicable

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 currently no property owners as this is a new subdivision

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

Costs associated with the erection of road name signs will be met by the developer.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

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Te Hiku Community Board Meeting Agenda

16 April 2019

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

PDF Creator


Te Hiku Community Board Meeting Agenda

16 April 2019

 

6.3         Kaitaia Drainage Area 18/19 Programme Update

File Number:           A2409676

Author:                    Troy Smith, Assistant Engineer

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

 

Purpose of the Report

To notify the Te Hiku Community Board on the progress across all Drainage aspects; Planning, financing and physical works, for the financial year ending the 30th of June 2019.

Executive Summary

As the 2018/19 summer has begun, several points 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 $25,552 has been expended for the Kaitaia work programme.

 

The Kaitaia Drainage Area Committee met on 18 March 2019 and make the following recommendations to the Te Hiku Community Board.

 

Recommendation

That the Te Hiku Community Board:

a)      Approves the 2018/19 work programme

b)      Requests that the Council insures and maintains the drone

c)      Requests that staff attend a drone training course

d)      Requests that staff complete a work programme and submit it at the March 2020 meeting to show how the drone will be utilised

e)      Requests that staff check with the Northland Regional Council and investigate the use of other chemicals to target problem weeds and report back at the September 2019 meeting

f)       Requests that the actual length and sprayed length of the drain are added as separate columns to the spraying programme / table

g)      Approves that the $3,000 for invasive weed spraying contingency be reinstated into the 2018/19 work programme

 

1) Background

The founding of the Kaitaia Drainage Area dates back to 1913 where the Kaitaia Land Drainage Act was adopted with the exception that a board of trustees was to be applied.

The Kaitaia Drainage Area Committee was formally re-established at the 22 February 2016 meeting of the Te Hiku Community Board. This was required under the Land Drainage Act, as part of formal procedures.

The work programme for the 2018/19 financial year was most recently approved at the 10th of September 2018 Committee meeting. Additionally it has been reviewed during earlier Committee meetings e.g. 22nd of March 2018, 11th 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’s also fair 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.

In the following Te Hiku Community Board meeting in November 2018, the Kaitaia Drainage Area 18/19 Programme was amended, removing two items:

·    Invasive weed spraying contingency - $3,000.

·    Access track improvements contingency - $7,500.

These items have since been removed from the programme and financial totals corrected.

Update: The Kaitaia Drainage Area Committee discussed and agreed to request that the Te Hiku Community Board reinstate the $3,000 invasive weed spraying contingency back into the to 2018/19 work programme.

2) Discussion and Options

Within the Kaitaia 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:

Kaitaia

Budgeted

Expended

Completed Work:

 

 

Spraying of the Kaitaia drains (at time of writing)

$53,531

$25,342

Residual payment from Hoddles Drain cleaning

$13,000

$210

Total

$66,531

$25,552

Remaining Work & Allowances:

 

 

Status report on the drains (In progress)

$1,200

 

Spraying of the Kaitaia drains (In progress)

$28,189

 

Machine Cleaning Contingency

$12,790

 

20% share of a drone for drain surveillance (Approved in Sept Meeting)

$664

 

Invasive weed spraying contingency

$3,000

 

Contingency allowance

$3,000

 

Total

$48,843

 

2.2 General maintenance within work programme

Spraying

Spraying of the Kaitaia drains were completed during January and February 2019. At the time of writing, all the drains had been sprayed but only part of the cost expended. This gives a current total of $25,342 and a remaining budget of $28,189.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required otherwise the below may be appropriate:

More effective sprays are available but require additional consent. Usually the consent is specific to the type of spray concerned and the area for treatment. We need to apply considerable forethought before using these sprays as it can affect crop growth for some distance downstream.

The $3,000 invasive weed spraying contingency has been budgeted for cases which may require the additional spraying.

The completed spray programme has been separated out into compartments and individual drains. Spray programme follows:

Waipapakaurai Compartment

Waipapakauri Outfall

4,400 m

$2,200.00

Paparore Bank Drain

4,000 m

$2,000.00

Waipapakauri Bank

2,159 m

$1,079.50

Thodes

350 m

$175.00

Yates

945 m

$472.50

West

684 m

$342.00

Sandhills

7,502 m

$3,751.00

Birds Boundary

1,521 m

$760.50

Government drain

3,012 m

$1,506.00

Waimanone - Walkers

4,221 m

$2,110.50

Spains Drain

1,620 m

$810.00

Spains Road Drain

1,480 m

$740.00

Totals

33,414 m

$16,707.00

 

Lower Awanui Compartment

Prices Bank (Unahi)

2,615 m

$1,307.50

McMillans - Tupes

6,840 m

$3,420.00

Factory Bend - Michies

6,035 m

$3,017.50

Gills

2,008 m

$1,004.00

Kumi Road

1,006 m

$503.00

H Subritzkys

1,127 m

$563.50

Totals

19,631 m

$9,815.50

Puckeys Outfall Compartment

Puckeys Outfall

484 m

$242.00

Foleys

450 m

$250.00

Lisle

1,710 m

$855.00

Wireless

1,800 m

$900.00

Bells Road

2,012 m

$1006.00

Totals

6,456 m

$3,228.00

Pukepoto Outfall Compartment

Pukepoto Outfall

5,828 m

$2,914.00

W Masters C

1,300 m

$650.00

Campbells

684 m

$342.00

L Masters W

1,000 m

$500.00

L Masters C

1,400 m

$700.00

School

1,500 m

$750.00

Reynolds (West Bank)

2,213 m

$1,106.50

Maori

1,800 m

$900.00

Pukepoto Creek

800 m

$400.00

Houstons (West Bank)

2,213 m

$1,106.50

Parkers

1,813 m

$906.50

Reids West

1,115 m

$557.50

Totals

21,666  m

$10,833.00

Whangatane Compartment

Texifros

785 m

$392.50

Maimaru

1,127 m

$563.50

Oinu Stream

1,650 m

$825.00

Pairatahi Bank

2,716 m

$1,358.00

Totals

6,278 m

$3,139.00

Kaitaia Compartment

Lewis Junction - Boundary

443 m

$221.50

Lewis Junction - Road

333 m

$166.50

Church Gully

2,865 m

$1,432.50

Mathews Outfall

3,425 m

$1,712.50

Hanlons

322 m

$161.00

Totals

7,388 m

$3,694.00

Tangonge Compartment

Reids East

1,507 m

$753.50

Hoddles

867 m

$433.50

Millers

2,615 m

$1307.50

McKenzies

634 m

$317.00

Sharps

402 m

$201.00

Lewis & Crown Land

1,851 m

$925.50

Totals

7,876 m

$3,938.00

Wairoa Compartment

Berghans

1,005 m

$502.50

Wairoa Stream

2,543 m

$1,271.50

Blairs

805 m

$402.50

Totals

4,353 m

$2,176.50

Machine cleaning

Over the 2017/18 year, the Kaitaia 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 removal.

