AGENDA
Ordinary Council Meeting
Thursday, 29 August 2019
Time: |
10.00 am |
Location: |
Council Chamber Memorial Avenue Kaikohe |
Membership:
Mayor John Carter - Chairperson
Cr Tania McInnes
Cr Ann Court
Cr Felicity Foy
Cr Dave Hookway
Cr Colin (Toss) Kitchen
Cr Sally Macauley
Cr Mate Radich
Cr John Vujcich
Cr Kelly Stratford
Ordinary Council Meeting Agenda |
29 August 2019 |
COUNCIL MEMBERS REGISTER OF INTERESTS
Name |
Responsibility (i.e. Chairperson etc) |
Declaration of Interests |
Nature of Potential Interest |
Member's Proposed Management Plan |
Hon John Carter QSO |
Board Member of the Local Government Protection Programme |
Board Member of the Local Government Protection Programme |
|
|
Carter Family Trust |
|
|
|
|
Felicity Foy |
Director - Northland Planning & Development |
I am the director of a planning and development consultancy that is based in the Far North and have two employees.
Property owner of Commerce Street, Kaitaia |
|
I will abstain from any
debate and voting on proposed plan change items for the Far North District
Plan. |
I will declare a conflict of interest with any planning matters that relate to resource consent processing, and the management of the resource consents planning team. |
||||
I will not enter into any contracts with Council for over $25,000 per year. I have previously contracted to Council to process resource consents as consultant planner. |
||||
Flick Trustee Ltd |
I am the director of this company that is the company trustee of Flick Family Trust that owns properties on Weber Place, Seaview Road and Allen Bell Drive. |
|
|
|
Elbury Holdings Limited |
This company is directed by my parents Fiona and Kevin King. |
This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight, Allen Bell Drive. |
|
|
Foy Farms partnership |
Owner and partner in Foy Farms - a farm in three titles on Church Road, Kaingaroa |
|
|
|
Foy Farms Rentals |
Owner and rental manager of Foy Farms Rentals for 6 dwellings on Church Road, Kaingaroa and 2 dwelling on Allen Bell Drive, Kaitaia, and 1 property on 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. |
|
|
M and F Foy properties |
1 property at Panorama Lane, Ahipara, and 1 property Church Road, Kaingaroa |
|
|
|
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 |
|
|
|
|
Dave Hookway |
Resident shareholder in Kerikeri Irrigation |
|
|
Declare if issues arise. |
Shareholder in Farmlands. |
|
|
Declare if issues arise. |
|
Employee – Northland District Health Board – Public Health Unit – Health Improvement Advisor |
|
Am employee have no personal gain. |
Declare employment should issues concerning the Northland DHB arises. |
|
On property in Waipapa West Rd. |
|
Possible issues relating to the street or zoning. |
Declare when appropriate. |
|
Colin Kitchen |
No form received |
|
|
|
Tania McInnes |
Director – GBT Ventures Ltd |
Company not currently operational |
|
Will notify Council if company becomes operational. |
Member of Northland Conservation Board |
|
Conservation matters not aligned with Council policy. |
Will notify Council should a perceived conflict arise. |
|
Trustee – Northland Youth Education Trust |
|
No perceived conflicts |
Will notify Council should a perceived conflict arise. |
|
Founder – Bay of Islands Women’s Nexus |
No perceived conflicts. An informal organisation |
|
|
|
Own a section on Seaview Road, Paihia 0200 |
|
|
|
|
Having worked within the organisation in the early 2000’s, I know a number of staff, none of which I am close with. |
|
|
|
|
Mate Radich |
No form received |
|
|
|
Ann Court |
Waipapa Business Association |
Member |
|
|
Warren Pattinson Limited |
Shareholder |
Building company. FNDC is a regulator and enforcer |
No FNDC Controls |
|
Kerikeri Irrigation |
Supplies my water |
|
No EM intervention in disputes |
|
Top Energy |
Supplies my power |
|
No other interest greater than the publics |
|
District Licensing |
N/A |
N/A |
N/A |
|
Top Energy Consumer Trust |
Trustee |
crossover in regulatory functions, consenting economic development and contracts such as street lighting. |
Declare interest and abstain from voting. |
|
Ann Court Trust |
Private |
Private |
N/A |
|
Waipapa Rotary |
Honorary member |
Potential community funding submitter |
Declare interest and abstain from voting. |
|
Properties on Onekura Road, Waipapa |
Owner Shareholder |
Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse) |
Declare interest and abstain from voting. |
|
Property on Daroux Dr, Waipapa |
Financial interest |
|
|
|
Flowers (I get flowers occasionally) |
Ratepayer 'Thankyou' |
Bias/ Pre-determination? |
Declare to Governance |
|
Coffee and food |
Ratepayers sometimes 'shout' food and beverage |
Bias or pre-determination |
Case by case |
|
Consider all staff my friends |
N/A |
Suggestion of not being impartial or pre-determined! |
Be professional, due diligence, weigh the evidence. Be thorough, thoughtful, considered impartial and balanced. Be fair. |
|
|
My husband is a builder and may do work for Council staff |
|
|
|
Warren Pattinson (Husband) |
Warren Pattinson Limited |
Director |
Building Company. FNDC is a regulator |
Remain at arm’s length |
Air NZ |
Shareholder |
None |
None |
|
Warren Pattinson Limited |
Builder |
FNDC is the consent authority, regulator and enforcer. |
Apply arm’s length rules |
|
Kurbside Rod and Custom Club (unlikely) |
President NZ Hot Rod Association |
Potential to be linked to a funding applicant and my wife is on the decision making committee. |
unlikely to materialise but would absent myself from any process as would Ann. |
|
Property on Onekura Road, Waipapa |
Owner |
any proposed FNDC capital work in the vicinity or rural plan change. Maybe a link to policy development. |
Would not submit. Rest on a case by case basis. |
|
Worked with or for Mike Colebrook and Kelvin Goode |
Paid employment |
N/A |
N/A |
|
Sally Macauley |
Chairman |
Northland District Health Board |
Matters pertaining to health issues re Fluoride and freshwater as an example. |
Declare a perceived conflict. |
Chairman |
Oranga Tamaraki - Ministry of Vulnerable Children- Northland Community Response Forum |
Matters pertaining to this ministry |
Declare a perceived conflict. |
|
Judicial Justice of the Peace |
Visitations to Ngawha Prison |
Matters pertaining to Judicial Issues re Ngawha Prison |
Declare a perceived Interest |
|
The Turner Centre |
FNDC Representative |
Observer, acknowledging FNDC financial contribution. |
Note FNDC partnership |
|
Trustee |
Kaikohe Education Trust |
Providing students laptops - possible request for written support to funders |
Declare a conflict |
|
Executive member |
Kaikohe Business Association |
Matters pertaining to request for written support to funders. |
|
|
Chairman |
Bay of Islands Arts Festival Trust |
Issues pertaining to the application of support funds |
Declare a conflict of interests |
|
Trustee |
Bay of Islands Radio Marine |
Issues pertaining to the application of support funds |
Declare a conflict of interets |
|
Secretary/Trustee |
Kerkeri International Piano Competition |
Issues pertaining to the application of support funds |
Declare a conflict of interests |
|
Trustee/Director |
Kaikohe Community and Youth Trust |
Possible application of support funding |
Declare a conflict of interests |
|
Commercial |
Palmer Macauley Offices- Kerikeri and Kaikohe |
Infrastructural matters with FNDC |
Declare a conflict |
|
Private property of which there would not be any conflict. |
|
|
||
Paihia, Kerikeri, Kaikohe |
|
|
|
|
Peter Macauley (Husband) |
Senior Partner |
Palmer Macauley |
|
|
Peter Macualey |
Barristers and Solicitors- Kerikeri, Kaikohe and Mangonui |
Legal matters with FNDC |
|
|
Director/Trustee |
|
|
||
St John NZ Priory Chapter |
St John Priory Chapter |
Legal matters with FNDC |
Declare a conflict |
|
Senior Partner |
Peter Macauley- Palmer Macauley Barristers and Solicitors Kaikohe, Kerikeri AND Mangonui |
Legal matters with FNDC |
Declare a conflict |
|
St John NZ |
Priory Trust Board |
Writing of policies and legal matters as an example |
Note Interests |
|
Lions Club of Kaikohe |
Director |
Legal matters etc |
Note Interests |
|
Kaikohe Rugby Club |
Patron |
Legal Matters |
|
|
Viking Rugby Club, Whangarei |
Life Member |
Legal Matters |
|
|
Private Property |
|
|
||
Kerkeri, Paihia - no contents. |
|
|
|
|
John Vujcich |
Board Member |
Ngati Hine Health Trust |
Matters pertaining to property or decisions that may impact of their health services |
Declare interest and abstain |
Board Member |
Pioneer Village |
Matters relating to funding and assets |
Declare interest and abstain |
|
Director |
Waitukupata Forest Ltd |
Potential for council activity to directly affect its assets |
Declare interest and abstain |
|
Director |
Rural Service Solutions Ltd |
Matters where council regulatory function impact of company services |
Declare interest and abstain |
|
Director |
Kaikohe (Rau Marama) Community Trust |
Potential funder |
Declare interest and abstain |
|
Partner |
MJ & EMJ Vujcich |
Matters where council regulatory function impacts on partnership owned assets |
Declare interest and abstain |
|
Member |
Kaikohe Rotary Club |
Potential funder, or impact on Rotary projects |
Declare interest and abstain |
|
Member |
New Zealand Institute of Directors |
Potential provider of training to Council |
Declare a Conflict of Interest |
|
Member |
Institute of IT Professionals |
Unlikely, but possible provider of services to Council |
Declare a Conflict of Interest |
|
Member |
Kaikohe Business Association |
Possible funding provider |
Declare a Conflict of Interest |
|
Mike Edmonds |
Chair |
Kaikohe Mechanical and Historic Trust |
Council Funding |
Decide at the time |
Committee member |
Kaikohe Rugby Football and Sports Club |
Council Funding |
Withdraw and abstain |
|
Adele Gardner |
N/A - FNDC Honorarium |
|
|
|
The Far North 20/20 , ICT Trust |
Trustee |
|
|
|
Te Ahu Charitable Trust |
Trustee |
|
|
|
ST Johns Kaitaia Branch |
Trustee/ Committee Member |
|
|
|
I know many FNDC staff members as I was an FNDC staff member from 1994-2008. |
|
|
|
|
Partner of Adele Gardner |
N/A as Retired |
|
|
|
Terry Greening |
Greening Family Trust |
Beneficiary |
|
Highly unlikely to interface with FNDC |
Bay of Islands Walking Weekend Trust |
|
Potential of seeking funds |
Step aside from any requests or decisions regarding requests |
|
Russell 2000 Trust (Chairman) |
|
|
Trust is about to wind up. |
|
Russell Centennial Trust (Chairman) |
Manages Russell Museum |
Seeks funds from council |
Step aside from any requests or decisions regarding requests |
|
Residence at Kaha Place, Russell |
Nil |
Nil |
N/A |
|
Terry Greening (Wife) |
Greening Family Trust |
Beneficiary |
N/A |
N/A |
Residence at Kaha Place, Russell |
|
|
|
|
Cr Kelly Stratford |
Office manager at Kinghans. |
|
|
|
Denture assistant at
Kawakawa denture Services |
None |
None |
|
|
KS Bookkeeping and Administration |
Business owner, bookkeeping and development of environment management plans for clients. |
None perceived |
I’d step aside from decisions that arise, that may have conflicts. |
|
Kinghans Accounting |
Office Administration |
None perceived |
I’d step aside from decisions that arise, that may have conflicts. |
|
Waikare Marae Trustees |
Trustee |
May be perceived conflicts |
Case by case basis |
|
Kawakawa Business & Community Association |
Committee member/newsletter editor and printer |
None perceived |
If there was a perceived conflict, I will step aside from decision making |
|
Bay of Islands College |
Parent elected trustee |
None perceived |
If there was a perceived conflict, I will step aside from decision making |
|
Karetu School Bay Cosmos Soccer |
Parent elected trustee. Committee member and coach |
None perceived |
If there was a perceived conflict, I will step aside from decision making |
|
Property in Waikare and Moerewa |
|
|
If there was a perceived conflict, I will step aside from decision making |
|
Sister is currently employed by the Far North District Council. |
|
|
Will not discuss any matters regarding her role or my role as Councillor that are confidential.
|
|
Coffee and food |
Ratepayers sometimes 'shout' food and beverage |
Bias or pre-determination |
Case by case |
|
Kelly Stratford (Husband) |
Property in Moerewa |
|
N/A |
N/A |
Ordinary Council Meeting Agenda |
29 August 2019 |
Ordinary Council Meeting
will be held in the Council Chamber, Memorial Avenue, Kaikohe on:
Thursday 29 August 2019 at 10.00 am
Order Of Business
2 Apologies and Declarations of Interest
5.1 Notice of Revocation - Revoking previous resolution for Kerikeri Bus Stop
6 Confirmation of Previous Minutes
6.1 Confirmation of Previous Minutes
7 Bay of Islands-Whangaroa Community Board
8 Audit, Risk, and Finance Committee
9 Infrastructure and Asset Management Group
9.2 Kerikeri Waste Water Additional Budget Funding.
10 Strategic Planning and Policy Group
10.1 Proposed Speed Limit Changes - Okaihau - Kaeo - Waimate North Areas
10.2 Governance Diagnostic Assessment
10.3 Regional Plan - Genetically Modified Organisms Decision
10.4 Sister City Relationship Between Far North District and Chaozhou City, China
11.1 Capital Carry Forwards June 2019
11.2 Delegations to the Chief Executive Officer during the Election Period
12.1 CEO Report to Council 01 June 2019 - 31 July 2019
13.1 Elected Member Report - Road Controlling Authorities Forum 2 August 2019
14.1 Confirmation of Previous Minutes - Public Excluded.
14.2 Ground Lease Horeke Playcentre
14.3 Letter of Assurance to Provincial Growth Fund.
14.4 Kaeo Wastewater Scheme Telemetry System Upgrade
14.5 Approval of Three Additional Building Consultants to BCA Supplier Panel
14.6 Priority Seal Extension Programme 2019-2020
14.7 Chief Executive Performance Agreement 2019/20
14.8 Options and Recommendations to build Animal Sheltres at Ngawha and Kaitaia
Supplementary Aggenda
1 Prayer
2 Apologies and Declarations of Interest
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Council 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.
10.0 am Representative/s from Bay of Islands Art Festival
29 August 2019 |
5.1 Notice of Revocation - Revoking previous resolution for Kerikeri Bus Stop
File Number: A2609323
I, Councillor Ann Court, give notice that at the next Ordinary Meeting of Council to be held on 29 August 2019, I intend to move the following revocation motion:
That Council agrees that the resolution 10.1 titled Cobham Road Bus Stop that was passed at the meeting of Council on 27 June 2019 be rescinded. “a) Council approves in principle the relocation of bus services out of the Kerikeri CBD as a matter of urgent public safety. b) Council agrees the appropriate mechanism for this matter to be resolved, in a timely manner, is for this matter to be delegated for action at an officer level. c) the Chief Executive Officer be delegated authority to negotiate with FNHL for the interim use of the BOI airport terminal for coach parking facilities. d) once the new coach park facility is operational the designation for a bus stop on Cobham Road, Kerikeri be revoked. e) the Chief Executive Officer to report back to Council on costs / financial option”.
|
Rationale
A decision was made under delegated authority to trial a temporary bus stop outside the Proctor Library to address urgent safety concerns. Concurrently the Council is developing an integrated transport plan for Kerikeri which will look at the wider needs of the community for the next 30-50 years including the provision of infrastructure to support enhanced public transport. It is prudent to await the completion of these work streams before proceeding with any relocation of services.
Staff have checked the notice of motion for compliance with standing orders and confirm it meets the requirements of standing orders 23.1, 23.2 and 23.3.
1. Cr Court - Signed Notice of Motion - A2609305 ⇩
29 August 2019 |
6 Confirmation of Previous Minutes
6.1 Confirmation of Previous Minutes
File Number: A2577042
Author: Kim Hammond, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Governance Support
Purpose of the Report
The minutes are attached to allow Council to confirm that the minutes are a true and correct record of previous meetings.
That Council: a) confirms the minutes of the Council meeting held 27 June 2019 as a true and correct record. b) confirms the minutes of the Extraordinary Council meeting held 4 July 2019 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 meetings are attached.
Far North District Council Standing Orders Section 27.3 states that no discussion shall arise on the substance of the minutes in any succeeding meeting, except as to their correctness.
Reason for the recommendation
The reason for the recommendation is to confirm the minutes are a true and correct record of the previous meetings.
3) Financial Implications and Budgetary Provision
There are no financial implications or the need for budgetary provision as a result of this report.