Due to the amount of issues identified in the 2018 Drain Status Report, a number of drains were selected for cleaning in the most recent Committee meeting in September 2018. The cleaning will then be completed under the $13,000 budget currently allocated for 2018/19.

The drains selected for cleaning are listed below:

·    Spains Drain – Thick mats of floating rush.

·    Church Gully Drain – Very thick oxygen weed along the whole drain.

·    Awanui Drain (Urban Stormwater) – Very thick weed near the cemetery along with siltation on Steven Jurlina’s property.

·    Houstons Drain – The outlet of the drain is blocked with thick weed.

·    Reids East Drain – Thick weed and silt.

There has also been $210 expended for the remainder of the Hoddles Drain cleaning which was completed in March 2018. It was agreed in the September meeting that even though the incorrect process was taken and cleaning was completed without approval, the cleaning was however justified.

Accessibility issues & maintenance

Due to the amount of issues identified in the 2018 Drain Status Report, a number of issues were selected for action during the most recent Committee meeting in September 2018. It is intended that the Committee discusses progress on these items and whether they are still valid.

The drain, its status and action proposed are listed below:

·    Church Gully Drain – Very wet entry, rough and overgrown track at some points. Near the recycling centre is also full of rubbish. No fencing when in farmland. Action from last meeting: Access to be reinstated.

·    Spains Drain – Leylandii trees planted along one side blocking digger farm access to the drain. Action from last meeting: Contact land owner for tree removal.

·    Pukepoto Outfall – Drain crossing to be reinstated for access, on Dave Van Bysterbelt’s property. Action from last meeting: Mike Masters to continue discussions and Far North District Council to write a letter Dave Van Bysterbelt.

·    Lisle Drain – Requires fencing on the opposite side of the King’s property. Action from last meeting: Fencing completed.

·    Birds Drain – Row of trees along one side of the drain. Action from last meeting: Private drain, stop spraying.

·    Wireless Drain – Very rough access track along farmland. Action from last meeting: Check the access and fencing needed at the top end of the drain.

·    Mcmillans to Tupes Drain – Fencing across the track on Shalders Farm. Action from last meeting: Mike Masters to contact.

·    Factory Bend – Michies – Fencing without gates near the drain causing time delays. Action from last meeting: Mike Masters to investigate.

·    Pairatahi Bank Drain – Parts of the access track is overgrown, other side of the drain has no gates along the drain resulting in time delays. Action from last meeting: Mulching to be completed. Joe King to talk to farm owners about completing the work needed on the drain

·    Maimaru Drain – Parts of the access track was sprayed as it is overgrown. Middle of the drain was not sprayed as the property owner did not allow access. Action from last meeting: Mulching to be completed and land owner contacted.

·    Waimanone to Walkers Drain – Overgrown access track through Brian Dean and Shalders properties. Could not access through Dean’s property. Action from last meeting: Check with George / contact land owners.

·    Sankeys No. 2 – In direct route to the drain. Action from last meeting: Possibly a private drain, spraying is only completed upon request.

·    Birds Boundary Drain – Row of trees along one side of the drain. Action from last meeting: Check the tree location.

·    Yates Drain – Fencing without gates and drains without culverts near the drain causing time delays. Action from last meeting: Contact the land owner.

·    Wests Drain – Access track on one side is too rough to drive, the other has no gates along the drain which causes time delays. Action from last meeting: Contact the land owner and check the access.

 

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.

In the Te Hiku Community Board meeting of November 2018, the board motioned that another notice be sent to remind property owners of their obligations. This will be sent out in autumn 2019.

2.4 Kaitaia Drainage Area management plan

There have been some minor changes made to the Management Plans in line with what was agreed upon in March 2017. The Management Plans were then approved by the Te Hiku Community Board in May 2017.

The next step is to have the approved Management Plans reviewed by the Northland Regional Council. This is required under section 27.2 Rules for Drainage and River Control Activities - Controlled 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 Kaitaia Drainage Area. Please find a summary of the request below:

On the 16th of November 2018 the rates department received a phone call from Mr Gerard Ponsonby. In the phone call he expressed his concerns about the Kaitaia Drainage Area rate being applied to his account and why this is required.

After not receiving a satisfactory answer, Mr Ponsonby contacted the mayor and asked for a written explanation. This was then logged as RFS 3936020 and assigned to several members of the finance and rates department for action.

A response letter has since been finalised and sent to Mr Ponsonby on the 19th of February 2019.

Reason for the recommendation

To ensure that the Te Hiku Community Board are up to date on current work progress and expenditure. Also to enable the Committee’s requested amendments to the report and work programme.

3) Financial Implications and Budgetary Provision

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

Kaitaia

Budget

2017-18 Residual funds (reserve funds available)

$41,926

2018 Opening Balance (rated income)

 $70,000

2018-19 Expenditure to date

$25,552

2018-19 Remaining Expenditure

$48,843

2018-19 Closing Reserve Balance

$37,531

 

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

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

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

 

Compliance requirement

Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

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

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

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

Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas. Other iwi such as Te Raroa and Ngati Kuri are also present and may be affected.

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

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

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

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

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 

 


6.4         Kaitaia Drainage Area 19/20 Programme

File Number:           A2412678

Author:                    Troy Smith, Assistant Engineer

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

 

Purpose of the Report

To provide the Te Hiku Community Board 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 and cleaning of the drains. It is recommended a budget of $70,731 is allocated to cover the required and potential work for Kaitaia.

 

The Kaitaia Drainage Area Committee met on 18 March 2018 and makes the following recommendation to the Te Hiku Community Board.

 

Recommendation

That the Te Hiku Community Board:

a)      Approve the reviewed 2019/20 work programme

b)      Approve that $3,000 for invasive weed spraying be reinstated into the 2019/20 work programme

 

1) Background

The founding of the Kaitaia Drainage Area dates back to 1913 where the Kaitaia Land Drainage Act was adopted with the exception that a board of trustees was to be applied.

The Kaitaia Drainage Area Committee was formally re-established at the 22 February 2016 meeting of the Te Hiku Community Board. This was required under the Land Drainage Act, as part of formal procedures.

During the Te Hiku Community Board meeting in November 2018, the Kaitaia Drainage Area 19/20 Programme was amended, removing two items:

·    Invasive weed spraying contingency - $3,000.

·    Access track improvements contingency - $7,500.

These items have since been removed from the programme and financial totals corrected.

Update: The Kaitaia Drainage Area Committee discussed and agreed to request that the Te Hiku Community Board reinstate the $3,000 invasive weed spraying contingency back into the 2019/20 work programme.

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.

2) Discussion and Options

Within the Kaitaia 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:

Kaitaia

Spraying of the Kaitaia drains (breakdown in section 2.2)

$53,531

Status report on the drains

$1,200

Machine cleaning contingency

$13,000

Invasive weed spraying

$3,000

General contingency

$3,000

Total

$73,731

2.2 General maintenance within the work programme

Spraying

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

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required otherwise the below may be appropriate:

More effective sprays are available but require additional consent. Usually the consent is specific to the type of spray concerned and the area for treatment. We need to apply considerable forethought before using these sprays as it can affect crop growth for some distance downstream.

The $3,000 invasive weed spraying contingency has been budgeted for cases which may require the additional spraying.

The spray programme has been separated out into compartments and individual drains. Spray programme follows:

Waipapakaurai Compartment

Waipapakauri Outfall

4,400 m

$2,200.00

Paparore Bank Drain

4,000 m

$2,000.00

Waipapakauri Bank

2,159 m

$1,079.50

Thodes

350 m

$175.00

Yates

945 m

$472.50

West

684 m

$342.00

Sandhills

7,502 m

$3,751.00

Birds Boundary

1,521 m

$760.50

Government drain

3,012 m

$1,506.00

Waimanone - Walkers

4,221 m

$2,110.50

Spains Drain

1,620 m

$810.00

Spains Road Drain

1,480 m

$740.00

Totals

33,414 m

$16,707.00

Lower Awanui Compartment

Prices Bank (Unahi)

2,615 m

$1,307.50

McMillans - Tupes

6,840 m

$3,420.00

Factory Bend - Michies

6,035 m

$3,017.50

Gills

2,008 m

$1,004.00

Kumi Road

1,006 m

$503.00

H Subritzkys

1,127 m

$563.50

Totals

19,631 m

$9,815.50

Puckeys Outfall Compartment

Puckeys Outfall

484 m

$242.00

Foleys

450 m

$250.00

Lisle

1,710 m

$855.00

Wireless

1,800 m

$900.00

Bells Road

2,012 m

$1006.00

Totals

6,456 m

$3,228.00

Pukepoto Outfall Compartment

Pukepoto Outfall

5,828 m

$2,914.00

W Masters C

1,300 m

$650.00

Campbells

684 m

$342.00

L Masters W

1,000 m

$500.00

L Masters C

1,400 m

$700.00

School

1,500 m

$750.00

Reynolds (West Bank)

2,213 m

$1,106.50

Maori

1,800 m

$900.00

Pukepoto Creek

800 m

$400.00

Houstons (West Bank)

2,213 m

$1,106.50

Parkers

1,813 m

$906.50

Reids West

1,115 m

$557.50

Totals

21,666  m

$10,833.00

Whangatane Compartment

Texifros

785 m

$392.50

Maimaru

1,127 m

$563.50

Oinu Stream

1,650 m

$825.00

Pairatahi Bank

2,716 m

$1,358.00

Totals

6,278 m

$3,139.00

Kaitaia Compartment

Lewis Junction - Boundary

443 m

$221.50

Lewis Junction - Road

333 m

$166.50

Church Gully

2,865 m

$1,432.50

Mathews Outfall

3,425 m

$1,712.50

Hanlons

322 m

$161.00

Totals

7,388 m

$3,694.00

Tangonge Compartment

Reids East

1,507 m

$753.50

Hoddles

867 m

$433.50

Millers

2,615 m

$1307.50

McKenzies

634 m

$317.00

Sharps

402 m

$201.00

Lewis & Crown Land

1,851 m

$925.50

Totals

7,876 m

$3,938.00

Wairoa Compartment

Berghans

1,005 m

$502.50

Wairoa Stream

2,543 m

$1,271.50

Blairs

805 m

$402.50

Totals

4,353 m

$2,176.50

Machine cleaning

Over the 2018/19 year, the Kaitaia Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require removal.

Due to the amount of issues identified in the 2018 & 2019 Drain Status Reports, it is recommended that the Committee discuss a potential 2019/20 cleaning programme. This will then be decided upon at the next Committee meeting in September 2019.

An allowance of $13,000 is currently allocated for 2019/20.

Accessibility issues & maintenance

Due to the amount of issues identified in the 2018 & 2019 Drain Status Reports, it may be prudent for the Committee to discuss an action plan in order to resolve these.

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:

Kaitaia

Budget

2018-19 Residual funds (reserve funds available)

$37,531

2019 Opening Balance (rated income)

 $70,000

2019-20 Proposed Expenditure

$73,731

2019-20 Closing Reserve Balance

$33,800

 

Attachments

Nil


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

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

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

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

Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas. Other iwi such as Te Raroa and Ngati Kuri are also present and may be affected.

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

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

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

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

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

6.5         Kaitaia Drainage Area 20/21 Programme

File Number:           A2414064

Author:                    Troy Smith, Assistant Engineer

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

 

Purpose of the Report

To provide the Te Hiku Community Board 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 and cleaning of the drains. It is recommended a budget of $70,731 is allocated to cover the required and potential work for Kaitaia.

 

The Kaitaia Drainage Area Committee met on 18 March 2018 and make the following recommendations to the Te Hiku Community Board.

 

Recommendation

That the Te Hiku Community Board:

a)      Approve the reviewed 2020/21 work programme

b)      Approve that $3,000 for invasive weed spraying be reinstated into the 2020/21 work programme

 

1) Background

The founding of the Kaitaia Drainage Area dates back to 1913 where the Kaitaia Land Drainage Act was adopted with the exception that a board of trustees was to be applied.