1. 2019-06-27 Council Minutes Unconfirmed - A2541395 ⇩
2. 2019-07-04 Council Minutes Unconfirmed - A2550850 ⇩
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 a matter 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. |
This report complies with the Local Government Act 2002 Schedule 7 Section 28. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
There are no implications for Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report. |
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 (for example, youth, the aged and those with disabilities). |
This report is asking for minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports. |
State the financial implications and where budgetary provisions have been made to support this decision. |
There are no financial implications or the need for budgetary provision arising from this report. |
Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report. |
Ordinary Council Meeting Agenda |
29 August 2019 |
MINUTES OF Far North District Council
Ordinary Council
Meeting
HELD AT THE Far North
Reap, Kauri Room, 33 Puckey Avenue, Kaitaia
ON Thursday, 27 June
2019 AT 10.00
am
PRESENT: Mayor John Carter (HWTM), Cr Ann Court, Cr Felicity Foy, Cr Dave Hookway, Cr Colin (Toss) Kitchen, Cr Sally Macauley, Cr Mate Radich, Cr John Vujcich, Cr Kelly Stratford, Deputy Mayor McInnes (via audio conference)
IN ATTENDANCE: Mike Edmonds - Kaikohe-Hokianga Community Board Chairperson, Terry Greening - Bay of Islands-Whangaroa Community Board Chairperson, Adele Gardner - Te Hiku Community Board Chairperson, Louis Toorenburg - Kaikohe-Hokianga Community Board Member, Lawrie Atkinson - Te Hiku Community Board Member, Rachel Smith - Bay of Islands-Whangaroa Community Board Member, Shawn Baker - Northland Transport Alliance
STAFF PRESENT: Shaun Clarke - Chief Executive Officer, William J Taylor MBE - General Manager - Corporate Services, Andy Finch - General Manager - Infrastructure and Asset Management, Dean Myburgh - General Manager - District Service, Darrell Sargent - General Manager - Strategic Planning and Policy, Jaime Dyhrberg - Executive Officer, Janice Smith - Chief Financial Officer, Sheryl Gavin - Manager - Corporate Planning and Engagement, Caroline Wilson - Manager - District Administration, Carla Ditchfield-Hunia - Legal Services Officer, Roger Ackers - Manager - Strategy Development, Aisha Huriwai - Governance Support Team Leader, Brad Hedger - Resource Consents Engineer, Glenn Rainham - Manager - Infrastructure Operations, Michael Boyd - Manager - Talent and Development, Tanya Proctor - Team Leader - Infrastructure Programmes, Liz Davidson - Executive Assistant to CEO, Kathleen Curtin - Executive Assistant to Mayor, Zena Tango - Executive Assistant to CEO, Jacine Warmington - Manager - Community and Customer Services, Gayle Andersen - Executive Assistant to General Manager SPP, Greg Wilson - Manager - District Planning, Theresa Burkhardt - Policy Planner, Richard Edmondson - Manager - Communications, Melissa Wood - Meetings Administrator, Kim Hammond - Meetings Administrator
1 Prayer
His Worship the Mayor commenced the meeting with a prayer.
2 APOLOGY |
Resolution 2019/14 Moved: Mayor John Carter Seconded: Cr Ann Court That the apology received from Deputy Mayor Tania McInnes be accepted and leave of absence granted. Carried |
Council noted that Cr Colin Kitchen needed to depart the meeting at 2.30pm.
Cr Ann Court declared an interest in agenda item 9.6 Adoption of Amendments to Rating Relief (Remission & Postponement) Policies.
Cr Sally Macauley declared an interest in agenda item 7.1 Basketball Court Project - Memorial Park, Kaikohe.
Cr Felicity Foy declared in interest in agenda item 8.1 District Plan Update - Appendix 7 Statutory Acknowledgements.
3 Confirmation of Previous Minutes
3.1 Confirmation of Previous Minutes Agenda item 5.1 document number A2495294, pages 12 - 13 refers |
Resolution 2019/15 Moved: Cr Ann Court Seconded: Cr Sally Macauley That Council confirms the minutes of the: a) Council meeting held 17 April 2019 as a true and correct record b) Extraordinary Council meeting held 13 June 2019 as a true and correct record Carried |
Attachments tabled at meeting 1 Unconfirmed Minutes - Council Extraordinary Meeting 13 June 2019 |
4 Bay of Islands-Whangaroa Community Board
4.1 Adoption of the Kerikeri Domain Reserve Management Plan Agenda item 6.1 document number A2478426, pages 20 - 25 refers |
Resolution 2019/16 Moved: Mayor John Carter Seconded: Cr Ann Court That Council: a) adopts the Draft Kerikeri Domain Reserve Management Plan 2019 pursuant to its powers under section 41 of the Reserves Act 1977. b) urgently establishes a reserve management committee for the Kerikeri Domain, to manage the domain and its use. c) direct the Chief Executive Officer to report back on the options for the establishment of a management committee. Carried |
5 KAIKOHE-HOKIANGA Community Board
Deputy Mayor Tania McInnes joined the meeting via audio conference at 10:43 am.
5.1 Basketball Court Project - Memorial Park, Kaikohe Agenda item 7.1 document number A2515853, pages 90 - 94 refers |
Motion Moved: Mayor John Carter Seconded: Cr Ann Court That a) Council approval be given to construct a basketball court on Memorial Park reserve once the Kaikohe Community Youth Charitable Trust has secured sufficient funding. b) Council staff manage the project using funds received from the Kaikohe Community Youth Charitable Trust. c) sufficient operational funding be allocated in the 2020/21 Annual Plan and subsequent Long Term Plans to maintain, insure and depreciate the asset. Amendment Moved: Cr Dave Hookway Seconded: Cr John Vujcich d) That Council approve the additional funding of $28,000 to the Kaikohe Community Youth Charitable Trust Councillor Hookway requested a vote by division In Favour: Crs Dave Hookway, Colin (Toss) Kitchen, Mate Radich and John Vujcich Against: Crs John Carter, Tania McInnes, Ann Court, Felicity Foy and Kelly Stratford Abstained: Cr Sally Macauley lost 4/5 The original motion became the substantive motion Resolution 2019/17 Moved: Mayor John Carter Seconded: Cr Ann Court That a) Council approval be given to construct a basketball court on Memorial Park reserve once the Kaikohe Community Youth Charitable Trust has secured sufficient funding. b) Council staff manage the project using funds received from the Kaikohe Community Youth Charitable Trust. c) sufficient operational funding be allocated in the 2020/21 Annual Plan and subsequent Long Term Plans to maintain, insure and depreciate the asset.
Carried |
6 Deputation
Russell Wharf and Waterfront Trust - Chairman Riki Kinnaird.
7 Notice of Motion
7.1 Notice of Motion - Cr Hookway - Russell Wharf Supplementary Agenda item S.2 document number A2534441, pages 8 - 9 refers |
Motion Moved: Cr Dave Hookway Seconded: Mayor John Carter That Council reaffirms its decision to transfer the Russell Wharf to Far North Holdings Limited for $1 as agreed in its Long Term Plan 2018-2028, subject to the execution of a legally-binding agreement between Far North Holdings Limited and the newly proposed Trust, that provides for: 1. community and tangata whenua input into the Wharf’s development, future direction, management and governance. 2. a requirement to transfer the Wharf back to the ownership of the FNDC for $1 should Far North Holdings Limited choose to divest it in the future. 3. That accumulated depreciation reserves for the Russell Wharf be retained by Council.” Amendment Moved: Mayor John Carter Seconded: Cr Ann Court That Council reaffirms its decision to transfer the Russell Wharf to Far North Holdings Limited for $1 as agreed in its Long Term Plan 2018-2028, subject to the execution of a legally-binding agreement between FNHL and the newly proposed Kororareka / Russell Community Wharf Kaitiaki Trust. Amongst other things the agreement must provide for:
1. Community and Tangata Whenua input into the Wharf’s development, future direction, management and governance. 2. A first option to transfer the Wharf back to the ownership of the FNDC, should Far North Holdings Limited choose to divest it in the future. 3. That accumulated depreciation reserves for the Russell Wharf be held in trust by Council for FNHL to use on the Russell Wharf. Far North Holdings Limited will apply to FNDC for funds, as required, up to the maximum of the reserve fund at the point of transfer. 4. The building is of suitable structure to fit the character of the Russell Strand Heritage Zone. CARRIED The amendment became the substantive motion Resolution 2019/18 Moved: Mayor John Carter Seconded: Cr Ann Court That Council reaffirms its decision to transfer the Russell Wharf to Far North Holdings Limited for $1 as agreed in its Long Term Plan 2018-2028, subject to the execution of a legally-binding agreement between Far North Holdings Limited and the newly proposed Kororareka / Russell Community Wharf Kaitiaki Trust. Amongst other things the agreement must provide:
1. that Community and Tangata Whenua input into the Wharf’s development, future direction, management and governance. 2. for a first option to transfer the Wharf back to the ownership of the FNDC, should Far North Holdings Limited choose to divest it in the future. 3. that accumulated depreciation reserves for the Russell Wharf be held in trust by Council for Far North Holdings Limited to use on the Russell Wharf. Far North Holdings Limited will apply to FNDC for funds, as required, up to the maximum of the reserve fund at the point of transfer. 4.
that the building is of suitable structure to fit the character of the
Russell Strand Carried |
Attachments tabled at meeting 1 Russell Wharf joint statement (Russell Wharf and Waterfront Trust / FNHL) |
8 STRATEGIC PLANNING AND POLICY GROUP
8.1 Adoption of Fees and Charges for 2019/20 Agenda item 9.5 document number A2497684, pages 264 - 268 refers |
Resolution 2019/19 Moved: Mayor John Carter Seconded: Cr Kelly Stratford That Council adopt the Schedule of Fees and Charges for 2019/20. Carried |
8.2 Adoption of amendments to Rating Relief (Remission & Postponement) Policies Agenda item 9.6 document number A2516482, pages 304 - 310 refers. Cr Court declared a conflict of interest and left the meeting at 11:25 am and returned at 11:33 am. Cr Hookway requested that the minutes record that staff had agreed to change wording of the Community, Sport & Not for Profit Organisation Policy, and the change would be made following the meeting. |
Resolution 2019/20 Moved: Mayor John Carter Seconded: Cr Sally Macauley That Council: a) Adopt the Rating Relief (Remissions & Postponement) Policies with the proposed and consulted amendments, with the following further amendments resulting from public consultation: i) Amend condition 5 of the Common Use Properties policy to clarify that ownership may be owned by individual(s) rather than an individual. ii) Amendment to condition 5 of the Common Use Properties policy to clarify that rating units may (instead of will) be considered as one. Carried Abstained: Cr Ann Court |
8.3 Adoption of the 2019/20 Annual Plan Agenda item 9.7 document number A2513900, pages 352 - 354 refers |
MOTION Moved: Cr Colin (Toss) Kitchen Seconded: Cr Ann Court That Council: a) adopts the Annual Plan for 2019/20. b) delegates authority to the Chief Executive Officer to approve any minor accuracy, grammatical or formatting amendments prior to the Annual Plan 2019/20 being published and uploaded onto the Far North District Council website. Amendment Moved: Mayor John Carter Seconded: Cr Felicity Foy Subject to the wording on page 19 of the draft 2019-20 Annual Plan be changed from ‘Public toilet - North Park, Kaitaia’ to ‘Public toilet - Centennial Park, Kaitaia’. Carried The amendment became the substantive motion. Resolution 2019/21 Moved: Cr Colin (Toss) Kitchen Seconded: Cr Ann Court That Council: a) adopts the Annual Plan for 2019/20 subject to the wording on page 19 of the draft 2019-20 Annual Plan be changed from ‘Public toilet - North Park, Kaitaia’ to ‘Public toilet - Centennial Park, Kaitaia’. b) delegates authority to the Chief Executive Officer to approve any minor accuracy, grammatical or formatting amendments prior to the Annual Plan 2019/20 being published and uploaded onto the Far North District Council website. Carried |
9 CORPORATE SERVICES GROUP
9.1 Setting of Rates, due dates and penalties for 2019-2020 Agenda item 10.1 document number A2508962, pages 355 - 364 refers |
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Resolution 2019/22 Moved: Mayor John Carter Seconded: Cr Sally Macauley That, pursuant to Section 23 of the Local Government (Rating) Act 2002 (the Act), Council sets the rates as described below for the year commencing 1st July 2019 and concluding 30th June 2020;
All rates are shown inclusive of GST
GENERAL RATE
General Rate Differentiated on the basis of land use set on all rateable land
Uniform Annual General Charge (UAGC):
A UAGC of $450.00 per Separately Used or Inhabited Part (SUIP) of a rateable Rating Unit
TARGETED RATES
Ward Services Rate Differentiated on the basis of location set on all rateable land in the identified wards
ROADING RATES
Uniform Roading Rate
A Uniform Targeted Rate of $100 per Separately Used or Inhabited Part (SUIP) of a rateable Rating Unit
Differential Roading Rate
Differentiated on the basis of land use set on all rateable land
Differentiated on the basis of land use set on all rateable land identified in the rating area maps for the urban communities;
DEVELOPMENT RATES
Paihia CBD Development Rate
Differentiated on the basis of land use set on all rateable land identified in the rating area maps
Kaitaia BID Rate
BOI Recreation Centre Rate
PRIVATE ROADING RATES
Hupara Road Sealing Rates
SEWERAGE RATES
Separate sewerage rates are set for each sewerage scheme differentiated on the basis the supply or availability of supply to each scheme.
The additional pan rate is set on the basis of the third and subsequent water closet or urinal within the rating unit. A rating unit used primarily as a residence for a single household will be treated as having a single pan.
Ahipara Sewerage Capital Rate
East Coast Sewerage Capital Rate
Hihi Sewerage Capital Rate
Kaeo Sewerage Capital Rate
Kaikohe Sewerage Capital Rate
Kaitaia and Awanui Sewerage Capital Rate
Kawakawa Sewerage Capital Rate
Kerikeri Sewerage Capital Rate
Kohukohu Sewerage Capital Rate
Opononi Sewerage Capital Rate
Paihia Sewerage Capital Rate
Rangiputa Sewerage Capital Rate
Rawene Sewerage Capital Rate
Russell Sewerage Capital Rate
Whangaroa Sewerage Capital Rate
Whatuwhiwhi Sewerage Capital Rate
District Wide Sewerage Operating Rate
WATER RATES Separate water rates are set for each water supply scheme differentiated on the basis the supply or availability of supply to each scheme.
Kaikohe Water Capital Rate
Kaitaia Water Capital Rate
Kawakawa Water Capital Rate
Kerikeri Water Capital Rate
Okaihau Water Capital Rate
Omapere/Opononi Water Capital Rate
Paihia Water Capital Rate
Rawene Water Capital Rate
District Wide Water Operating Rates The District wide operating rates are assessed on the basis of the quantity of water supplied as recorded by meter.
Metered Supply rate (all schemes)
Non Metered Water Supply Rate (Includes 250 M3 Supply)
DRAINAGE RATES
And that, pursuant to Section 24 of the Act and with the exception of the targeted rates set for the supply of water pursuant to Section 19 of the Act, Council charges the rates for the 2019-2020 rating year by way of four equal instalments. Each instalment to be paid on or before the due dates set out below;
And that, pursuant to Sections 57 and 58 of the Act and with the exception of the targeted rates set for the supply of water pursuant to Section 19 of the Act, Council imposes the following penalties:
A ten percent (10%) penalty on any portion of any instalment of rates assessed in the 2019-2020 financial year that is not paid on or by the due date for payment as detailed above. This penalty will be added on the penalty dates detailed above;
And that the water meters be read and invoiced on a six-month cycle, or more often if required, and the subsequent invoices become due for payment set out overleaf.
And that, pursuant to Sections 57 and 58 of the Act, Council imposes the following penalties in respect of targeted rates set for the supply of water pursuant to Section 19 of the Act:
A ten percent (10%) penalty on any portion of the rate for the supply of water charged pursuant to Section 19 of the Act, as separately invoiced, that is not paid on or by the due date for payment as set out below;
And that, pursuant to Section 88 of the Act, Council set Postponement Fees as provided for in the relevant Rates Postponement Policies;
FEES IN RESPECT OF POSTPONED RATES Pursuant to Section 88 of the Local Government (Rating) Act 2002, Council will charge a postponement fee on all rates that are postponed under any of its postponement policies.
The Postponement fees are as follows: · Application Fee: $50 · Administration Fee: $50 pa · Financing Fee on all Postponements: Currently set at 4.75% pa but may vary to match Council’s average cost of funds. At Council’s discretion all these fees may be added to the total postponement balance. Carried |
9.2 Amendment to Rating Delegations Agenda item 10.2 document number A2496973, pages 365 - 366 refers |
Resolution 2019/23 Moved: Cr Ann Court Seconded: Mayor John Carter That Council approve the proposed changes to position titles within the approved Rating Delegations Schedule 2019. Carried Against: Cr Dave Hookway |
10 Bay of Islands-Whangaroa Community BoarD (CONTINUEd)
10.1 Cobham Road Bus Stop Agenda item 6.2 document number A2497323, pages 57 - 61 refers |
MOTION Moved: Cr Ann Court Seconded: Cr Dave Hookway That: a) Council approves in principle the relocation of bus services out of the Kerikeri CBD as a matter of urgent public safety. b) Council agrees the appropriate mechanism for this matter to be resolved, in a timely manner, is for this matter to be delegated for action at an officer level. c) the Chief Executive Officer be delegated authority to negotiate with FNHL for the interim use of the BOI airport terminal for coach parking facilities. d) once the new coach park facility is operational the designation for a bus stop on Cobham Road, Kerikeri be revoked. Amendment Moved: Cr Dave Hookway Seconded: Cr John Vujcich e) the Chief Executive Officer to report back to Council on costs / financial options. Carried The amendment became the substantive motion Resolution 2019/24 Moved: Cr Ann Court Seconded: Cr Dave Hookway That: a) Council approves in principle the relocation of bus services out of the Kerikeri CBD as a matter of urgent public safety. b) Council agrees the appropriate mechanism for this matter to be resolved, in a timely manner, is for this matter to be delegated for action at an officer level. c) the Chief Executive Officer be delegated authority to negotiate with FNHL for the interim use of the BOI airport terminal for coach parking facilities. d) once the new coach park facility is operational the designation for a bus stop on Cobham Road, Kerikeri be revoked. e) the Chief Executive Officer to report back to Council on costs / financial options. Carried
|
Attachments tabled at meeting 1 Letter from InterCity Group 25 June 2019 |
11 Deputations (continued)
Our Kerikeri - represented by Annika Dickey, Kirsty Grant and Jo Lumkong
Plant & Food Research - represented by Phil Johnstone, Dr Richard Newcomb and Dr Annette Richardson
12 Public Excluded
Resolution to exclude the public |
||||||
Resolution 2019/25 Moved: Mayor John Carter Seconded: Cr Mate Radich That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
Carried |
At 12:54 pm Deputy Mayor Tania McInnes left the meeting.
13 Strategic Planning and Policy Group ( CONTINUED)
13.1 Climate Change Update Agenda item 9.3 document number A2513333, pages 254 - 260 refers |
Resolution 2019/26 Moved: Mayor John Carter Seconded: Cr Kelly Stratford That Council: a) accepts for information a summary of the work currently being undertaken in respect of climate change; and supports elected member consultation with the community towards a climate action plan, facilitating workshops and raising awareness of what climate change is, and how individuals can play their part. b) accepts for information a summary of the contents of the Climate Change Response (Zero Carbon) Amendment Bill. c) accepts for information the approach taken to submitting on the Climate Change Response (Zero Carbon) Amendment Bill. d) formally provides approval of Administration’s participation in the Tai Tokerau Climate Change Adaptation Working Group. e) directs the Chief Executive Officer to create a Council-wide working group to integrate and formulate strategies towards climate change in response to the Climate Change Response (Zero Carbon) Amendment Bill, the Tai Tokerau Climate Change Adaptation Working Group’s work programme, and the further consideration of outcomes of this work in current Council-wide strategy and policy development. f) identifies the financial implications of implementing any climate change initiatives. Carried |
14 Deputations (continued)
Kaitaia College Climate Action Group representatives Ethan Nemeroff and Kiel Minerviro.
The meeting was adjourned from 1:15 pm to 1:41 pm.
15 Kaikohe-Hokianga Community Board (continued)
15.1 Lease Council building 11 Parnell Street, Rawene Agenda item 7.2 document number A2516087, pages 111 - 115 refers |
Resolution 2019/27 Moved: Cr Ann Court Seconded: Mayor John Carter That Council a)
offers a new lease to Rawene and Districts Community Development
Inc (RAD) at b) approves that $62,000 of available renewal funding is put towards the internal fit-out proposed by RAD. Carried |
16 Notice of Motion
16.1 Notice of Motion from Cr J Vujcich - Ngakahu Trust: Easement and Access to Kauri Dam Supplementary Agenda item S.1 document number A2534327, page 3 refers |
Resolution 2019/28 Moved: Cr John Vujcich Seconded: Mayor John Carter That Council rescinds the Council decision of 28 June 2018, Item 4.1 part a: “That Council : a) Proceeds with the regularisation of the right of way easement to regularise the access over the pipeline easement, by variation and extension of easement over 4D to ensure that vehicle access does not encroach on land not included in the right of way over the pipeline easement and pays any compensation as determined by a registered valuer or as determined by a Court.” Carried Abstained: Cr Ann Court |
17 Public Excluded
RESOLUTION TO EXCLUDE THE PUBLIC
Resolution 2019/29 Moved: Mayor John Carter Seconded: Cr Ann Court That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
Carried |
At 2:30 pm, Cr Kitchen left the meeting.
18 Confirmation of Information and Decisions in Open Meeting |
Resolution 2019/30 Moved: Mayor John Carter Seconded: Cr Sally Macauley That Council confirms a) The following information contained in the part of the meeting held with the public excluded be restated in public meeting: 3.4 Districtwide Unsealed Roads Prioritisation
That Council: a) Approve the RAMM-sections based prioritisation methodology (inclusive of criteria and weightings) to inform the four funding streams being: i) NZTA Dust Mitigation Initiative ii) Provincial Growth Fund Applications iii) Tourist Infrastructure Fund Applications iv) FNDC Dust Management Fund b) Approve a scrutiny-based optimisation process for roads identified to fall under FNDC’s unsubsidised funding scheme. c) Mandate the Northland Transport Alliance to develop appropriate applications under: i) the NZ Transport Agency 16/04 Dust Mitigation Initiative ii) the Provincial Growth Fund iii) the Tourism Infrastructure Fund 3.7 Extension of Current Swimming Pools Operations and Maintenance Contract That Council: a) approves extending the existing Swimming Pools Operations and Maintenance Contract to CBEC Limited for a term of three months to the 30 September 2019, based on the terms and conditions of the current contract. 3.8 Procurement Plan for the Extension of Hokianga Ferry Operations and Maintenenance Contract to 31 January 2020. That Council: a) approves extending the
existing Hokianga Ferry Operations and Maintenance Carried |
Attachments tabled at meeting 1 Tabled Document - Districtwide Unsealed Roads Prioritisation - report and attachments |
19 Governance and Strategic Relationships Committee
19.1 District Plan Update - Appendix 7 Statutory Acknowledgements Agenda item 8.1 document number A2512970, pages 120 - 122 refers |
Resolution 2019/31 Moved: Cr Ann Court Seconded: Cr Mate Radich That Council undertake as soon as possible, a separate exercise to update appendix 7 of the district plan and notify the relevant Iwi authority, plan holders and the general public of the additions and amendments to the plan to incorporate the statutory acknowledgements. Carried Abstained: Cr Felicity Foy |
At 3:16 pm, Cr Mate Radich left the meeting.
20 Strategic Planning and Policy Group (continued)
20.1 Approval of Work Programme for Revoked Bylaws Agenda item 9.1 document number A2498471, pages 132 - 137 refers |
Resolution 2019/32 Moved: Mayor John Carter Seconded: Cr Kelly Stratford That Council approve the following approach to address the revocation of bylaws and those due to be revoked in February 2020 a) Adopt the statement of proposal for a Land Drainage Bylaw 2019 b) Adopt the statement of proposal for a Control of Earthworks Bylaw 2019 c) Workshop local regulation and controls contained in the following revoked and soon to be revoked Bylaws to provide clear direction on the development of new bylaws: i) Control of the Use of Public Places ii) Control of Vehicle Crossings iii) Mobile Shops and Hawkers iv) Reserves v) Keeping of Animals, Poultry and Bees d) Defer the making of a new Trade Waste Bylaw until a clear policy direction has been considered as a result of the Revenue Review Project. Carried Abstained: Cr Ann Court Note: Councillors request that consultation be extended to close mid March 2020. |
20.2 Speed Limits Bylaw Agenda item 9.2 document number A2506824, pages 221 - 224 refers |
Resolution 2019/33 Moved: Cr Ann Court Seconded: Cr Felicity Foy That Council: a) Make amendments to the Speed Limits Bylaw 2008 as set out in Appendix 3 of Attachment 1 – ‘Speed Limit Bylaw Consultation – Submissions and Recommendations Report’, pursuant to Section 22AB(1)(d) of the Land Transport Act 1998, with effect from 28 July 2019 and rename the Bylaw ‘Speed Limits Bylaw 2019’. b) Authorises the Chief Executive Officer to make any minor edits or amendments to the Bylaw to correct any identified errors or typographical edits or to reflect the decisions made by Council. Carried |
20.3 Infrastructure Grant Fund 2018/19 Agenda item 9.4 document number A2458215, pages 261 - 263 refers |
Resolution 2019/34 Moved: Mayor John Carter Seconded: Cr Dave Hookway That Council approves that the unallocated budget of $14,230 from the Infrastructure Grant Fund 2018/19 be allocated to the Kaikohe Community and Youth Charitable Trust for the Kaikohe Basketball Court project. Carried Abstained: Cr Kelly Stratford |
21 Corporate Services Group (continued)
21.1 Far North Holdings Limited - Statement of Intent 2019 - 2022 Agenda item 10.3 document number A2513322, pages 370 - 372 refers |
Resolution 2019/35 Moved: Cr Ann Court Seconded: Cr Felicity Foy That Council receive the Statement of Intent for Far North Holdings Limited for the three years 2019 – 2022. Carried |
21.2 Fraud questionaire - Audit NZ Agenda item 10.4 document number A2513689, pages 387 - 388 refers |
Resolution 2019/36 Moved: Mayor John Carter Seconded: Cr John Vujcich That Council approve the responses to the Audit New Zealand fraud questionnaire provided. In Favour: Mayor John Carter, Crs Ann Court, Felicity Foy, Colin (Toss) Kitchen, Sally Macauley, John Vujcich and Kelly Stratford Against: Cr Dave Hookway Carried |
22 Chief Executive Officer
22.1 CEO Report to Council 01 April 2019 - 31 May 2019 Agenda item 11.1 document number A2523685, pages 391 - 391 refers |
Resolution 2019/37 Moved: Cr John Vujcich Seconded: Mayor John Carter That the Council receive the report “CEO Report to Council 01 April 2019 - 31 May 2019”. Carried At 3:45 pm, Cr Felicity Foy left the meeting. |
23.0 Meeting Duration |
Resolution 2019/38 Moved: Cr John Vujcich Seconded: Mayor John Carter That Council agree that the Ordinary Council Meeting continue beyond the 6 hour duration specified in Standing Orders, to discuss the remaining items left on the agenda. Carried |
The meeting was adjourned from 4.01 pm to 4.11 pm.
24 Information Reports
24.1 Elected Members Guidelines during the 2019 Local Body Elections Agenda item 12.1 document number A2457640, pages 443 - 444 refers |
Resolution 2019/39 Moved: Mayor John Carter Seconded: Cr John Vujcich That the Council receive the report “Elected Members Guidelines during the 2019 Local Body Elections”. Carried |
24.2 Northland Water Storage and Use Project Agenda item 12.2 document number A2513913, pages 450 - 451 refers |
Resolution 2019/40 Moved: Cr Ann Court Seconded: Cr John Vujcich That the Council receives the report “Northland Water Storage and Use Project”. Carried |
25 Infrastructure and Asset Management Group
25.1 Minerva Steamboat Project Grant Supplementary Agenda item 14.1 document number A2529849, pages 21 - 24 refers |
Resolution 2019/41 Moved: Mayor John Carter Seconded: Cr Sally Macauley That Council: a) approves the allocation of up to $21,000 from the Pou Herenga Tai Twin Coast Cycle Trail Trust from its 2019/20 year operational grant, to enable the Cycle Trail Trust to provide the Minerva Steamboat Project with a grant; subject to b) receiving written confirmation from the Pou Herenga Tai Twin Coast Cycle Trail Trust that they can effectively operate on a reduced 2019/20 year operational grant. Carried |
26 corporate services group (continued)
26.1 Remits for Consideration at 2019 LGNZ AGM Supplementary Agenda item 10.5 document number A2518891, pages 26 - 28 refers At 4.16 pm, Cr Felicity Foy returned to the meeting. |
motion Moved: Mayor John Carter Seconded: Cr John Vujcich That the Far North District Council supports the following 2019 Local Government New Zealand Remits: · Climate Change - Local Government Representation · Ban on the sale of fireworks to the general public · Prohibit Parking on grass berms · Short Term Guest Accommodation · Nitrate in drinking water · LGOIMA reporting · Weed Control · Building Defects Claims · Social Housing · Procurement · Single Use Polystyrene · Local Government Act 2002 · Campground regulations · Climate Change - Funding Policy Framework · Road Safety · Mobility Scooter Safety · Museums and Galleries · Resource Management Act · Mayor Decision to appoint Deputy Mayor · Sale and Supply of Alcohol Act · Beauty Industry Amendment Moved: Cr Dave Hookway Seconded: Cr Ann Court That Council representatives abstain from voting on the remits at the 2019 Local Government New Zealand at the Annual General Meeting. In Favour: Crs Ann Court, Felicity Foy, Dave Hookway and John Vujcich Against: Crs John Carter, Sally Macauley and Kelly Stratford The amendment became the substantive motion. Resolution 2019/42 Moved: Cr Dave Hookway Seconded: Cr Ann Court That Council representatives abstain from voting on the remits at the 2019 Local Government New Zealand at the Annual General Meeting. Carried Against: Crs Sally Macauley and Kelly Stratford |
27 Mayoral announcements
· Manea
· Anchor at Te Papa
· Operation Flotation
· Green waste in Opononi
Meeting Close
The meeting closed at 4.28 pm.
The minutes of this meeting will be confirmed at the Ordinary Council Meeting held on 29 August 2019.
...................................................
CHAIRPERSON
MINUTES OF Far North District Council
Extraordinary Council
Meeting
HELD AT THE Council
Chamber, Memorial Avenue, Kaikohe
ON Thursday, 4 July
2019 AT 12.08
pm
PRESENT: Mayor John Carter (HWTM), Cr Tania McInnes (Deputy Mayor), Cr Ann Court, Cr Felicity Foy (via video-conference), Cr Colin (Toss) Kitchen, Cr Sally Macauley, Cr Mate Radich, Cr John Vujcich, Cr Kelly Stratford
IN ATTENDANCE: Mike Edmonds - Kaikohe-Hokianga Community Board Chairperson, Adele Gardner - Te Hiku Community Board Chairperson
STAFF PRESENT: Shaun Clarke - Chief Executive Officer, Andy Finch - General Manager- Infrastructure and Asset Management, Dean Myburgh - General Manager - District Services, William J Taylor MBE - General Manager – Corporate Services, Sheryl Gavin - General Manager – Strategic Planning and Policy – Acting, Janice Smith - Chief Financial Officer, Richard Edmondson - Manager - Communications, Jill Coyle - Manager – People and Capability, Glenn Rainham - Manager – Infrastructure Operations, Roger Ackers - Manager – Strategy Development, Aisha Huriwai - Team Leader – Governance Support, Kim Hammond - Meetings Administrator
1 Prayer
His Worship the Mayor commenced the meeting with a prayer.
2 Apologies and Declarations of Interest
Apology |
Resolution 2019/34 Moved: Mayor John Carter Seconded: Cr Tania McInnes That the apology received from Cr Hookway be accepted and leave of absence granted. Carried |
3 Deputation
Nil
4 Strategic Planning and Policy Group
4.1 Correction to the draft Earthworks bylaw Agenda item 5.1 document number A2546599, pages 12 - 22 refers |
Resolution 2019/35 Moved: Mayor John Carter Seconded: Cr Tania McInnes That Council adopt the corrected Statement of Proposal for the draft Control of Earthworks Bylaw 2019. Carried |
At 12:30 pm, Cr Ann Court left the meeting due to her concern on the legality of Council being asked to reconsider the Remits for Consideration at the 2019 Local Government New Zealand Annual General Meeting.
4 Corporate Services Group
6.1 Remits for Consideration at 2019 LGNZ AGM Agenda item 6.1 document number A2547704, pages 23 - 33 refers |
Resolution 2019/36 Moved: Cr Kelly Stratford Seconded: Cr Sally Macauley That Council: revokes its decision of 27 June 2019 “That Council representatives abstain from voting on the remits at the 2019 Local Government New Zealand Annual General Meeting.” That Council: a) endorses remits - Climate Change – local government representation - Traffic Offences – red light running - Prohibit parking on grass berms - Short-term guest accommodation - Nitrate in drinking water - Local Government Official Information and Meeting Act (1987) - Weed control - Building defects claim - Social housing - Procurement - Single-use polystyrene - Local Government Act 2002 - Campground regulations - Sale and Supply of Alcohol Act - Climate Change – funding policy framework - Road safety - Mobility scooter safety - Museums and galleries - Resource Management Act - Beauty industry
b) does not endorse remits - Ban on sale of fireworks to the general public - Mayor decision to appoint Deputy Mayor
c) abstain from voting on - Living Wage - Greenhouse gases Carried |
At 12:42 pm, Cr Ann Court returned to the meeting.