The Kaitaia Drainage Area Committee was formally re-established at the 22 February 2016 meeting of the Te Hiku Community Board. This was required under the Land Drainage Act, as part of formal procedures.

During the Te Hiku Community Board meeting in November 2018, the Kaitaia Drainage Area 18/19 & 19/20 Programme was amended, removing two items:

·    Alligator weed spraying contingency - $3,000.

·    Access track improvements contingency - $7,500.

As these items were removed from the earlier reports, the 2020/21 programme will not include these either.

Update: The Kaitaia Drainage Area Committee discussed and agreed to request that the Te Hiku Community Board reinstate the $3,000 invasive weed spraying contingency back into the 2020/21 work programme.

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 Kaitaia 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:

Kaitaia

Spraying of the Kaitaia drains (breakdown in section 2.2)

$53,531

Status report on the drains

$1,200

Machine cleaning contingency

$13,000

Invasive weed spraying

$3,000

General contingency

$3,000

Total

$73,731

2.2 General maintenance within the work programme

Spraying

Spraying of the Kaitaia Area is to be completed during late spring / early summer 2020/21. If additional spraying is required, this will be funded from a contingency.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required otherwise the below may be appropriate:

More effective sprays are available but require additional consent. Usually the consent is specific to the type of spray concerned and the area for treatment. We need to apply considerable forethought before using these sprays as it can affect crop growth for some distance downstream.

The $3,000 invasive weed spraying contingency has been budgeted for cases which may require the additional spraying.

The spray programme has been separated out into compartments and individual drains. Spray programme follows:

Waipapakaurai Compartment

Waipapakauri Outfall

4,400 m

$2,200.00

Paparore Bank Drain

4,000 m

$2,000.00

Waipapakauri Bank

2,159 m

$1,079.50

Thodes

350 m

$175.00

Yates

945 m

$472.50

West

684 m

$342.00

Sandhills

7,502 m

$3,751.00

Birds Boundary

1,521 m

$760.50

Government drain

3,012 m

$1,506.00

Waimanone - Walkers

4,221 m

$2,110.50

Spains Drain

1,620 m

$810.00

Spains Road Drain

1,480 m

$740.00

Totals

33,414 m

$16,707.00

Lower Awanui Compartment

Prices Bank (Unahi)

2,615 m

$1,307.50

McMillans - Tupes

6,840 m

$3,420.00

Factory Bend - Michies

6,035 m

$3,017.50

Gills

2,008 m

$1,004.00

Kumi Road

1,006 m

$503.00

H Subritzkys

1,127 m

$563.50

Totals

19,631 m

$9,815.50

Puckeys Outfall Compartment

Puckeys Outfall

484 m

$242.00

Foleys

450 m

$250.00

Lisle

1,710 m

$855.00

Wireless

1,800 m

$900.00

Bells Road

2,012 m

$1006.00

Totals

6,456 m

$3,228.00

Pukepoto Outfall Compartment

Pukepoto Outfall

5,828 m

$2,914.00

W Masters C

1,300 m

$650.00

Campbells

684 m

$342.00

L Masters W

1,000 m

$500.00

L Masters C

1,400 m

$700.00

School

1,500 m

$750.00

Reynolds (West Bank)

2,213 m

$1,106.50

Maori

1,800 m

$900.00

Pukepoto Creek

800 m

$400.00

Houstons (West Bank)

2,213 m

$1,106.50

Parkers

1,813 m

$906.50

Reids West

1,115 m

$557.50

Totals

21,666  m

$10,833.00

Whangatane Compartment

Texifros

785 m

$392.50

Maimaru

1,127 m

$563.50

Oinu Stream

1,650 m

$825.00

Pairatahi Bank

2,716 m

$1,358.00

Totals

6,278 m

$3,139.00

Kaitaia Compartment

Lewis Junction - Boundary

443 m

$221.50

Lewis Junction - Road

333 m

$166.50

Church Gully

2,865 m

$1,432.50

Mathews Outfall

3,425 m

$1,712.50

Hanlons

322 m

$161.00

Totals

7,388 m

$3,694.00

Tangonge Compartment

Reids East

1,507 m

$753.50

Hoddles

867 m

$433.50

Millers

2,615 m

$1307.50

McKenzies

634 m

$317.00

Sharps

402 m

$201.00

Lewis & Crown Land

1,851 m

$925.50

Totals

7,876 m

$3,938.00

Wairoa Compartment

Berghans

1,005 m

$502.50

Wairoa Stream

2,543 m

$1,271.50

Blairs

805 m

$402.50

Totals

4,353 m

$2,176.50

Machine cleaning

Over the 2019/20 year, the Kaitaia Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require removal.

An allowance of $13,000 is currently allocated for 2020/21 and it’s recommended that a cleaning programme for the year is decided upon in the September 2020 Committee meeting.

Accessibility issues & maintenance

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 2021.

3) Financial Implications and Budgetary Provision

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

Kaitaia

Budget

2019-20 Residual funds (reserve funds available)

$33,800

2020 Opening Balance (rated income)

 $70,000

2020-21 Proposed Expenditure

$73,731

2020-21 Closing Reserve Balance

$30,069

 

Attachments

Nil


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

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

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

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

Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas. Other iwi such as Te Raroa and Ngati Kuri are also present and may be affected.

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

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

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

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

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

6.6         Waiharara and Kaikino Drainage Areas 18/19 Programme Update

File Number:           A2414367

Author:                    Troy Smith, Assistant Engineer

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

 

Purpose of the Report

To notify the Te Hiku Community Board on the progress across all Drainage aspects; Planning, financing and physical works, for the financial year ending the 30th 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 $3,885 has been spent in the Waiharara Area and $15,385 in the Kaikino Area.

 

The Waiharara and Kaikino Drainage Areas Committee met on 18 March 2019 and make the following recommendations to the Te Hiku Community Board.