At 12:53 pm, Cr Tania McInnes left the meeting.
At 12:57 pm, Cr Colin (Toss) Kitchen left the meeting.
5 MAYORAL ANNOUNCEMENTS
Thanked Cr Ann Court for representing Far North District Council on the Cobham Road Bus Stop and responding to social media comments.
The Mayor met with Kerikeri Squash Club in regards to the Kerikeri Pavilion.
6 Meeting Close
The meeting closed at 12.58 pm.
The minutes of this meeting will be confirmed at the Ordinary Council meeting to be held on 29 August 2019.
...................................................
CHAIRPERSON
29 August 2019 |
7 Bay of Islands-Whangaroa Community Board
7.1 Easement over local purpose (utility reserve) lot 33 DP166614 - Landing Road, Kerikeri (RC 2190583)
File Number: A2609022
Author: Kaye Lethbridge, Property Legalisation Officer
Authoriser: William J Taylor MBE, General Manager - Corporate Services
Purpose of the Report
This report seeks approval from Council in regard to a request for an easement over local purpose (utility) reserve off Landing Road, Kerikeri.
Executive Summary
· The current access to Lot 29 DP 166614 is off Edkins Road.
· The eastern boundary of Lot 29 DP 166614 adjoins a narrow local purpose (utility) reserve (segregation strip) which prevents access from Landing Road.
· Landing Road was a primary traffic route however the Heritage Bypass has since been constructed diverting the majority of the traffic.
· The Stone Store Bridge has been removed and Landing Road is no longer a through road.
· The Bay of Islands-Whangaroa Community Board considered this report at their meeting on 12 August 2019 and makes the following recommendation to Council.
That the Far North District Council: a) In its role as administering body of the local purpose (utility) reserve and pursuant to its powers under Section 48 of the Reserves Act 1977, grants an easement over the local purpose (utility) reserve held in RT NA101A/441 being Lot 33 DP 166614, shown in Donaldson’s plan 7202a, in favour of Lot 29 DP 166614; and b) In its role as the Minister of Conservation’s delegate, consents to the granting of the aforementioned easement.
|
1) Background
The applicant Mr M Wycherley recently purchased Lot 29 DP 166614 with the intention of subdividing the property into two (2) lots. The property runs between Edkins and Landing Roads, Kerikeri. The legal access is off Edkins Road because the eastern boundary adjoins a local purpose (utility) reserve which acts as a segregation strip to prevent access from Landing Road.
The applicant’s agent advises that although access is possible off Edkins Road this would serve only one (1) lot and it would be impractical to extend this formation to the rear of the site to serve the other proposed lot. It would be more practical to access the second (2nd) lot from Landing Road to avoid compromising potential building sites and reduce the impact on land needed for onsite effluent disposal and storm water management.
The proposed easement would include rights of way, rights to convey electricity, telecommunications, water supply, and computer media, in favour of Lot 29 DP 166614.
2) Discussion and Options
Historically Landing Road was a primary traffic route and due to its increasingly busy nature the segregation strip was created to restrict the number of vehicle access points. The Heritage Bypass has since been constructed diverting the majority of the traffic, and with the Stone Store Bridge having been removed, Landing Road is no longer a through road. A local purpose (utility) reserve in this location on Landing Road is no longer necessary as a means of preventing or controlling access onto Landing Road.
The proposed entrance and easement are positioned near to an existing entrance approved by Council in 2012. The total area of the reserve is 37 square metres more or less, and it is only 0.2 metres wide.
Council’s Transport Planner agrees with the proposal. Council’s Resource Consents Engineer has assessed the subdivision application and his comments are that the new vehicle crossings to the proposed lots are to be constructed to FNDC/S/2 standards. Crossings are to be located at least 30m from road intersections and vehicle crossing permits are to be obtained prior to works commencing.
Reserves Act 1977
Council has the power by way of a ministerial delegation (under certain criteria) to approve the granting of an easement over a reserve and to set conditions. Council has delegated to the Community Board the authority to make recommendations in regard to the use of reserves which are not contemplated by an existing reserve management plan, providing these are consistent with Council policy and the Reserves Act 1977.
Public notification is a requirement under the Reserves Act 1977 however this can be waived if certain criteria are met i.e. if the reserve is vested in the territorial authority, if the reserve is not likely to be materially altered and the rights of the public in respect of the reserve will not be permanently affected. In this case the reserve is vested in the Council, and it is considered that the reserve is not likely to be materially altered and the rights of the public will not be permanently affected, therefore public notification is not required.
In addition to recommending that the easement be granted, the Board could go a step further and recommend that staff commence the process to revoke the reserve status from the reserve land. The land would remain in Council ownership but it would no longer be subject to the Reserves Act 1977 and would no longer function as a segregation strip. The revocation process requires public notification allowing one month for submissions, the hearing of any submissions, iwi consultation, ministerial consent and Gazettal. This could be undertaken separately to this application as it can be time-consuming and costly. However, revocation of the reserve status has not been sought by the applicant. Revocation would involve unnecessary expense for the applicant, and unnecessary use of Council resources in terms of staff time etc, and therefore has not been recommended. The applicant will be content to acquire the proposed easement
Option 1: This is the recommended option: That the Bay of Islands-Whangaroa Community Board recommends that the Far North District Council grants an easement off Landing Road over the local purpose (utility) reserve RT 101A/441 Lot 33 DP 166614 in favour of Lot 29 DP 166614.
Option 2: The Board could recommend that the Council grants an easement off Landing Road over the local purpose (utility) reserve RT 101A/441 Lot 33 DP 166614 in favour of Lot 29 DP 166614, and that staff commence the process to revoke the reserve status from Lot 33 DP 166614 in accordance with the Reserves Act 1977 requirements. However, revocation has not been sought by the applicant and this option is not recommended.
Option 3: The third option would be to decline the request. However no good reason for declining the request has been identified
Reason for the recommendation
Landing Road is no longer a busy through road therefore the local purpose (utility) reserve is not required as a means of restricting vehicle access off Landing Road. However, revocation of the reserve status of the segregation strip has not been sought as it would involve unnecessary expense for the applicant and unnecessary use of Council resources. Granting the applicant’s request for an easement is considered appropriate.
3) Financial Implications and Budgetary Provision
The proposed easement over the local purpose (utility) reserve has no financial implications for the Council as the applicants will be responsible to meet all costs associated with creating the easement and forming the access.
1. Landing Road easement - A2609026 ⇩
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 significance |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
The easement proposal has been considered under the Reserves Act 1977 and Council’s Reserves 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. |
The easement proposal is of limited interest to the wider community; a Community Board recommendation in support of the proposal is sought |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
There is no specific cultural significance attached to this easement proposal |
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 (for example, youth, the aged and those with disabilities). |
A subdivision application has been submitted (RC2190583) |
State the financial implications and where budgetary provisions have been made to support this decision. |
No cost to Council, the applicant to cover all costs |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report |
29 August 2019 |
8 Audit, Risk, and Finance Committee
File Number: A2589255
Author: Manawa Johnson, Strategic Planner
Authoriser: Darrell Sargent, Chief Executive Officer (Acting)
Purpose of the Report
To seek approval for the Risk Management Policy 2019.
Executive Summary
· The Council’s Risk Management Policy was developed and implemented in 2014 and was due to be reviewed in 2017. Administration has not been able to review the policy until 2019 due to staffing capacity constraints.
· The Risk Management Policy has been reviewed and updated in accordance with the Council’s commitment to improve its performance and responsiveness to the community. Council is aiming for excellence and updating the risk management policy helps improve the areas of financial decision making and transparency.
· This report provides Council with three options to consider including adopt the recent review; maintain the status quo; or defer the review until a later date. Council recommends endorsing the review to enable implementation of the policy.
· The Audit, Risk, and Finance Committee considered this report at their meeting on 25 July 2019 and recommended that Council adopt the 2019 Risk Management Policy.
That Council adopt the 2019 Risk Management Policy.
|
1) Background
Council has statutory obligations to deliver services to the community. These services are required to be efficient, effective and appropriate to current and future circumstances. The Council risk management policy has been developed to meet demanding requirements and aid organisational resilience.
The Council risk management policy was originally developed and implemented in 2014 and was due to be reviewed in 2017. The 2014 policy was circular in nature, educational and included operational procedures and processes. The risk management policy has been reviewed to be a core policy document to guide management and staff on risk management expectations.
The risk management policy 2019 addresses the following issues identified in the 2014 policy;
- the readability and circular referencing causing confusion
- lack of acknowledgement of risks as opportunities
- ensuring monitoring and compliance can be applied in practice
2) Discussion and Options
Option One: do nothing
Under Option One the 2014 policy will remain in force to manage risk and guide staff on risk management expectations. While the 2014 policy represents good practice, the policy does not acknowledge recent developments within the organisation since the policies implementation and adoption in 2014.
If this option is adopted then Council loses the opportunity to support staff and management to improve performance in the areas of financial decision making and transparency through an updated and reviewed risk management policy.
Option Two: Adopt the 2019 Risk Management Policy (recommended option)
Option two proposes an approach to support recent developments by the Council to improve its risk management processes while maintaining good practice expectations. Approving the 2019 policy and allowing for a period of implementation provides Council with an opportunity for a further review in three years to determine its level of compliance and recognise other developments in the risk management area.
If this option is adopted Council will have an updated risk management policy that reflects the current climate.
Option Three: Address the policy review once the new Council is formed
Option three proposes reviewing the policy once the new Council has been formed post the elections in October 2019.
If this option is adopted then reviewing the policy will be delayed. The 2014 risk management policy was due to be reviewed in 2017. Further delay, will result in the Council lacking clear guidance on how to manage its risks. This option is therefore not recommended.
Reason for the recommendation
Option two is recommended for the following reasons:
1. it addresses the issue of the 2017 review date lapse;
2. it adopts a best practice approach to risk management;
3. it supports the move towards a cohesive approach to improve financial decision making and transparency.
3) Financial Implications and Budgetary Provision
The financial implications of the recommended option can be accommodated in the current budgets.
1. Risk Management Policy - A2610920 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
The recommendation in itself contained in this report does not meet the thresholds as set in the Council’s Significance and Engagement Policy. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
The recommendation in this report is aimed at complying with Part 6 – Planning, Decision Making and Accountability of the Local Government Act. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
Reviewing a policy has District wide relevance and therefore does not require involvement from the Community Boards. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
The recommendation in this report has no direct impact on Māori. |
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 (for example, youth, the aged and those with disabilities). |
The recommendation has no direct impact on any particular interested party or individual. |
State the financial implications and where budgetary provisions have been made to support this decision. |
There is no requirement for additional capital of operational budget to be requested beyond what is already budgeted for. |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report. |
29 August 2019 |
9 Infrastructure and Asset Management Group
File Number: A2519787
Author: Nina Gobie, Team Leader - Facilities Operations
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Purpose of the Report
1. To revisit a resolution by Council in 2016 and determine whether Council still wishes to enter into an agreement with the Friends of Roland’s Wood Charitable Trust (“the TRUST”) to transfer the development, maintenance and administration of Roland’s Wood, (a four hectare woodland reserve located on Kerikeri Inlet Road) to the TRUST.
2. Further, if agreed and subject to the High Court agreeing, transferring the balance of the trust funds held by Council (current value being $101,101) to the Trust for it to administer on the same terms and conditions as set out in the deed of trust and the agreement to be entered into between Council and the TRUST.
Executive Summary
· In 2016 Council agreed to transfer the responsibility for development, maintenance, operation, administration, and the remaining trust fund for Roland’s Wood to the Friends of Roland’s Wood Charitable Trust.
· The transfer was not completed as the Trust wanted to focus on purchasing the adjoining block known as Lavender’s Wood.
· Now that they have purchased the adjourning block they wish to reconvene the discussion.
· This report asks Council to confirm the decision of 2016 and explains the separation of responsibilities and the risks.
That Council: a) confirms it previous decision made at the Council meeting of 5 May 2016: “THAT the responsibility for development, maintenance, operation and administration of Roland’s Wood is transferred to the Trust established by the Friends of Roland’s Wood, along with the balance of the funds settled with Council for the purpose of maintaining Roland’s Wood in accordance with the Roland’s Wood Trust Deed, subject to a) agreement from the High Court; and b) an agreement between the Trust and Council regarding future planning, funding, reporting and liaison
b) notes that the land that Roland’s Wood sits on will continue to be in the ownership of Council.”
|
1) Background
1) Background
Roland Sanson gifted 4.0ha of land on Kerikeri Inlet Road to Council in 2007 and a small trust fund of around $200,000 was provided for the upkeep of the woodlot. As the land was planted as woodland with annual bulbs and exotic trees it required a higher level of service than council would usually fund, and hence the trust fund. The purpose of the trust fund was “the provision and maintenance of a woodland public park for recreational use, enjoyment and benefit of the public.”
Map showing the location of Roland’s Wood and the Lavenders Land
The Friends of Roland’s Wood Charitable Trust
The Friends of Roland’s Wood Charitable Trust was established on 25 June 2007. The Far North District Council is appointed as the sole Trustee. It cannot be relieved of this role without the consent of the High Court.
The Trust Deed provides for a Trust Administration Committee (TAC). The TAC is made up of three council officers; the CEO, the General Manager responsible for finance and administration and the Manager responsible for community services. Effectively, this group comprises the decision making for the Trust. The Trustee can appoint (and remove) “advisory trustees”. It appears that Doug Turner and Florence Annison are appointed to this role.
The Trust Deed specifies that the Trust is a council-controlled organisation. An exemption currently exists from the obligations under the Local Government Act of the Trust.
The administration of this Trust has been problematic with the continuous changes in the administration committee and is not meeting to attend to Trust business therefore leaving the Trustee i.e. Council exposed to being liable to any claim for failing to administer the funds prudently.
Operation of Roland’s Wood
Initially it appears that the wood was not maintained for a period of time. The Kerikeri Rotary Club then became involved and re-established the grounds. Their role ceased, and a volunteer group i.e.: the Friends of Roland’s Wood have taken over that role. The volunteer group then formed a charitable trust known as the Friends of Roland’s Wood (the “TRUST”). The TRUST developed and implemented a management plan for Roland’s Wood. The TRUST continues to be actively involved in the on-going maintenance and presentation of the wood and is also responsible for the work undertaken.
Friends of Roland’s Wood Charitable Trust
A “reserve” of this type does not sit easily either administratively or practically into the Council structure. In 2016, there were a number of discussions with the TRUST about alternative approaches to developing, maintaining and administering the Wood. Those discussions settled on an option as set out in the resolution put forward to Council in 2016. Those discussions were not advanced as the Trust wished to first pursue the purchase of the adjoining land being Lavender’s Wood, which Council assisted with by standing as guarantor. Having acquired Lavender’s Wood and completing its subdivision, the TRUST is now in a position to enter into an Agreement and take over the management, administration, development and maintenance of Roland’s Wood.
Therefore, Council needs to determine whether it still wishes to enter into an agreement with the TRUST to transfer the development, maintenance and administration of Roland’s Wood, (a four hectare woodland reserve located on Kerikeri Inlet Road) to the TRUST.
In addition, and subject to the High Court agreeing, Council needs to determine whether it wishes to transfer the balance of the trust funds held by FNDC (current value being $101,101) to the TRUST for it to administer on the same terms and conditions as set out in the ‘Deed of Trust’ and an agreement to be entered into between FNDC and the TRUST.
2) Discussion and Options
The Friends of Roland's Wood Charitable Trust (FRWT) aim is to manage both pieces of land seamlessly. The future division of accountabilities is detailed below:
FNDC responsible for:
Dog control and signage as per Council bylaws
FRWT responsible for:
Basic maintenance including spraying and mowing
Weed eradication
Pruning and removal of dead trees (which there are many)
Track building and maintenance
Development projects including clearing and cleaning up of ponds, building bridges and infrastructure
Creation of viewing points and seating positions for visitors to enjoy the 9ha park.
Creation of a water and power supply to support the parks maintenance and development needs
FRWT proposes they will:
Manage the land as described above
Provide an annual operations report covering the previous 12 months work and events
Put in place a Sustainable Plan for the management of the woodlands
Be in a financially robust position with an estimated $250,000 in the bank, dependent upon the sale of the last section being sold.
Develop the land by creating tracks and planting approximately 10,000 trees and shrubs to increase the current useable parkland by 2 - 3 hectares.
FRWT proposes Council to:
Administer its Dog Control requirements over Roland’s Wood
Transfer the remaining fund to the Trust by way of a High Court order
Therefore, Council needs to reconsider the following options:
1. Status quo.
2. Treat as Council reserve land and maintain and manage the land at the level contemplated by the Trust Deed.
3. Transfer the development, maintenance and operation of the wood to the Trust established by the Friends, along with the balance of funds, and limit Council’s involvement to ownership of the underlying land and for Council to apply to the High Court to change the Trust Deed to enable this to happen.
Assessment of options
1. This is not a viable alternative. FRWT need to have the authority to be able to get on with the development and management of the wood. Council does not have the resources available to maintain and administer this reserve at the level contemplated by the settlor of the Trust. There is a viable alternative that is available and want to take on this responsibility. In addition, the new health and safety legislation and the risks and obligations of Council and TAC members mean that an alternative is required.
Not recommended
2. Treating the wood as “just another reserve” is not consistent with the intention of the Trust Deed. Although it is possible for the trust fund to fund the difference between a standard level of service and the higher level of service required for this park for a period of time, a time is finite. Once the bequest funds are exhausted, the administration of this additional level of service is difficult as it cannot be justified within Council’s limited resources. Council is good at large scale ‘standard’ maintenance and development, but is not generally good at the special or one off developments.
Not recommended
3. This option will use the different governance structure already established by FRWT. The new governance group can plan their development and additional maintenance over the standard level provided. Council will continue to be the land owner, so that preservation of the wood lot is preserved over time however the community, through the Friends, has the responsibility for the ongoing development and maintenance of the wood. There will be provision built into the transfer documents that in the event of the failure of the Friends, operations and maintenance will revert back to Council.
Recommended
Reason for the recommendation
The current operation of Roland’s Wood is not sustainable. The recommendation has the purpose of giving effect to the original intention of Roland Sanson, having Council retain the asset for the long-term benefit of the community, but having development, operations, maintenance and administration undertaken by a focussed community group who are dedicated to the development of the Wood and Roland’s vision for the wood.
3) Financial Implications and Budgetary Provision
The remaining balance of the funds (gifted through the Deed of Settlement) would be transferred to the new trust established by the FRWT.
Council will incur some cost in the changes to the Trust Deed and having those approved by the Court. The drafting will be undertaken by in-house counsel and the High Court application and processing costs are negligible.
Therefore, there is no proposed increase in funding as the land asset remains with Council.
1. Copy of Report BWCB 6 April 2016 Item 7.3 Roland's Wood - A2522251 ⇩
2. Friends of Roland's Wood Agreement (draft) - A2521688 ⇩
3. Declaration of Trust establishing the Roland's Wood Trust - A2522167 ⇩
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 - There are historic levels of community interest in the proposal. |
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. |
Previous reports in 2016 contain information and options that are still relevant. |
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. |
Requested information from Ted Wihongi and Robert Willoughby specific to Maori engagement. |
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 (for example, youth, the aged and those with disabilities). |
Not applicable. |
State the financial implications and where budgetary provisions have been made to support this decision. |
There is no proposed increase in funding as the land asset remains with Council. |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report. |
29 August 2019 |
FRIENDS OF ROLAND’S WOOD CHARITIABLE TRUST
FAR NORTH DISTRICT COUNCIL
AGREEMENT FOR THE MAINTENANCE, OPERATION, DEVELOPMENT AND ADMINISTRATION OF ROLAND’S WOOD
AGREEMENT FOR THE MAINTENANCE, OPERATION, DEVELOPMENT AND ADMINISTRATION OF ROLAND’S WOOD
PARTIES:
FRIENDS OF ROLAND’S WOOD CHARITABLE TRUST
(“FRWCT”)
FAR NORTH DISTRICT COUNCIL AS TRUSTEE OF THE ROLAND’S WOOD TRUST
(“FNDC”)
BACKGROUND:
A. Roland Sanson gifted 4.0ha of land to Council in 2007 and small trust fund of around $200,000. was provided for the upkeep of the wood lot.
B. The FNDC was appointed as the sole trustee of the Roland’s Wood Trust (“the Trust”) and it cannot be relieved of this role without the consent of the High Court.
C. The purpose of the Trust is “the provision and maintenance of a woodland public park for recreational use, enjoyment and benefit of the public”.
D. The land was planted as woodland with annual bulbs and exotic trees, which require a high level of service. A reserve of this type does not sit easily or practically within a Council structure and as a result the wood was not maintained for a period of time.
E. Rotary re-established the grounds and when their role ceased a voluntary group “the Friends of Roland’s Wood” took over that role.
F. The Friends are involved in the development and implementation of a management plan for Roland’s Wood and are actively involved in the in the ongoing maintenance and presentation of the wood.
G. The Friends have formed a Charitable Trust (FRWCT) to be responsible for the work undertaken by the friends.
H. FWRCT wish to take over the responsibility for the management, administration, development, maintenance and presentation of the wood and FNDC, subject to the agreement of the High Court, agrees to;
(a) retain ownership of the land.
(b) transfer the obligation to manage, administer, develop, maintain and present the wood to FRWCT.
(c) Transfer the balance of the trust fund provided for the upkeep of the wood lot to FWRCT.
IT IS THEREFORE AGREED:
1. FNDC Shall, subject to the condition precedent in paragraph 4, transfer to FRWCT the rights and obligations to manage, administer, develop, maintain and present the Roland’s Wood and FRWCT accepts the transfer of all those rights and obligations.
2. FRWCT shall comply and uphold the purpose of the original trust being “the provision and maintenance of a woodland public park for recreational use, enjoyment and benefit of the public”.
3. Upon receipt of the High Court’s consent FNDC shall transfer the balance of funds held in the Roland’s Wood Trust fund to FRWCT to be used for the sole purpose as set out at clause 4.2 (a) of the Roland’s Wood Trust namely:
“(a) Maintenance Expenses: To pay out the annual income received from Roland’s Bequest (and such portion of the capital of Roland’s Bequest as the trustees may from time determine) expenses relating to the maintenance, development and improvement of Roland’s Wood and for the enforcement of the covenants over the adjoining land as described in Schedule A. The capital and income of Roland’s Bequest shall not be used for any other purposes other than those set out in this clause and such incidental expenses resulting to such purposes without the prior consent of the High Court.”
4. Upon the signing of this agreement FNDC shall make an application to the High Court to allow it to transfer the rights and obligations and balance of the trust fund to FRWCT.
5. To assist FRWCT with the maintenance and management of Roland’s Wood, FNDC shall make an annual payment to FRWCT of the equivalent amount that Council would otherwise pay in maintaining this reserve to a standard in accordance with FNDC specifications.
6. The Trust shall annually supply written report to the Chief Executive detailing it financial position, management and plans for the ongoing maintenance and development of Roland’s Wood, Council within 3 months of the expiry of FRWCT’s financial year.
7. In the event of FRWCT being terminated or it being no longer able to manage, administer and maintain the woodland those obligation shall revert back to FNDC and any funds held by the FRWCT shall be paid over to FNDC.
8. Nothing in this Agreement shall be construed as constituting a joint venture, partnership, agency or representative of the either party to this agreement.
9. Nothing in this agreement shall be construed as giving any party any right or authority to act for or represent or otherwise assume any obligation on behalf of or in the name of the others and each party agrees to indemnify and hold harmless each of the others from and against any claims, losses or damages whatsoever arising in respect of liabilities incurred as a result of an unauthorised act or representation or assumption on behalf of or in the name or names of the others.
10. Each party shall retain and maintain their own public liability insurance either as owner or as manager of Roland’s Wood.
11. No party shall assign or purport to assign (whether in part or in whole) their interest in this Agreement without the prior written consent of the other party.
12. No waiver, amendment or other modification of this Agreement shall be effective unless in writing and signed by or on behalf of each party to be bound thereby.
13. The parties agree to execute all such documents and do all such acts or things as may reasonably be required in order to give effect to the terms of this Agreement.
14. Any failure by a party to enforce any clause of this Agreement, or any forbearance, delay or indulgence granted by that party to any other party will not be construed as a waiver of the first party’s rights under this Agreement.
15. If any provision of this Agreement is held invalid, unenforceable or illegal for any reason, this Agreement will remain otherwise in full force apart from such provision which will be deemed deleted.
16. This Agreement will be governed by, and construed in accordance with the laws of New Zealand.
17. In the event of any dispute between the parties in respect of or in connection with the Agreement the parties shall, without prejudice to any other right or entitlement they may have pursuant to this Agreement or otherwise, explore whether the dispute can be resolved by agreement between them using informal dispute resolution techniques such as negotiation, mediation, independent expert appraisal or any other alternative dispute resolution technique. The rules governing any such technique adopted shall be as agreed between the parties or as recommended by the President of the New Zealand Law Society.
18. The parties agree to treat each other in good faith as to the matters contained within this Agreement.
Dated this day of 2016
SIGNED by
FRIENDS OF ROLAND’S WOOD CHARITABLE TRUST
SIGNED by
FAR NORTH DISTRICT COUNCIL
29 August 2019 |
9.2 Kerikeri Waste Water Additional Budget Funding
File Number: A2611149
Author: David Clamp, Manager Infrastructure Project Delivery
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Purpose of the Report
To seek approval for an increase to the current approved budget, due to cost overruns encountered in the Kerikeri Waste Water project.
Executive Summary
· Due to increases in design and construction costs, additional budget is now requested to complete the under construction Kerikeri Waste Water Treatment Plant project works.
· There has been a 27% increase to the cost of undertaking construction projects across New Zealand over the past four years. This increase is due in the main to the drain being placed on the in country resources by the current growth in Auckland and other main centres around New Zealand.
· In 2018 a budget increase was approved by Council. This budget increase would see a change of scope and site location which would allow for an increase in the capacity of the proposed Kerikeri Waste Water Treatment plant.
· The 2018 budget increase to allow this capacity did not fully allow for the future proofing of the cost increases that would arise from the additional design and construction works. These additional costs have now eventuated on the project. These costs, which are centred around the procurement and construction 2018 scope changes, will mean an overrun to the current budget of 5% (one million five hundred thousand dollars).
· The Kerikeri Waste Water Treatment project is currently 45% through its construction phase and is due for completion in March 2020.
That Council approves a Project Budget increase of $1,500,000.00 (One million five hundred thousand dollars) to enable completion of the Kerikeri Wastewater Treatment Plant within current scope and timeframe.
|
1) Background
In 2018 a proposal was put to Council that would see major design changes made to the then design of the new proposed Kerikeri Waste Water Treatment Plant. The proposal understanding was that a relocation of the plant to a new position on the site would increase capacity of the plant and see financial and cost savings on the project.
These savings have been seen on the project but not to the extent in which they were envisaged in 2018. Additional design and construction costs have been incurred on the project which could not have been foreseen in 2018 when the proposal was made.
With the above in consideration a review has been undertaken of the current cost to complete. It is estimated from this review that a cost overrun of 5% ($1,500,000.00) will be expected on project completion.
2) Discussion and Options
A number of options have been reviewed. Each of these options comes with their own risks and possible future implications on the completed wastewater treatment plant. These options are detailed below.
Option one – agree to the budget increase
The project would be delivered within the current project scope and timeline. This option would require an increase to the ratepayers connected to the new wastewater treatment plant of $52.48 per annum over a period of twenty years. This is the preferred option.
Option two - reduce size of plant
In this option, we would halt works whilst an engineering review is undertaken to reduce the size of the plant and therefore construction and procurement costs that would be needed to complete the project. This option is not preferred, as current project timelines would be greatly extended and the plant would not be in service within a period acceptable to meet the current and future growth requirements of the Kerikeri area.
Option three – discontinue the project
In this option, all works are stopped and the project is shelved. This option is not a preferred option, as the plant is required to meet the current and future waste water requirements of Kerikeri and significant ratepayer and government funding have allowed the project to proceed to this stage. If the option of stopping the project was the selected option $7.3 million of external contributions would need to be repaid by council.
Reason for the recommendation
The recommendation to Council is that the budget increase option is approved and the project is allowed to continue with its current scope and timeline to a March 2020 project completion.
3) Current Budget.
Approved in 2018 is $25,600,000.00 (Twenty five million six hundred thousand dollars). Approval of additional funding would see the total project cost at $27,100,000.
4) Financial Implications and Budgetary Provision
This budget increase proposal would require a rates increase to the ratepayers connected to the wastewater treatment plant. The current capital rate for 2019/20 is $395.22 per SUIP and the proposed rate for 2020/21 was approximately $835.30. With the addition of $1.5m to the project costs, the proposed rate will increase to approximately $892.52 per SUIP. The final rate figure will depend on the actual cost of the project and could be slightly higher or lower.
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 |
This issue is of high significance and requires a prompt solution and approval of the recommended option to ensure Council delivers a fully functioning wastewater treatment plant. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
The 2015/2025 Long Term Plan has determined that a new reticulation system and WWTP will be delivered during the life of that LTP. |
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 project is of high significance to the Bay of Islands Community Board and the people of Kerikeri. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
There are currently no implications for Maori. The local Iwi were consulted on the existing and future discharge to the Waitangi Wetlands after the site blessing held on the 13th of March 2018. |
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 (for example – youth, the aged and those with disabilities). |
All affected parties have been identified and consultation has been undertaken. |
State the financial implications and where budgetary provisions have been made to support this decision. |
This budget increase proposal would require a rates increase to the payers of Kerikeri. The proposed rate for 2020/21 would increase from $835.30 to $891.52 |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report |
10.1 Proposed Speed Limit Changes - Okaihau - Kaeo - Waimate North Areas
File Number: A2577016
Author: Roger Ackers, Manager - Strategy Development
Authoriser: Darrell Sargent, Chief Financial Officer (Acting)
Purpose of the Report
To adopt a consultative procedure for proposed new speed limits in the Okaihau-Kaeo-Waimate North Review Area
Executive Summary
· The Speed Limits Bylaw 2019 is the statutory instrument that sets speed limits on local roads that the Far North District Council is responsible for
· As part of the national “Safer Journeys” programme, Councils are required to review all speed limits in the district over time, with an initial focus on high benefit, self-explaining areas
· The reviews are being led by the Northland Transport Alliance (NTA) on a regional basis to ensure consistency across the region and to achieve cost savings
· This Report and Attachment seeks approval from Council to consult with the community in late October 2019 on proposed new speed limits within the Okaihau – Kaeo – Waimate North Area. In addition to general speed limits, variable speed limits are also proposed in two School Zones.
That Council: a) Adopts the attached “Statement of Proposal – Speed Limits Review – Okaihau-Kaeo-Waimate Review Area – Proposed Variable School Zones” for consultation. b) Undertakes consultation on the proposed changes to speed limits set out in the attached Statement of Proposal in accordance with the Special Consultative Procedures set out in Section 83 of the Local Government Act 2002. c) Commences consultation in late October 2019, following the completion of local body elections. d) Authorises the Chief Executive to make any necessary minor drafting or presentation amendments to the attached Statement of Proposal and to approve the final design and layout of the documents prior to printing and publication. |
1) Background
Section 22AB(1)(d) of the Land Transport Act 1998 provides for a Road Controlling Authority (Council) to make a Bylaw that sets speed limits for the safety of the public, or for the better preservation of any road. Council recently updated the introductory sections of the Speed Limits Bylaw to make it consistent with new legislation and consistent with other Bylaws in Northland.
The Governments Safer Journey’s Strategy requires all Road Controlling Authorities to review the speed limits on roads under their control. The purpose of the review is to set speed limits that are safe and appropriate for the road environment with the principle aim of reducing fatal and serious harm crashes. Whilst all roads will be reviewed, the initial focus is on roads where the evidence shows that the greatest benefit can be achieved through speed management. Evidence includes risk assessments, key stakeholder input, and areas where the community has consistently raised concerns over speed management.
A catchment-based approach has also been taken. Where a high priority road is identified, an assessment of other roads within a reasonable catchment area is also undertaken. This approach helps avoid situations where a smaller narrow side road has a higher speed limit than the main arterial route.
The initial review area includes the wider catchment area bounded by:
· The north-eastern side of State Highway 1 from the intersection with State Highway 10 to the intersection with Puketi Road in the west
· The western side of State Highway 10 from the intersection with State Highway 1 to the intersection with Waiare Road in the north
· The eastern side of Puketi Road and Waiare Road.
The review area specifically incorporates:
· Waimate North Road
· Wiroa Road west of State Highway 10, including the intersection with the Airport
· Springbank School (Waimate North Road); Oromahoe School (Oromahoe School Road); and Te Rangi Aniwaniwa (Quarry Road Kaitaia).
2) Discussion and Options
Why are we reviewing this area first?
The community and key stakeholders have identified Waimate North Road and Wiroa Road as roads that should be reviewed early in the overall review process. Council has also received consistent requests to lower speed limits on some of these roads or undertake other road safety actions.
The total review area has been expanded from the core roads to include a wider catchment area that is a manageable size for the review process.
Consistency of speed limits
One of the aims of the review process is to identify evidence based safe and appropriate speed limits. The limits are based on recorded crash history, risk assessment and the wider road environment.
It is also important that proposed speed limits are consistent so that the speed limit on one road is similar to that of another road that has the same look and feel. National Speed Management Guidance assists in achieving this consistency and is one issue that must be considered when proposing a speed limit.
The Setting of Speed Limits Rule 2017 identifies a range of matters that the Road Controlling Authority must consider and assess when proposing a new speed limit. This includes the wider road environment; the safe design speed of the road; adjacent land-uses; and what the road is used for.