 

Recommendation

That the Te Hiku Community Board:

a)      Approves the 2018/19 work programme

b)      Requests that the Council insures and maintains the drone

c)      Requests that staff attend a drone training course

d)      Requests that staff complete a work programme and submit it at the March 2020 meeting to show how the drone will be utilised

e)      Approves that the installation of an access way at John Matijevich’s be deferred to the 19/20 work programme.

f)       Approves that the formation of an access track and installation of 3 crossings to provide access to the downstream section of the Hobson Drain be deferred to the 19/20 work programme.

g)      Requests that staff contact Honeytree Farms and inspect that the following private work has been completed at the owners cost:

i)       Installation of the supplied culvert

ii)      Shift the windbreak to allow the digger to access the drain

iii)     Removal of the bund at the bridge access so that vehicles can get to the neighbouring property

iv)     Removal of the sandbags in the drain

v)      Widen and tidy the access track to make it easier near the southern boundary where they have just finished re-profiling land for the avocado farm

 

1) Background

The Waiharara and Kaikino Drainage Areas Committee was formally re-established at the 26th 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 10th of September 2018 Committee meeting. Additionally it has been reviewed during several earlier Committee meetings on 22nd of March 2018 and 11th 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

Across both the Waiharara and Kaikino Areas, there are several agreed points which require work. This section details the work currently programmed from September 2018 and what progress has been made.

2.1 Work programme summary

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

 

Waiharara

Budgeted

Expended

Completed Work:

 

 

Spraying of drains during late Spring / early Summer (Additional spray of the outlet below the bridge)

$4,410

$3,885

Total

$4,410

$3,885

Remaining Work & Allowances:

 

 

Additional spray of the Okohine Stream outlet below the bridge

$525

 

Machine cleaning of the Tunnel Traverse drain (In progress)

$1,500

 

20% share of a drone for drain surveillance (Approved in Sept Meeting)

$664

 

Okohine Stream access improvements – Honeytree Farms (In progress)

$2,112

 

Machine cleaning contingency

$3,500

 

Contingency allowance

$888

 

Total

$9,189

 

 

Kaikino

Budgeted

Expended

Completed Work:

 

 

Bamboo mulching 10 meters from the Kaikino Drain embankment adjacent to the Heath Road bridge

$700

$4,946

Access track maintenance (used to supplement Bamboo mulching)

$1,000

$1,000

Supply & install ~7 culverts, gates and strainers along Milich’s and Gumdigger’s to provide a direct access track to the Kaikino Drain

$2,413

$10,393

Contingency allowance (used to supplement Kaikino drain access track)

$2,000

$2,000

Total

$6,113

$15,339

Remaining Work & Allowances:

 

 

Spraying of drains during late Spring / early Summer (In progress)

$3,875

 

Install an access track, gate and strainers at Ujdur’s (Deferred)

$1,500

 

Form an access track and install ~3 crossings to provide access to the downstream section of the Hobson Drain (Deferred)

$2,000

 

Removal of the invasive weed from the Hobson Drain may be required if weed growth proves detrimental

$1,500

 

20% share of a drone for drain surveillance (Approved in Sept Meeting)

$664

 

Machine cleaning contingency

$1,000

 

Total

$7,039

 

2.2 Projects within work programme

Hobson Extension Drain access crossing near Ujdur’s (Deferred)

This will enable access for spraying of the upmost section of the Hobson Extension Drain. This crossing will require a gate, strainer posts and track material to be installed. An allowance of $1,500 has been programmed for the crossing. This has currently been put on hold due to unexpected costs with the Kaikino Drain project.

Kaikino Drain access track

Continuing from access improvements along the Milich’s property and exploratory mulching in the 2017/18 work programme, further access improvements have been made.

This is in the form of 7 new crossings along the back of the Milich’s and Gumdigger’s properties, with the aim of making maintenance much more efficient and cost effective for the area.

The project has cost $9,225 this financial year which has exceeded the approved budget of $2,413. This includes purchasing several culverts, fencing supplies, and fill material, along with the cost of machine usage and labour.

Hobson Drain (downstream of Paparore Road) access track (Deferred)

In past Committee meetings it was agreed that the section of drain downstream of Paparore Road, requires machine cleaning. Unfortunately there is very little access to this section of drain which has delayed cleaning and spraying.

In 2016 and 2017 there were plans of installing a new access track along the Hobson Drain, downstream of Paparore Road but so far no work has been completed. To start the new access track, there are approximately 2 new access culverts required to reach the drain bank and then another crossing along the track. These 3 culverts will cost $1,563 but due to unexpected costs with the Kaikino Drain project, this has been deferred.

Once the 2 initial culverts are installed, further work will be investigated to ensure we can restore full access to the lower section and are able to maintain it. This will be proposed for the 19/20 work programme.

Okohine Stream access crossing near Honeytree Farms

As discussed at the previous Committee meeting on the 10th of September 2018, this will enable better access for spraying of the mid section of the Okohine Stream. The crossing only requires one, 1 meter diameter culvert. The culvert has been purchased at a cost of $2,112 and is awaiting installation.

2.3 General maintenance within work programme

Spraying

Spraying of the Waiharara Area was completed in November at a cost of $3,885. The additional spray of the outlet below the bridge is yet to be completed.

The Kaikino Area suffered a few delays due to wind conditions but has been completed in February. Any additional spraying will be included as a contingency.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required otherwise the below may be appropriate:

More effective sprays are available but require additional consent. Usually the consent is specific to the type of spray concerned and the area for treatment. We need to apply considerable forethought before using these sprays as it can affect crop growth for some distance downstream.

Machine cleaning

Over the 2017/18 year, the Waiharara and Kaikino Areas have been investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require removal.

The Waiharara Drainage Area will now be 2 years since the last major clean, as the area was last cleaned in 16/17. A large allowance of $5,000 has been included in order to cover all cleaning, if it is required as estimated. A portion of this ($1,500) has been set aside for cleaning of the Tunnel Traverse drain.

The Kaikino Drainage Area does not have any scheduled cleaning. A contingency of $1,000 has been included which will be available for any machine cleaning required.

Please note the downstream section of the Hobson Drain requires cleaning. The committee members have advised that the ground is dry enough to enable digger access for drain cleaning. The $1,500 allowance will then remain in this year’s budget.

Accessibility issues & maintenance

Once formed, the 2 new access tracks along the Kaikino Drain and lower Hobson Drain will need yearly mulching in order to keep the track in good condition. This has been estimated to cost $1,000.

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.

2.4 Waiharara and Kaikino Drainage Area management plans

There have been some minor changes made to the Management Plans in line with what was agreed upon in March 2017. The Management Plans were then approved by the Te Hiku Community Board in May 2017.