Public consultation
Section 2.5 of the Setting of Speed Limits Rule 2017 identifies the groups and organisations that must be consulted before setting a new speed limit. This includes any local communities that may be affected by the proposed speed limit. Consultation must be undertaken in accordance with Section 156 of the Local government Act 2002.
Given the large area covered by the review area, the changes proposed and community interest it is proposed to consult in accordance with the Special Consultative Procedures set out in Section 83 of the Local government Act 2002. This will be given effect to by:
· Directly notifying statutory consultees as set out in Section 2.5 of the Setting of Speed Limits Rule 2017, as well as key stakeholders, as identified by Council and Section 22AD (3) of the Land Transport Act 1998.
· Public notice will be placed in media with the information able to be viewed at Council service centres.
· The Statement of Proposal, along with detailed technical review information will be made available on council’s website
· Where appropriate, drop in sessions will be organised.
Council is required to ensure that there is reasonable opportunity for persons to present their views to Council in a manner that is appropriate to the preferences and needs of those persons. To facilitate this, a hearing date will be reserved.
Option One: Do not adopt the Statement of Proposal
This option would mean that any review of the speed limits identified in the Statement of Proposal will not take place until Council approves so at a later date.
Option Two (Recommended Option): Adopt the Statement of Proposal and commence consultation in late October
This option allows time for the following to occur before the commencement of the new school year in February 2020;
· Consultation on the proposed speed limit changes
· Hearings on the proposed speed limit changes
· Deliberations on the proposed speed limit changes
· Adoption of changes to the speed limits bylaw.
Option Three: Adopt the Statement of Proposal and commence consultation at a later date
This option would not allow enough time for a new bylaw to be adopted by Council before the start of the new school year in February 2020. There has also been strong feedback from the community to avoid community consultation over the late December to end of January period which means that there is a limited amount of time available for consultation post the Local Body elections in October.
Recommendation – Adopt the Statement of Proposal and commence consultation in late October
The setting of new speed limits has the potential to give rise to significant community interest and comment. Given the proximity of local body elections, it is recommended that Council consider commencing the formal consultation in October, following the completion of the Local Body elections.
This option enables staff to consult on proposed speed limit changes, for hearings to occur, for deliberations to be had and for Council to adopt new speed limits before the start of the school year in February 2020.
Next steps
Following the public consultation process, all submissions will be reviewed and summarised and a determination will be made as to whether a hearing will be required to enable submitters to present their views in person.
If Council decides to make the proposed amendment to the Bylaw, the change will be publicly notified and appropriate changes to signage will be implemented.
Reason for the recommendation
Council is required to consult the affected community when proposing new speed limits in accordance with Section 156 of the Local Government Act 2002. In the case of this Speed Limit review, it is assessed that Section 156(1)(a)(ii) applies. It is therefore recommended that Council utilise the Special Consultative Procedures set out in Section 83 of the Local Government Act 2002.
3) Financial Implications and Budgetary Provision
There are no ongoing financial and budgetary implications of this decision. However, it should be noted that changes to speed limits will incur an initial cost for new signage, which will be met within existing budgets.
In the case of new variable speed limits for school zones, there may be additional costs in the order of $40,000 per school zone if Council chooses to install electronic variable speed limit signs. This additional cost would be funded from General rates. The use of conventional static signs can be met within existing budgets.
1. Statement of Proposal - Speed Limit Review - Okaihau-Kaeo-Waimate Review Area - Proposed Variable School Zones - A2593153 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
The statement of proposal for changing speed limits exceeds the thresholds of public interest and the potential to divide the community. Administration is recommending consultation under the LGA requirements of formal consultation. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
The Speed Limits Bylaw will be subject to change as a result of consulting on the proposed speed limit changes put forward in this report. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
The Statement of Proposal is addressing road catchments in the Bay of Islands-Whangaroa Ward with one viable school speed zone proposed in the Te Hiku Ward. As per delegations all proposed changes to bylaws are approved via Council. The chair of the Bay of Islands-Whangaroa Community Board will be made aware of this proposal prior to the Council meeting as will the chair of 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. |
The views of Manawhenua on road safety have been heard via deputations at Council meetings. As part of formal consultation Council will be contacting directly those who have presented to Council on their concerns regarding road safety in the Far North. |
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 (for example, youth, the aged and those with disabilities). |
New Zealand Police via the Northland Transport Alliance have been involved in providing data on road crashes that have feed into the proposed speed limit changes in the attached Statement of Proposal. The New Zealand Transport Agency (NZTA) is currently reviewing speed limits on State Highway 10. The proposed changes to the speed limits as per the statement of proposal have taken into account the speed limit changes that NZTA are proposing on the State Highway Network in the Far North. |
State the financial implications and where budgetary provisions have been made to support this decision. |
There are no direct financial implications for FNDC. The funding for the updating of speed limit signage is via the budgets that are set for Northern Transport Alliance. |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report. |
29 August 2019 |
10.2 Governance Diagnostic Assessment
File Number: A2578079
Author: Darrell Sargent, General Manager - Strategic Planning and Policy
Authoriser: Shaun Clarke, Chief Executive Officer
Purpose of the Report
To approve the recommendations made by LGNZ.EquiP as part of the Far North District Council Governance Diagnostic Assessment.
Executive Summary
After reviewing the feedback received as part of the CouncilMARK programme, Far North District Council (FNDC) made the decision to undertake a self-evaluation with the aim of improving Governance performance. Local Government New Zealand (LGNZ) was approached to ascertain a fit for purpose governance diagnostics assessment framework. The assessment concluded in a number of recommendations including that Council formally adopt the LGNZ.EquiP recommendations.
That Council: a) approves the LGNZ.EquiP recommendations and instructs the Chief Executive Officer to develop an implementation plan based on the recommendations. b) the Chief Executive Officer returns to Council with an update report before the end of March 2020.
|
1) Background
In mid-2018, Council engaged LGNZ.EquiP to carry out a governance diagnostics assessment. The initiative was facilitated by consultants Pamela Peters and Dr Steven Finlay. The review concluded with a workshop on 6 June 2019 to work through the final draft diagnostics and agree a set of recommendations designed to improve the quality and efficiency of governance within Council.
2) Discussion and Options
The first recommendation is that “FNDC Governance move a Council Resolution to adopt these recommendations.” The recommendations are listed as follows:
1) FNDC Governance work with the CE to support FNDC Governance to have strategic input to current Annual Plan process, as means of strengthening their governance - and strategic - role, while mitigating and reducing governance overreach into management.
2) To enable this, FNDC adopt a clear visual representation and organisational understanding of Vision, Strategies, Committee priorities, Goal setting and regular Performance monitoring (see pp.9-10, below)
3) As part of this:
i. Agree on an operational response mechanism such as a dashboard and the technology to share data - requests for services, complaints, works programme etc. Discuss with CE whether this is within existing resources and processes or are some changes in approach required?
ii. On this platform expect a flow on change in the Mayoral Office and Councillors, to provide significantly less ratepayer escalation requests and an increase in confidence in the process.
4) Vision to prioritising portfolios or equivalent to drive governance management engagement.
5) Committee Structures revisited as discussed to reflect the outcomes desired. Explore the needs of the organisation, what goes to Council or what to each Committee, consider the frequency of Council meetings and the delegations of working reference groups. Consider the concept of portfolios for elected members.
6) Look at shaping agendas to full Council; structured for efficiency and dealing with strategic issues first, where they are linked to key community outcomes. Consider how best to incorporate your community engagement focus and community board involvement as appropriate.
7) A new Agenda template to be supplied and developed for clear linkage of vision and implementation, with smart dashboard to track progress such as a Power Businesses Intelligence framework.
8) Recommend Councillors interact with Strategic Leadership Team members to build trust, protocols and engage at appropriate committee and subject matter governance meetings.
9) Our recommendation would be to re-consider and affirm Council’s approach to regulatory functions, that allows appropriately for forward planning leadership and efficient and effective compliance functions including an option for a Regulatory Committee to integrate holistic spatial planning under an affirmed governance role.
10) Encourage Councillor informal ‘get-togethers’ and occasionally with staff too, at a community event or to celebrate milestones with achievements.
11) Consider what is happening with Asset Management Plans and discuss actions ahead, in reference to NTA Review.
12) Consider organisational and governance work with iwi and hapū, for any changes in 2019.
13) Prepare an induction process for the 2019 elections that incorporates:
a. Familiarisation of Council functions and its facilities and meeting procedures;
b. Time for Councillors to mix and understand each other’s background;
c. Introduction to senior staff and their roles;
d. Recognise the roles of governance and management; and
e. Provide for governance training opportunities in budgets and ensure governance training is provided.
Option 1(recommended option)
The current Council approves the recommendations in the LGNZ.EquiP Governance Diagnostics assessment and instructs the Chief Executive Officer to develop an implementation plan to be presented to the new Council in early 2020.
Option 2
Council recommends delaying the approval of the recommendations until after the 2019 Local Government Elections.
Reason for the recommendation
The recommended option represents steps towards improving governance at FNDC. These improvements will, however, require further work by Council Administration before they can be implemented. Therefore this report recommends proceeding with the approval of the recommendations to allow Council Administration to begin preparing a plan for their implementation over the coming months.
3) Financial Implications and Budgetary Provision
The recommendation contained within this report can be enacted within existing budgets. In circumstances where budgets are insufficient Council may be asked to approve additional funds through the 2020/21 Annual Plan process.
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 |
This report 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. |
Council’s decision making powers are provided by the Local Government Act 2002 |
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. |
Quality of Governance is of relevance to the District as a whole. |
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. |
Internal self-assessment only. No external interface |
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 (for example, youth, the aged and those with disabilities). |
The assessment referred to in this report was undertaken with the relevant stakeholders |
State the financial implications and where budgetary provisions have been made to support this decision. |
The recommendation contained within this report can be enacted within existing budgets or sufficient funds allocated through the Annual Plan process. |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report |
File Number: A2594359
Author: Tammy Wooster, Senior Policy Planner
Authoriser: Sheryl Gavin, General Manager – Strategic Planning and Policy (Acting)
Purpose of the Report
To determine whether Council should appeal Northland Regional Council’s decision to reject the inclusion of provisions that control genetically modified organisms in the Proposed Regional Plan.
Executive Summary
Northland Regional Council has made a decision to reject having provisions that control genetically modified organisms in the Proposed Regional Plan. Far North District Council made a submission to the Proposed Regional Plan requesting the inclusion of provisions to control genetically modified organisms, reflective of those included in the Auckland Unitary Plan. Council must now decide if it wants to appeal Northland Regional Councils decision.
That Council resolve to appeal Northland Regional Councils decision on the Proposed Regional Plan as it relates to the inclusion of provisions to control genetically modified organisms under Clause 14 of Schedule 1 of the Resource Management Act 1991. |
1) Background
Proposed Regional Plan
On 6 September 2017 Northland Regional Council (‘NRC’) notified the proposed Northland Regional Plan (‘Regional Plan’) without genetically modified organisms (‘GMO’) provisions. The only reference to GMOs was in a tangata whenua policy (D.1.1). At this stage, Administration is unclear as to NRC rationale for rejecting the regulation of GMOs.
Far North District Council (‘FNDC’) and Whangarei District Council (‘WDC’) actively participated in the Regional Plan process seeking appropriate GMO provisions to ensure consistency across the Northland Region. At the 13 April 2018 NRC Council meeting the decision was made that Council would hear and determine the GMO submissions instead of Independent Commissioners. NRC Councillors at their 16 July 2019 meeting resolved not to include any provisions managing GMOs. While NRC advised that this decision would be formally notified before 6 August 2019, at the time of writing this report no notification had been received. Once formally notified FNDC has 30 working days to decide whether to lodge an appeal on that decision to the Environment Court.
In 2003 local authorities in the Northland / Auckland region formed an Inter-Council Working Party on GMO Risk Evaluation and Management Options (‘The Work Party’) in response to significant community concerns regarding the outdoor use of GMOs. The Working Party comprises of Auckland Council (and predecessor councils), FNDC, WDC, Kaipara District Council (‘KDC’) and NRC.
The Working Party carried out a comprehensive investigation into the risks posed to communities and councils from the outdoor use of GMOs and options to manage identified risks. As a result of this investigation the Working Party developed draft planning provisions for land and the coastal environment. A draft section 32 analysis was also developed to support those provisions.
Plan Changes
Auckland Council included those provisions in its Proposed Unitary Plan, and the Independent Hearings Panel recommended that the GMO provisions remained in the Unitary Plan with minor modifications. The Auckland Council adopted that recommendation on the 19 August 2016.
FNDC and WDC included the same land based provisions in a plan change to their respective district plans. FNDC Plan Change 18 was notified and heard concurrently with the WDC Plan Change 131. Plan Change 18 inserted a new chapter and new definitions in the Far North District Plan to regulate the outdoor use of GMOs. The rules provide for a precautionary approach as recommended by the Working Party investigations. Both plan changes are now operative.
Northland Regional Policy Statement
FNDC supported the WDC appeal seeking inclusion of GMO provisions in the Northland Regional Policy Statement (‘Policy Statement’). This appeal was successful and resulted in the following being made operative in the Policy Statement as of 14 June 2018:
· Issue 2.6(g) - use and release of GMOs being identified as an issue of significance to tangata whenua.
· Policy 6.1.2 and Method 6.1.5 relating to the use of genetic engineering and the release of genetically modified organisms, which states that a precautionary approach should be taken.
2) Discussion and Options
The following implications have been identified as a result of the Regional Council GMO decision:
· The potential for cross boundary effects. A key feature of the Working Party on GMOs was seeking a consistent approach to GMO provisions in the Northern Peninsula.
· A lack of precautionary GMO provisions for the Northland Coastal Marine Area. This would be regionally inconsistent with Auckland Council’s approach in the Auckland Unitary Plan.
· Inconsistency with FNDC’s and WDC’s land-based district plan provisions.
· The decision is arguably inconsistent with Policy D.1.4 of the Regional Plan.
· The decision is arguably inconsistent with the Policy Statement and New Zealand Coastal Policy Statement.
· Not meeting the expectations of our communities and tangata whenua, who have advised they want GMOs to be regulated at a local level.
Option 1: Appeal the Regional Plan decision (Recommended Option)
An appeal will result in further costs associated with Environment Court mediation and potential hearing. Legal counsel will be required to represent FNDC, with expert evidence from a planner, scientist and economist for any Environment Court hearing. Attendance at mediation can be restricted to legal counsel and FNDC administration staff to reduce costs. FNDC to date has invested significant time and resources into the GMO topic. The cost of this appeal is estimated to be $70,000 should it proceed to an Environment Court hearing. FNDC does not have budget currently allocated for further work on this topic, and costs incurred would have to come out of the District Plan legal budget. These costs could be incurred over a two year period or longer depending on the duration of any appeal.
Option 2: Join appeals under Section 274 of the Resource Management Act 1991
Costs and resourcing time associated with the Environment Court process will be reduced from those in Option 1. However, FNDC will be limited to the scope and direction of the original appellant. This is the approach that FNDC took with the Policy Statement. We have no certainty at this point in time that WDC will be appealing the decision. WDC administration staff are currently seeking approval from their Planning and Development Committee to appeal the decision. This committee will be hearing this agenda item on 15 August 2019. Historically we have shared legal and expert witness costs with WDC and this approach could continue if both parties appeal the decision. It is also likely that other groups such as GE Free Northland will also appeal the decision; this could result in the scope and direction of any joint appeal being sufficient. In the past GE Free Northland has relied on WDC and us to financially contribute to appeal costs due to their reliance charitable funding.
Option 3: Do not appeal the Regional Plan decision
Council would avoid the costs associated with the Environment Court process. There is a risk that the implications detailed above will remain and Council will be inconsistent with the approach taken by WDC. However if other parties do lodge an appeal and are successful it may address the issues identified in this report.
Reason for the recommendation
The GMO topic has been a key issue in the district for more than a decade, with strong community support in precautionary GMO provisions. FNDC has been directly involved in the Policy Statement, Regional Plan, Auckland Unitary Plan and has undertaken its own plan change on GMOs. To drop the issue now would be inconsistent with this past approach, and there is a risk that FNDC will be seen as being inconsistent when responding to significant community concerns.
By appealing the decision we have certainty over the scope and that the decision will in fact be appealed. If WDC also resolves to appeal the decision it is possible costs would be shared.
3) Financial Implications and Budgetary Provision
Appealing the decision is estimated to be $70,000. Funds would have to be used from the District Plan legal budget, as no separate budget has been set aside for further work on GMOs. Costs could be reduced if WDC or other parties also appeal the decision. Any costs are likely to be spread over a minimum two year period. The District Plan legal budget has $112,000 currently available for the 2019/2020 financial year.
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 |
This has been identified as being significant based on community concern, work done by the Working Party and support for Plan Change 18. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
This would result in consistency with the precautionary approach taken in the Far North District Plan. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
The management of GMOs in the Coastal Marine Area has district wide relevance. Views on the management of GMOs in the District have been identified through the Working Party work and Far North District Plan Change 18. |
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. |
It has been identified in the Regional Policy Statement that this is a significant issue for Māori. When developing and implementing Far North District Plan Change 18 participating Māori groups supported the regulation of GMOs. |
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 (for example, youth, the aged and those with disabilities). |
The community and Māori are likely to be affected, or have interest in this matter. Consideration of their views and preferences has been identified through the Working Group investigation, the development of the Regional Policy Statement and Far North District Plan Change 18. |
State the financial implications and where budgetary provisions have been made to support this decision. |
Costs of an appeal could be up to $70,000. The District Plan legal budget currently has $112,000 available. As noted in the report costs could be shared with other parties that become involved in any appeal. Costs could be spread out over at least two financial years. |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report |
File Number: A2607807
Author: Robert Willoughby, Community Development Advisor
Authoriser: Sheryl Gavin, General Manager – Strategic Planning and Policy (Acting)
Purpose of the Report
The purpose of this report is to determine whether Far North District Council wants to enter into another Sister City relationship within China.
Executive Summary
· Chaozhou City has requested that the Far North District enter into a Sister City relationship. Council already has a Sister City relationship with Liaoning Province. If council determines there is real value in having a second Sister City relationship in China then the first step will be to endorse a Memorandum of Understanding (MOU), as a first step in advancing to Sister City status. A suggested memorandum advanced by Chaozhou City officials is attached to this report.
That Far North District Council considers the request by Chaozhou City; i) agrees advancing a Sister City relationship ii) agrees that His Worship the Mayor signs the Memorandum of Understanding on behalf of the Far North District iii) agrees to maintain existing Sister City relationship with Liaoning Province
|
1) Background
Resulting from Mayor Carter’s attendance at the Chao Shan (a region in eastern Guangdong Province) General Association’s event in March 2019, Mr Yikun Zhang (the president of Chao Shan) identified an opportunity to establish a Sister City relationship between Far North District and one of the cities in the Chao Shan region of China.
Chaozhou City is keen to move forward on the process of establishing a Sister City relationship with Far North. They suggest that ideally, if Far North agrees, representatives of Chaozhou City will attend the 21st to 23rd September 2019 Convention of the Teochew International Federation in Auckland to sign the proposed Memorandum of Understanding with Council.
Chaozhou is a City within Guangdong Province in South China, located at the intersection of Guangdong-Hong Kong-Macau and is designated as a special economic zone. It has a population of 2.75 million people. It is culturally and linguistically Cantonese. Chaozhou is an important city along the 21st century Maritime Silk Road of the Belt and Road initiative that has been outlined in the Inward Investment Strategy for China (adopted by Council in September 2017). Further information about Chaozhou City is attached to this report.
2) Discussion and Options
With a potential meeting at the 21st to 23rd September 2019 Convention of the Teochew (Chaozhou) International Federation in Auckland fast approaching, it is necessary for Council to endorse the relationship and to determine if Council will sign an MOU in the first instance to advance to a full Sister City relationship.
The Liaoning Province has a formal Sister City relationship and while the investment value to date has been low, official visits by Vice Governor and Officials have had trade delegations accompany them. Liaoning Province is relatively strategically placed as it borders Beijing. However trade is limited because of China’s economic policy. Unlike the Special Economic Zone that benefits Chaozhou City.
The signing of the attached high level relationship agreement (MOU) is a very good first step for becoming Sister Cities. This MOU formalises intent to have open communication which is a prerequisite for Sister Cities International. The full process for becoming Sister Cities can be found at https://sistercities.org/.
Options
Option (a) – Council can choose to retain and enhance the existing Sister City relationship with Liaoning Province as it’s only Sister City relationship in China. The onus on reciprocal visits and trade delegations will be kept to a single relationship.
Option (b) – Council can choose to enter into a formal Sister City relationship with Chaozhou City and disestablish the relationship with Liaoning Province. The advantages are: having access to a city within the special economic zone, reciprocal visits and trade delegations will still be kept to a single relationship, and the opportunity to start a new relationship with mutual benefit to both parties.
Option (c) – Council can choose to continue and maintain its existing relationship with Liaoning Province and develop a new relationship with Chaozhou City. Council would devote the limited capacity and its resources to leverage opportunities for the Far North District from being able to attract inward investment and enhancing trade from a city within the special economic zone. Staff supports this option.
Reason for the recommendation
There is an opportunity to have a relationship with a city within the special economic zone in China which allows greater freedom for inward investment into the Far North District and opportunities for much freer trade between Chaozhou City and the Far North.
3) Financial Implications and Budgetary Provision
There are no budgetary provisions for an additional Sister City.
Council currently provides a budget of $41,000 for all Sister Cities activities with an additional $5,000 being provided for attendance at the Sister Cities conference. If a second relationship was agreed the additional iscost of reciprocal visits and hosting will need to be considered as part of the Annual Plan 2020/21.
1. Chaozhou City Profile - A2607876 ⇩
2. Draft MOU between FNDC and Chaozhou City - A2607882 ⇩
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 significance when considering a Sister City relationship that has potential economic and social benefits for Northland |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
This MOU is a first step that formalises intent to have open communication which is a prerequisite for Sister Cities International |
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 MOU will have District wide relevance with the purpose of developing mutual understandings and friendship by promoting exchanges and cooperation in the areas of economic, social and cultural prosperity |
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. |
Maori sit at the heart of this MOU given the alignment of values and the economic, social and cultural imperatives outlined in this relationship |
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 (for example, youth, the aged and those with disabilities). |
None |
State the financial implications and where budgetary provisions have been made to support this decision. |
The financial implications of the recommended options would need to be included in the 2020/21 Annual Plan |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report |
BETWEEN
THE CITY OF CHAOZHOU, GUANGDONG PROVINCE, THE PEOPLE’S REPUBLIC OF CHINA AND
FAR NORTH DISTRICT, NEW ZEALAND
ON PROMOTING FRIENDLY EXCHANGES AND COOPERATION
With the goal of deepening mutual understanding and friendship, promoting exchanges and cooperation in the fields of economy, society, culture and so on as well as boosting common prosperity, a memorandum is hereby concluded between the City of Chaozhou, Guangdong Province, the People’s Republic of China and Far North District, New Zealand for further promoting friendly exchanges and cooperation.
1. Both sides agreed to establish friendly exchange cities relations so as to further deepen understanding and friendship between governments and people of the two cities, and open mutual exchanges and cooperation in the fields of economy and trade, science and technology, education, culture, health and tourism and so on.
2. Both sides agreed to further discuss mutual exchanges and cooperation in the aforementioned sectors by the ways of irregularly sending delegations, holding promotion meetings and so on.
3. Both sides agreed to establish friendship city relations basing on multilevel and wide-range exchanges and cooperation so as to deepen cooperation and boost common prosperity and progress.
4. Both sides agreed to set up contact mechanism. Leading officials of the two cities’ governments will keep in touch and appoint departments concerned to coordinate governmental and people-to-people exchanges.
5. The Government of Chao Zhou City will send delegation to Far North in 2019, and host the delegation of Far North District Council to visit Chao Zhou in 2020 and organises a fundraising event for a gift to the City of Far North to celebrate the friendship between the two city and the people.
Done in duplicate in the City of Chaozhou on XX (date), in the Chinese and English languages, both texts being equally authentic. In case of divergence, the English text shall prevail.
On behalf of the Government On behalf of the Government
of the City of Chaozhou, Guangdong of Far North District
the People’s Republic of China New Zealand
Mayor Mayor
29 August 2019 |
11.1 Capital Carry Forwards June 2019
File Number: A2603944
Author: Angie Thomas, Manager - Accounting
Authoriser: Janice Smith, Chief Financial Officer
Purpose of the Report
The purpose of the report is to identify the projects that project managers are requesting be carried forward to the 2019-20 financial year. The projects are identified individually and a summary by activity including funding requirements is also included.
Executive Summary
· Projects included in the 2018-19 Capital Programme that have not been completed and require the budgets to be carried forward to the 2019-20.
That the Council approve the capital budgets identified in the report “Carry Forward for Capital Programme 2018-19” totalling $26,178,452 be carried forward to the 2019-20 financial year. |
1) Background
At 30 June 2019, a number of capital projects were underway but not completed. The budgeted capital works for the 2018-19 year (including carry forwards from 2017-18) was $71.4m and actual expenditure incurred was $39.7m. Of the $31.7m not spent by 30 June 2019, $26.2m is subject to carry forward in this report and $5.5m relates to projects that are either no longer required or completed under budget. 56% of the total budget was completed.
2) Discussion and Options
The projects identified for carry forward total $26,178,452 and are funded as follows:
Loan funding $9,388,213
Depreciation funding $6,491,250
Subsidy $8,839,241
Reserves $352,458
Other contributions $1,107,291
Reason for the recommendation
To enable the capital projects identified to be completed.
3) Financial Implications and Budgetary Provision
The budgets identified in the attached report would be in addition to those adopted in the 2019-20 Annual Plan. Overall funding limits will not be exceeded as these projects have been included as completed in the opening balances shown within the Annual Plan 2019-20.
1. Carry Forward for Capital Programme 2018_19 - A2614941 ⇩
2. Carry Forward for Capital Programme 2018_19 - A2611246 ⇩
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 will have a possible impact on the current capital programme 2019-20 delivery. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Significance and Engagement 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. |
There is no implication for Community Boards. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
There is no special implication for Māori. |
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 (for example, youth, the aged and those with disabilities). |
NA |
State the financial implications and where budgetary provisions have been made to support this decision. |
This is to seek approval to carry forward 2018-19 incomplete project budgets. |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report. |
29 August 2019 |
11.2 Delegations to the Chief Executive Officer during the Election Period
File Number: A2608403
Author: Aisha Huriwai, Team Leader Governance Support
Authoriser: William J Taylor MBE, General Manager - Corporate Services
Purpose of the Report
The purpose of the report is to request that Council delegate its responsibilities under the Local Government Act to the Chief Executive for the period between the last Council meeting and the new Council's inaugural meeting (approximately 26 days).
Executive Summary
· The last scheduled Council meeting this triennium is 3 October 2019.
· Election day is 12 October 2019.
· The official results of the election will be notified between 12 – 23 October 2019.
· The Inaugural Council meeting is scheduled for 31 October.
· The report seeks Council’s formal approval for the delegations to sit with the Chief Executive during the period 4 – 30 October 2019 so as to ensure decisions can continue to be made during this period.
That Council: a) Delegates all of its responsibilities, duties, and powers, other than those that are statute based, to the Chief Executive from 4 October 2019 until 30 October 2019. This will be subject to a requirement that the Chief Executive Officer: i. may only attend to those matters that cannot reasonably await the first meeting of the new Council and; ii. shall report any decisions made beyond his usual delegation to the first ordinary meeting of the new Council.
|
1) Background
Council needs to consider arrangements to ensure the effective and efficient conduct of Council’s business during the period between the Council’s last meeting until the first meeting of Council when the Mayor and members are sworn in (from 4 - 30 October 2019).
2) Discussion and Options
To delegate Council's responsibilities to the Chief Executive Officer in this interim period is standard practice throughout New Zealand and has been for the Far North District Council since 2004. In previous years legal advice has recommended that Council make this delegation to the Chief Executive Officer of all its responsibilities, duties, and powers as recorded in Clause 32(1) of Schedule 7 of the Local Government Act;
"Unless expressly provided otherwise in this Act, or any other Act, for the purposes of efficiency and effectiveness in the conduct of a local authority's business, a local authority may delegate to a committee or other subordinate decision-making body, community board, or member of office of the local authority any of its responsibilities, duties or powers except -
(a) the power to make a rate; or
(b) the power to make a bylaw; or
(c) the power to borrow money, or purchase or dispose of assets, other than in accordance with the long-term plan; or
(d) the power to adopt a Long Term Plan, Annual Plan or Annual Report; or
(e) the power to appoint a Chief Executive; or
(f) the power to adopt policies required to be adopted and consulted on under this Act in association with the Long Term Plan or developed for the purpose of the Local Governance Statement.
(g) Repealed
(h) The power to adopt a remuneration and employment policy."
Reason for the recommendation
To ensure the effective and efficient conduct of Council business during the election period.
3) Financial Implications and Budgetary Provision
There are no financial implications or need for budgetary provision as a result of this report.
Nill
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 report 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. |
Although this is standard practice, there is no legislation to support the decision. Clause 32(1) of Schedule 7 of the Local Government Act however is referenced as the specific legislation that states the powers that cannot be delegated to any subordinate decision making body, community board or member of office of the Far North District Council. |
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 of district relevance. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
There are no implications on māori in shifting delegations from the Council to the Chief Executive. |
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 (for example, youth, the aged and those with disabilities). |
This report requests the delegation be shifted from the Council to the Chief Executive Officer and does not impact any other persons. |
State the financial implications and where budgetary provisions have been made to support this decision. |
There are no financial implications or need for budgetary provisions. |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report. |
29 August 2019 |
12.1 CEO Report to Council 01 June 2019 - 31 July 2019
File Number: A2602047
Author: Sam Chapman, Accounting Support Officer
Authoriser: Jaime Dyhrberg, Executive Officer
Purpose of the Report
The purpose of the report is to present the CEO Report to Council: 1 June 2019 to 31 July 2019 for Council’s consideration.
Executive Summary
The CEO Report to Council is a summary of Council activities, presenting an overview across all activities that Council undertakes. We have placed emphasis on relevant issues and pressures Council is experiencing whilst meeting its objectives to the community.
That the Council receive the report “CEO Report to Council 01 June 2019 - 31 July 2019“.
|
Background
The CEO Report to Council is attached and covers a detailed overview of progress against Council’s activities. His Worship the Mayor and Councillors’ feedback is welcomed.
Discussion and Next Steps
This report is for information only.
Financial Implications and Budgetary Provision
There are no financial implications or budgetary provision needed as a result of this report.
1. CEO Report to Council_1 June - 31 July - Version 1 - A2604302 ⇩
Ordinary Council Meeting Agenda |
29 August 2019 |
Period: 1 June 2019 – 31 July 2019
Key Work Plan Areas: CEO Office
Strategy Governance Corporate Operations
Infrastructure and Asset Management Services
Welcome to the latest summary report of Council activities
Introduction from Darrell Sargent, Acting Chief Executive
The reporting period takes place at the end of one financial year and the beginning of another. As such, this report is characterised by reporting on initiatives that have come to fruition and those initiatives that will set the Council up for success for the year ahead.
Most notably, there has been a significant increase (26%) in the participation in the annual Organisational Survey. The survey covers perceptions of leadership, progress, direction, and engagement. The increased participation is in itself is a marker of high engagement. When placed in the context that there has been an improvement in all survey areas, points to an organisation that believes it is a progressive council.
This perception has been reinforced by the preliminary feedback from the CouncilMARK shadow review. The shadow review was a Council-initiated exercise to gain an independent mid-point review on our progress since the 2017 CouncilMARK assessment. The shadow review took place on 29-30 July and involved two leads commissioned by LGNZ – one involved in the 2017 assessment and the other evaluating our improvement plan of 34 initiatives ahead of the next full assessment in April 2020. The assessors were supported by two observers from LGNZ. The immediate feedback was that the entire review team were impressed by the clarity and purposefulness of our improvement plan, the high levels of staff engagement over the two days, the progress made to date, and our desire to address the findings from the 2017 assessment.
Looking forward to our new financial year, planning for recruitment of increased staffing establishment is well advanced. The additional staffing will be pivotal to our success in the year ahead. There is a staggered recruitment programme to ensure we put sufficient effort into getting the right people for the job.
The release of the Pre-election Report was another highlight this reporting period. The Pre-election Report tells our story in a way that is compelling for prospective candidates. This involved the use of infographics, full use of te reo Maori in headings and sub-headings, and an overriding narrative about the affordability challenges for the future provision of core infrastructure.
Far North 2100 is our primary means to engage the community on these challenges and to co-create a sustainable future for our District. In June this initiative moved into the spotlight with a full round of community engagement events with iwi and hapu, and with organisations that can have an influence on the future well-being of the District. These workshops were a significant first step to address the strategic dissonance that has led to underinvestment by the public sector and a failure to fully utilise the economic and social capital the exists in our communities.
Growth in the District appears to be slowing down a little with resource consent and building consent numbers starting to return to four-year averages. It should be noted that the four year averages now include a period of sustained growth. Actual consenting levels have been relatively stable throughout the year. We will continue to closely monitor the situation and continue to embed the improvement programme tied to the BCA re-accreditation.
CEO Office
People and Capability
Strategic Policy and Planning
Strategic Policy and Planning new structure is currently in the recruitment phase, with key leadership appointments made during June and July 2019.
Other Business
Collective Bargaining has resulted in ratification meetings being held with PSA members on 24 and 25 July 2019. PSA members will then have two weeks to consider and vote on the proposed Collective Employment Agreement and Terms of Settlement.