The next step is to have the approved Management Plans reviewed by the Northland Regional Council. This is required under section 27.2 Rules for Drainage and River Control Activities - Controlled 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

There have been no RFS’s received for the Waiharara and Kaikino Drainage Areas in the last 6 months.

Reason for the recommendation

To ensure that the Te Hiku Community Board are up to date on current work progress and expenditure. Also to enable the Committee’s requested amendments to the report and work programme.

3) Financial Implications and Budgetary Provision

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

Waiharara

Budget

2017-18 Residual funds (reserve funds available)

$16,627

2018 Opening Balance (rated income)

 $10,000

2018-19 Expenditure to date

$3,885

2018-19 Remaining Expenditure

$9,189

2018-19 Closing Reserve Balance

$13,553

Kaikino

Budget

2017-18 Residual funds (reserve funds available)

$19,297

2018 Opening Balance (rated income)

 $8,000

2018-19 Expenditure to date

$15,339

2018-19 Remaining Expenditure

$7,039

2018-19 Closing Reserve Balance

$4,919

 

Attachments

Nil


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

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

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

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

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

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

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

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

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

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

6.7         Waiharara and Kaikino Drainage Areas 19/20 Programme

File Number:           A2414397

Author:                    Troy Smith, Assistant Engineer

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

 

Purpose of the Report

To provide the Te Hiku Community Board 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 $11,410 is allocated to cover the required and potential work for Waiharara and a budget of $13,875 for Kaikino.

 

The Waiharara and Kaikino Drainage Areas Committee met on 18 March 2019 and make the following recommendations to the Te Hiku Community Board.

 

Recommendation

That the Te Hiku Community Board:

a)      Approves the 2019/20 work programme

b)      Approves that the rates for the Kaikino Drainage Area be increased from $8,000 to $9,000 for one year and revised for the 2020/21 rating year

 

1) Background

The Waiharara and Kaikino Drainage Areas Committee was formally re-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 2018/19 is completed as planned.

2) Discussion and Options

Across both the Waiharara and Kaikino Areas, 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.

The Waiharara Drainage Area programme is similar to the 2018/19 programme, but the Kaikino budget and proposed work programme has a number of changes from the 2018/19 programme, and requires the Committee’s attention.

2.1 Proposed work programme summary

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

Waiharara

Spraying of drains during late Spring / early Summer (Additional spray of the outlet below the bridge)

$4,410

Machine cleaning allowance

$5,000

Contingency allowance

$2,000

Total

$11,410

 

Kaikino

 

Spraying of drains during late Spring / early Summer

$3,875

Complete new crossings along Milich’s and Gumdigger’s to provide a direct access track to the Kaikino Drain

$2,000

Form an access track and install ~3 crossings to provide access to the downstream section of the Hobson Drain

$3,500

Install an access track, gate and strainers at Ujdur’s

$1,500

Machine cleaning allowance

$2,000

Contingency allowance

$1,000

Total

$13,875

2.2 Proposed projects within work programme

Hobson Extension Drain access crossing near Ujdur’s

This will enable access for spraying of the upmost section of the Hobson Extension Drain. This crossing will require a gate, strainer posts and track material to be installed. An allowance of $1,500 has been programmed for the crossing.

Kaikino Drain access track

Continuing from the installation of 7 new crossings along the Milich’s and Gumdigger’s properties in the 2018/19 work programme; some finishing touches are required.

We’re currently awaiting a quote for the work required which is expected to be approximately $2,000.

After completion the new track will offer much needed access for the spraying contractors, cutting down the time taken for spraying.

Hobson Drain (downstream of Paparore Road) access track

In 2016 and 2017 there were plans of installing a new access track along the Hobson Drain, downstream of Paparore Road. In 2018/19 some of the required culverts were purchased but due to unexpected costs elsewhere, the installation was put on hold.

As before, to start the new access track, there are approximately 2 new access culverts required to reach the drain bank and then another crossing along the track. These 3 culverts will cost $1,563.

Once the 2 initial culverts are installed, further work will be investigated to ensure we can restore full access to the lower section and are able to maintain it.

A budget of $3,500 is proposed in the work programme for purchase of supplies and installation of the 3 new crossings.

2.3 General maintenance within the work programme

Spraying

Spraying of the Waiharara and Kaikino Areas is to be completed during late spring / early summer 2019. Any additional spraying will be included as a contingency.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required otherwise the below may be appropriate:

More effective sprays are available but require additional consent. Usually the consent is specific to the type of spray concerned and the area for treatment. We need to apply considerable forethought before using these sprays as it can affect crop growth for some distance downstream.

Machine cleaning

Over the 2018/19 year, the Waiharara and Kaikino Areas shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require removal. The inspections from this year’s spray are positive and indicate there isn’t a need for cleaning. Below is a review of what’s been completed recently.

The Waiharara Drainage Area will now be 3 years since the last major clean, as the area was last cleaned in 16/17. A large allowance of $5,000 has been included in order to cover cleaning, if it is required as estimated. This is slightly lower than what was previously approved as the drains are still in good condition.

The Tunnel Traverse drain in Waiharara is programmed for cleaning in the 2018/19 work programme.

The Kaikino Drainage Area does not have any scheduled cleaning. An allowance of $2,000 has been included which will be available for any machine cleaning required.

Note the downstream section of the Hobson Drain is programmed for cleaning in the 2018/19 work programme.

Accessibility issues & maintenance

Once formed, the 2 new access tracks formed along the Kaikino drain and lower Hobson drain will need yearly mulching in order to keep the track in good condition. This has been estimated to cost $1,000.

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:

Waiharara

Budget

2018-19 Residual funds (reserve funds available)

$13,553

2019 Opening Balance (rated income)

 $10,000

2019-20 Proposed Expenditure

$11,410

2019-20 Closing Reserve Balance

$12,143

 

Kaikino

Budget

2018-19 Residual funds (reserve funds available)

$4,919

2019 Opening Balance (rated income)

 $9,000

2019-20 Proposed Expenditure

$13,875

2019-20 Closing Reserve Balance

$44

 

Attachments

Nil


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

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

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

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

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

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

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

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

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

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 


6.8         Waiharara and Kaikino Drainage Areas 20/21 Programme

File Number:           A2414478

Author:                    Troy Smith, Assistant Engineer

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

 

Purpose of the Report

To provide the Te Hiku Community Board 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 $11,410 is allocated to cover the required and potential work for Waiharara and a budget of $7,875 for Kaikino.

 

The Waiharara and Kaikino Drainage Areas Committee met on 18 March 2019 and make the following recommendation to the Te Hiku Community Board.

 

Recommendation

That the Te Hiku Community Board:

a)      Approves the 2020/21 work programme

 

1) Background

The Waiharara and Kaikino Drainage Areas Committee was formally re-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

Across both the Waiharara and Kaikino Areas, there are several areas which require work. This section details the work currently programmed and it is intended that Committee review the 2020/21 work programme and adjust based on more recent information.

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:

Waiharara

Spraying of drains during late Spring / early Summer (Additional spray of the outlet below the bridge)

$4,410

Machine cleaning allowance

$5,000

Contingency allowance

$2,000

Total

$11,410

 

Kaikino

 

Spraying of drains during late Spring / early Summer

$3,875

Machine cleaning allowance

$2,000

Access track maintenance

$1,000

Contingency allowance

$1,000

Total

$7,875

2.2 General maintenance within the work programme

Spraying

Spraying of the Waiharara and Kaikino Areas is to be completed during late spring / early summer 2020. Any additional spraying will be included as a contingency.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required otherwise the below may be appropriate:

More effective sprays are available but require additional consent. Usually the consent is specific to the type of spray concerned and the area for treatment. We need to apply considerable forethought before using these sprays as it can affect crop growth for some distance downstream.

Machine cleaning

Over the 2019/20 year, the Waiharara and Kaikino Areas shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require removal. There is no planned cleaning scheduled, below is a review of what’s been completed recently.

The Waiharara Drainage Area will now be 4 years since the last major clean, as the area was last cleaned in 16/17. A large allowance of $5,000 has been included in order to cover cleaning, if it is required as estimated. This is slightly lower than what was previously approved as the drains are still in good condition.

The Tunnel Traverse drain in Waiharara is programmed for cleaning in the 2018/19 work programme.

The Kaikino Drainage Area has no programmed cleaning and has had little cleaning completed over the last 5 years. A contingency of $2,000 has been included which will be available for any machine cleaning required.

Note the downstream section of the Hobson Drain is programmed for cleaning in the 2018/19 work programme.

Accessibility issues & maintenance

2 new access tracks to be formed along the Kaikino drain and lower Hobson drain will need yearly mulching in order to keep the track in good condition. This has been estimated to cost $1,000.

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 2021.

3) Financial Implications and Budgetary Provision

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

Waiharara

Budget

2019-20 Residual funds (reserve funds available)

$12,143

2020 Opening Balance (rated income)

 $9,000

2020-21 Proposed Expenditure

$11,410

2020-21 Closing Reserve Balance

$9,733

Kaikino

Budget

2019-20 Residual funds (reserve funds available)

$44

2020 Opening Balance (rated income)

 $8,000

2020-21 Proposed Expenditure

$7,875

2020-21 Closing Reserve Balance

$169

 

Attachments

Nil


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

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

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

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

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

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

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

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

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

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

6.9         Motutangi Drainage Area 18/19 Programme Update

File Number:           A2414556

Author:                    Troy Smith, Assistant Engineer

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

 

Purpose of the Report

To notify the Te Hiku Community Board on the progress across all Drainage aspects; Planning, financing and physical works, for the financial year ending the 30th 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.

 

The Motutangi Drainage Area Committee met on 18 March 2019 and makes the following recommendation to the Te Hiku Community Board.

 

Recommendation

That the Te Hiku Community Board:

a)      Approves the 2018/19 work programme

 

1) Background

The Motutangi Drainage Area Committee was formally re-established at the 26th 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 10th of September 2018 Committee meeting. Additionally it has been reviewed during earlier Committee meetings on 22nd of March 2018 and 11th 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, 10th to 13th 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, 10th to 13th 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 invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required otherwise the below may be appropriate:

More effective sprays are available but require additional consent. Usually the consent is specific to the type of spray concerned and the area for treatment. We need to apply considerable forethought before using these sprays 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 19th of December 2018 along with their further revised concession agreement.

On the 1st 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 19th 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 5th 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 Te Hiku Community Board are up to date on current work progress and expenditure. Also to enable the Committee’s requested amendments to the report and work programme.

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

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

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

 

Compliance requirement

Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

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

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

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

Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas. Other iwi in the area may also be affected such as Ngati Kuri.

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

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

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

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

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 

 


 

 

 

 

 

 

 

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 19th 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

 


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6.10       Motutangi Drainage Area 19/20 Programme

File Number:           A2414568

Author:                    Troy Smith, Assistant Engineer

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

 

Purpose of the Report

To provide the Te Hiku Community Board 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.

 

The Motutangi Drainage Area Committee met on 18 March 2019 and makes the following recommendation to the Te Hiku Community Board.

 

Recommendation

That the Te Hiku Community Board:

a)      Approves the 2019/20 work programme

 

1) Background

The Motutangi Drainage Area Committee was formally re-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.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required otherwise the below may be appropriate:

More effective sprays are available but require additional consent. Usually the consent is specific to the type of spray concerned and the area for treatment. We need to apply considerable forethought before using these sprays as it can affect crop growth for some distance downstream.

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

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

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

 

Compliance requirement

Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

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

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

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

Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas. Other iwi in the area may also be affected such as Ngati Kuri.

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

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

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

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

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 


6.11       Motutangi Drainage Area 20/21 Programme

File Number:           A2414580

Author:                    Troy Smith, Assistant Engineer

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

 

Purpose of the Report

To provide the Te Hiku Community Board 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.

 

The Motutangi Drainage Area Committee met on 18 March 2019 and makes the following recommendation to the Te Hiku Community Board.

 

Recommendation

That the Te Hiku Community Board:

a)      Approves the 2020/21 work programme

 

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.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required otherwise the below may be appropriate:

More effective sprays are available but require additional consent. Usually the consent is specific to the type of spray concerned and the area for treatment. We need to apply considerable forethought before using these sprays as it can affect crop growth for some distance downstream.

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 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 2020/21 year.

Accessibility issues & maintenance

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

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.

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 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

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

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

 

Compliance requirement

Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

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

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

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

Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas. Other iwi in the area may also be affected such as Ngati Kuri.

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

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

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

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

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

  


Te Hiku Community Board Meeting Agenda

16 April 2019

 

7            Corporate Services Group

7.1         Te Hiku Statement of Community Fund Account as at 28 February 2019

File Number:           A2402054

Author:                    Jolene Graham, Accounting Support Officer

Authoriser:             Angie Thomas, Chief Financial Officer (Acting)

 

Purpose of the Report

The Community Fund account provides information on financial matters relating to the Te Hiku Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.

Recommendation

That the Te Hiku Community Board receives the report Te Hiku Statement of Community Fund Account as at 28 February 2019.

 

Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.

 

Community Fund Account balance as at 01 July 2018

$146,701.00

·    Plus Grant refunded from He Whanaumarama Trust

$3,000.00

·    Less funds allocated towards Jaycee Park Project

$52,800.00

·    Less funds granted and uplifted to 28 February 2019

$56,190.00

·    Less funds not uplifted from 08 November 2018 Anzac Expenses

$500.00

Community Fund Account balance as at 28 February 2019

$40,211.00

Discussion and Next Steps

Board members will consider the applications on the agenda and make a decision on what level of funding to allocate.  The uncommitted balance in the Community Fund account as at 28 February 2019 is $40,211.00.

Recent amendments to the Community Grant Fund Policy allow the Community Board to allocate, by resolution, funding directly to key projects identified in their strategic plan to the maximum amount of $20,000 in any financial year.

 

Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of funds from the Te Hiku Community Fund account to the Te Hiku Community Board.  The statement of the Community Fund account as at 28 February 2019 is attached.

Attachments

1.       THCB Statement of Te Hiku Community Board Community Fund Account as at 28 February 2019 - Document Number - A2401852  

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

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Te Hiku Community Board Meeting Agenda

16 April 2019

 

7.2         Funding Application - Far North Palliative and Cancer Care Charitable Trust

File Number:           A2397651

Author:                    Melissa Wood, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with the information on Far North and Palliative Cancer Care’s application for a Community grant to assist members in determining whether to approve or decline the application.

Executive Summary

·    The Applicant seeks funding towards costs associated with their palliative care specialist for home visits, support and education.

·    The Board has not funded the applicant previously

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $4,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Far North Palliative and Cancer Care Charitable Trust for costs toward a palliative care specialist service, to support the following Community Outcomes:

i)       Proud vibrant communities

ii)      Liveable communities that are healthy, safe, connected, and sustainable

 

 

1) Background

The purpose of Far North Palliative and Cancer Care is to provide free 24/7 nursing, social, emotional and spiritual support to terminally ill patients and their family during their end of life. The Palliative Care Specialist visits patients and families in their homes throughout their region.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has not been previously funded by the Board.

This application is for 1% of annual costs.

Option 1    Authorise the full amount requested

Funding of 1% of the total project cost could be considered.

Option 2    Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

Option 1 is recommended by staff as it complies with the Community Grant Policy.

Reason for the recommendation

This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the 2018-28 LTP, and all provisions listed on the application form.

3) Financial Implications and Budgetary Provision

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.

Attachments

1.       Funding Application - Far North Palliative and Cancer Care Charitable Trust - A2418886

2.       Schedule of Supporting Documentation - Far North Palliative and Cancer Care Charitable Trust - A2418840  


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

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

Low

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

Community Grant Policy

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 is 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.

No implications for Maori in relation to land and / or water

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.

Considered in the application.

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

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

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Te Hiku Community Board Meeting Agenda

16 April 2019

 

Schedule of Supporting Documentation

Far North Palliative and Cancer Care Charitable Trust

The following supporting documentation has been provided in support of the funding application. It is emailed to members under separate cover but published on the Council website as part of the agenda.

1

Information Brochure

2

Information – Palliative care specialist and eClinic

3

Board of Trustees resolution 29 Jan 2019

4

FNPCC Budget period ended 31 March 2018

5

FNPCC Performance Report 31 March 2018

6

Bank Account Statement 30 Dec 2018

7

Bank Deposit Slip

 

 

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

7.3         Funding Application - Volunteering Northland

File Number:           A2415748

Author:                    Melissa Wood, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with information on Volunteering Northland’s application for a grant to assist members in determining whether to approve or decline the application.

EXECUTIVE SUMMARY

·    The Applicant seeks funding towards their ongoing operational costs

·    The Board has funded the applicant previously in the current triennium

 

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Volunteering Northland to assist with their annual operational costs, to support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

 

 

1) Background

Volunteering Northland is one of 17 volunteer centres in New Zealand. It is a non-profit organisation providing a recruitment and referral service for volunteers, and facilitates and enhances volunteering in general. The volunteer centre supports and provides training for the volunteer coordinators, raising the level of professionalism as well as providing advice, advocacy and recognition for the volunteer.

2) Discussion and Options

Preliminary assessment of the application:

This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the LTP, and all provisions listed on the application form.

The applicant has received funding from the Board previously in 2017, a project report has been received.

Volunteering Northland has also applied to the Kaikohe-Hokianga Community Board, and the Bay of Islands-Whangaroa Community Board for grants of $5,000.

The total costs listed on page 3 of the application form are future estimates based on their budget and previous financial year’s income and expenditure, as provided for in their financial performance report for the year ended 31 July 2018 (refer to additional information). The amount requested is based on these estimates.

Option 1    Authorise the full amount requested

The applicant seeks a grant of $5,000 - 2.8% of the total annual operating cost

 

Option 2    Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered, to align with the Board’s strategic direction on funding grant allocations.

Option 1 is recommended by staff as the application aligns with the community policy and community outcomes of the LTP and aligns with previous funding allocated.

Reason for the recommendation

This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the 2018-28 LTP, and all provisions listed on the application form.

3) Financial Implications and Budgetary Provision

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.

Attachments

1.       Funding Application - Volunteering Northland - A2415703

2.       Schedule of Supporting Documentation - Volunteering Northland - A2415707  


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

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

Low

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

Community Grant Policy

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 is 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.

No implications for Maori in relation to land and / or water

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.

Considered in the application.

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

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

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Te Hiku Community Board Meeting Agenda

16 April 2019

 

Schedule of Supporting Documentation

Volunteering Northland

The following supporting documentation has been provided in support of the funding application. It is emailed to members under separate cover but published on the Council website as part of the agenda.

1

Budget 2018-2021

2

Performance Report for Year ended 31 July 2018

3

Output recruitment and referral services date Jan 2014 to Dec 2018

 

 

 


Te Hiku Community Board Meeting Agenda

16 April 2019

 

8            Meeting Close