The revised Reward and Recognition scheme has been updated and rolled out 8 July 2019.
As part of the adoption of the Annual Plan, the Council will be recruiting 21 key roles to ensure we deliver to our key programmes of work in infrastructure, engagement, compliance and customer experience. The recruitment will be staggered over the next few months.
Organisational Survey 2019
236 staff completed the organisational survey in June. This is a significant increase in the response to the 2018 survey which drew 188 respondents.
Initial analysis of the 2019 staff feedback indicates an overall improvement and in employee engagement. The results will inform performance development plans in all operational groups.
KPIs for 2019/2020
Teams have been drafting their goals for the new financial year pending confirmation of the Chief Executive’s KPIs at the end of August.
These will then be aligned with the goals cascaded down through the leadership teams. Supported through progressive learning initiatives in personal development plans, it is anticipated that all staff performance and improvement activity will be confirmed by late August.
Climate Change
A series of LGNZ Climate Change webinars has been attended by staff.
These events highlighted the future impact for communities and challenges for councils.
Health, Safety & Wellbeing
Summary of Activities
· Kaikohe HQ Security review paper approved by SLT in July, project to commence in August
· Health and safety representatives visited Fonterra’s Kauri factory during the period, which will lift representative’s confidence and understanding in operational safety matters
· Customer Conflict Awareness training provided during June with attendance from over forty staff, across twelve teams
· Return to Work Rehabilitation Policy and Stress Management Guidelines released to staff
· A Lost Time Injury occurred during the reporting period, being a manual handling task
PeopleSafe Stories Types during the reporting period
PeopleSafe Stories Told 2018/2019 – 12 Month Rolling including average incidents per month
Over June and July 2019, PeopleSafe stories have been told covering 43 incident types.
Staffing, Salaries and Training
Current Staffing Levels
Actual Full Time Equivalent (FTE) at 31 July 2019 |
2018-19 Annual Plan Establishment (FTE) |
312.66 |
377 |
Salaries and Training 2019-2020
· Financial Performance · as at 31 July 2019 |
· YTD Actual |
· YTD Budget |
· YTD · Actual vs Budget |
· Annual Budget |
· Salary Costs |
$1,993,203 |
$2,211,051 |
$217,848 |
$28,743,646 |
· Training Costs |
$32,198 |
$58,772 |
$26,574 |
|
· Training as a % of Salaries · (Sector average is 4%) |
1.50% |
0.2% |
|
|
Vacancies
As at 31 July 2019 FNDC held the following part time and full time permanent vacancies:
Department |
Vacancies currently being recruited (FTE) |
Vacancies pending Recruitment (FTE) |
CEO/Communications/People & Capabilities |
2.0 |
2.2 |
Corporate Services |
4.0 |
7.85 |
District Services |
4.0 |
9.82 |
Infrastructure & Asset Management |
7.0 |
6.0 |
NTA |
4.0 |
2.5 |
Strategic Planning & Policy |
4.0 |
6.33 |
FNDC TOTAL (FTE) * includes part time & full time permanent staff |
25.0 |
34.7 |
Includes 21 additions as per Annual Plan, recruitment to be staggered over the next few months.
Communications
Media releases
Ten media releases were issued about:
· The appointment of Will Taylor MBE to the position of General Manager – Corporate Services
· Renovations at two community halls in Hokianga
· New technology that could half the cost of repairing subsided roads
· The lifting of water restrictions in Kaitaia and parts of Hokianga
· A Council decision to investigate more affordable dog shelter options
· A milestone for the Council’s property file digitisation project
· Efforts to save a historic Moreton Bay fig tree on Russell waterfront
· A financial contribution agreement with the developer of a retirement village in Kerikeri
· An opportunity for the public to comment on a Mangonui waterfront concept plan
· The relocation of a bus stop on Cobham Road, Kerikeri
The team fielded 35 media enquiries. Animal management issues, including dog attacks, were the single largest subject of interest, accounting for 11 enquiries.
Other outputs
Communication products produced included:
· One quarterly Creating Great Places newsletter that was posted to 26,000 ratepayers with rates bills
· Two monthly Creating Great Places newsletters, which were published in The Northern Advocate and The Northland Age as full-page newspaper adverts
· Creating Great Places-branded radio and digital adverts
· 38 Facebook posts promoting Council projects and initiatives
· 170 new ‘likes’ of the Council’s Facebook page
· Four issues of Great People, a fortnightly newsletter that celebrates Council staff and their achievements on behalf of elected members and communities
Support to the Mayor
Support to the Mayor in writing four newspaper columns about:
· Two national industry events held in the Far North
· Far North Holdings Ltd projects
· Community wellbeing
· Council projects in 2019/20
Strategy
Planning
Annual Plan
The Annual Plan for 2019/20 was adopted at the June Council meeting. Work has now begun on the 2020/21 Annual Plan.
Pre-election Report
The pre-election report for 2019, at the time of this report, was nearing completion with publication timed for the first candidate evening at the beginning of August 2019.
Revenue Review
Two workshops were completed for the revenue review during June and July 2019, with good progress made against the aim of establishing Elected Member preferences prior to the election in October 2019.
The outgoing Council’s conclusions will be considered by the incoming Council with any resulting proposal(s) being made to the public as part of a Long Term Plan amendment and consultation.
Strategy Development, Bylaws and Policies
Far North 2100 District Strategy
On 13 June 2019 a Te Ao Māori Workshop was held at Kohewhata Marae with staff and elected members as a precursor to a joint workshop on the Far North 2100 District Strategy.
On 20 June 2019 a collaborative workshop with iwi and hapū representatives and elected members was held in Council Chambers to develop a further prototype for the Far North 2100 District Strategy.
The outcome of the two workshops was an updated Far North 2100 document that was shared with iwi and hapū representatives invited to both workshops asking for feedback.
Using the Far North 2100 prototype as a starting point, staff are now working on the development of a discussion document which is drawing on the available and relevant data sources that will be used to inform the discussion document.
The discussion document will be co-authored with iwi and hapū representatives at a workshop hosted by Ngāti Hine on 19 August 2019.
The final discussion document will be bought to the October 2019 Council meeting for approval to go out for consultation.
Climate Change
On 27 June 2019 Council gave approval for staff to submit on the Climate Change Response (Zero Carbon) Bill. The submission was lodged on 15 July 2019.
Staff also contributed to a joint submission on the above Bill from the Tai Tokerau Councils Climate Change Adaptation Group (TTCCAG). We are playing an active part in the TTCCAG by participating in the planning of the development of a regional climate change adaptation strategy and a supporting implementation plan. The Council is hosting the next TTCCAG group meeting on 15 August 2019.
District Transport Strategy
A project board meeting was held for the District Transport Strategy on 10 July 2019. The board reviewed and approved the way forward for engagement with strategic stakeholders and iwi and hapū partners on the development of the District Transport Strategy.
Initial work on the development of the District Transport Strategy commenced. This included;
· A problem definition workshop with iwi and hapū partners and strategic stakeholders
· The development of an investment logic map and benefits map
The two deliverables will contribute to the development of a draft District Transport Strategy which will be bought to Council for approval to go out for consultation.
The development of the District Transport Strategy is on target to meet the timeframes of the Regional Land Transport Plan.
Strategic Relationships Survey
A survey of 47 strategic partners and stakeholders was conducted over the months of May and June 2019. The survey posed eight statements where the respondent was asked to score on a scale from strongly disagree to strongly agree.
17 responses were received with 55% of the responses to the eight statements scored in the range of agree to strongly agree.
A paper on the survey results was submitted to the Governance and Strategic Relationships Committee in July 2019. The Committee resolved to accept the paper and to approve the recommendations in the report aimed at growing and improving Councils strategic relationships.
Bylaws and Policies
On 28 June Council approved a plan to address the automatic revocation of bylaws. The next steps for the program of work are:
· A new Land Drainage Bylaw (consultation running from 1 July to 9 August 2019)
· A new Control of Earthworks Bylaw (consultation from 8 July to 9 August 2019)
· A facilitated workshop aimed at developing a set of guidelines and a best practice approach to speed up the review of all bylaws moving forward
On 28 June 2019 Council adopted administrative changes to the Speed Limits Bylaw that went out for consultation in May 2019.
Staff are submitting a paper to the August Council meeting recommending that, for the first tranche of consultation on speed limit changes, the following roads and areas will be consulted on first:
· Waimate North Road;
· Springbank School (Waimate North Road); Oromahoe School (Oromahoe School Road);
· Wiroa Road west of State Highway 10, including the intersection with the Airport; and
· Te Rangi Aniwaniwa (Quarry Road Kaitaia).
The Audit Finance and Risk Committee adopted a new Risk Management Policy at its July 2019 meeting.
Iwi/ Hapῡ Relationship Agreements
The following events occurred across the reporting period that contributed to growing and enhancing Council’s relationships with current and future Memorandum of Understanding (MoU) partners:
· Meetings with the Ngāti Hine MoU steering group and strategic governance group
· A meeting with Te Kahu o Taonui (Taitokerau Iwi Chairs Forum) to consider a collaborative Regional Housing Initiative
· Iwi and hapū representatives were invited to Far North 2100 engagement events in June 2019
Council recommended the Ngāti Rehia Provincial Growth Fund application be supported by the Tai Tokerau Northland Economic Action Plan Advisory Group.
Council is represented on the Healthy Families Senior Leaders Group. The contract for delivery has shifted from Te Rūnanga o Te Rarawa to Te Rūnanga O Whaingaroa. The first meeting was held 3 June 2019.
The Te Oneroa-a-Tōhē technical steering group has been supporting the Te Oneroa-a-Tōhē Beach Board to undertake public consultation at a number of venues across Te Hiku. These will continue over July and August 2019.
Council is supporting the feasibility study for the Far North Water Project, the funding is from a Provincial Growth Fund application by NgaiTakoto. A working party has been developed consisting of Northland Regional Council, Far North District Council, Ministry of Primary Industries, Department of Conservation, NgaiTakoto, Ngati Kuri and local and industry representatives. The first meeting and initial consultant briefing took place 3 June 2019. The next workshop is scheduled for August 2019.
The staff have been invited to join a Whenua Maori Programme Interagency Group, set up by Te Puni Kokiri. The first meeting took place on 24 July 2019 and initial focus is on three housing projects with Iwi/hapū in the Far North –Te Hiku, Whangaroa, and South Hokianga.
Community Wellbeing
Community Development
Staff and the community have been revising the Kohukohu Community Plan. The plan will be presented at the next Kaikohe-Hokianga Community Board meeting.
The Broadwood Community Plan was adopted by the Kaikohe-Hokianga Community Board on 5 June 2019.
Community development support was provided for a filming day as part of the Local Elections campaign. Groups from Far North REAP, Kaitaia College and Te Hiku Hauora Youth Space were featured in the filming schedule.
The Kai Ora Fund has been nominated for an Economic Development NZ award by Northland Inc.
The fund is a partnership between Te Tai Tokerau Primary Health Organisation Manaia Health (now known as Mahitahi Houora), Far North District Council, Whangarei District Council, Kaipara District Council, Te Puni Kokiri, Northland Inc and the Northland District Health Board. The Fund was instigated by Far North District Council and the Primary Health Organisation, with other partners joining over time.
Two Far North Youth Council representatives participated in NZ Youth Parliament.
Three Youth Council and Youth MP Representatives attended the Far North 2100 Summit held at Kaikohe Council Chambers on 26 June 2019. Staff also attended the July 2019 meeting of the Far North Youth Council to gather further youth feedback.
25 youth from the Far North travelled to Wellington for four days to attend the Festival for the Future Youth Conference, a youth council networking event at the Wellington Mayoral Office, and a parliamentary tour.
The Ministry of Youth Development granted $25,000 to the Council toward continuation of our youth development programmes, and the final reporting for the previous year’s grant was successfully submitted.
Community Placemaking
The Kaikohe Community Youth Charitable Trust has now raised most of the funding required to build a basketball court on Memorial Park in Kaikohe. Staff are working with the Trust to coordinate the successful launch of the project and assist in securing the remainder of funding needed.
District Planning
District Plan Review
Evaluation reports to support decision making on topics are a key piece of work in the context of making the new District Plan. These reports are required under Section 32 of the Resource Management Act 1991 and require that planning proposals examine and assess the benefits and costs, and risks of new policies and rules on the community, the economy and the environment.
Staff are working on completing draft s32 reports on 26 different plan topics of varying complexity and depth. Eight of the 26 draft reports will be completed by the end of July 2019, with the remainder due by the end of October 2019.
The Resource Legislation Amendment Act 2017 introduced a further requirement under s32 requiring the report to summarise all advice received from iwi authorities and the response to the advice including any provisions of the proposal that are intended to give effect to the advice.
Spatial planning, including focused ‘place planning’, is continuing. This involves analysing the most appropriate options to ensure that there is sufficient development capacity (land supply with infrastructure) for housing and business land to meet the expected demands of the district. The collaborative planning technique models and evaluates scenarios for housing and business land supply in each of our growing townships whilst ensuring that broader well beings are factored in determining the most appropriate outcomes for the short medium and long term (3, 10 and 30 years).
Planning Legislation Reform
Central Government announced on 24 July 2019 a large scale package of reform for the Resource Management Act.
The first phase will seek to amend a number of changes from the 2017 Resource Amendment Legislation Bill that have resulted in unwanted outcomes in resource management processes including limiting appeal rights on particular subdivisions.
The second phase represents a comprehensive overhaul of the resource management system. It will seek to change the way that the planning legislation interacts with the Local Government Act 2002, Land Transport Management Act 2003, and the Climate Change Response Act.
Indigenous Biodiversity Identification and Mapping Project
Northland territorial authorities are working collaboratively on a project to identify vegetation considered to be ‘Significant Natural Areas’. This is a requirement of the Regional Policy Statement for Northland.
Project mapping at the end of July is approximately 70% complete for the Far North, with an early estimate of up to 980 potential significant natural area sites. Mapping will be followed by assessment against significance criteria and subsequent consultation with potentially affected landowners.
Iwi engagement commenced earlier in the year via the tangata whenua reference group.
Below is a snapshot of the active Northland Forward Together projects that are being progressed by Northland Councils.
Priority is to Regional Economic Development, Four Waters, Provincial Growth Fund, Digital Enablement the 2019 Election Campaign and Potential Centres of Excellence
Northland Forward Together – Snapshot of Individual Project Status and Actions as at 31 July 2019 |
|||
Projects |
Lead Council |
Status |
Developments/Actions |
Regional ICT Programme |
FNDC |
In progress |
The ICT Managers met with NTA regarding communication tools to assist with workflow and developing a joint response to long term prospects for commonality of IT systems between Northland Councils. The response will to take into account the investment made by Councils, and the evolution of the systems. This is planned to be discussed at the October CEs Forum. |
Provision of GIS services to KDC |
NRC |
In progress |
A memorandum of understanding and an agreement for the provision of services including a full-time resource to deliver GIS projects to Kaipara has been signed by NRC and KDC. A dedicated person has been recruited and effective delivery begins mid-August 2019. |
LIDAR capture for Northland |
NRC |
In progress |
Capture phase of the project is 100% complete. Efforts will now be focused on completion of the processing phase for final deliverables |
Projects |
Lead Council |
Status |
Developments/Actions |
Four Waters |
WDC |
In progress and on target (subject to national enquiries) |
Ten sub projects: Eight projects in progress and on track Two projects in progress and off track
Environmental Engineering Standards (EES) have been completed for WDC and provided to other Councils to adopt or amend per their requirements. Currently waiting for District Plans to introduce new EES. The CE Forum and NFT have been kept up to date on the changes to the water industry. Currently undertaking high level evaluation of service delivery options. Minister of Health has released minor changes to the drinking water standards. NZDWS and RC compliance evaluation introduced in greater detail. An update on recently announced water industry changes will be discussed at the October CEs Forum. |
Digital Enablement Plan |
Northland Inc. |
In progress and on-target |
The Digital Enablement Plan has been refreshed: eight projects in four work streams. National funding of Marae digital hubs has been announced with three Northland Marae already connected. More are being supported to engage through TPK for support. The Digital Infrastructure Map requires more information to support an accurate picture following the RB12 extension funding through the Provincial Growth Fund, to guide deployment and provide evidence of need. A regional on-line broadband survey was completed (February/March 2019) with an outcomes report being completed to support the data of the Digital Infrastructure Map. Announcements have been made supporting deployment of regional digital hubs. This work programme is outside the regions DEP and does not have the support of DEG members. |
Projects |
Lead Council |
Status |
Developments/Actions |
Provincial Growth Fund |
WDC |
In progress and on-target |
As at July 2019, funding announcements have been made for 46 Northland Projects totaling over $145M. Last month, the PGF invested in the rapid expansion of a labour intensive, high tech hydroponic berry growing operation. Family owned Onyx Capital Limited will receive a loan of $2.37M for the first phase of expanding its operations, which will see an extra 4 hectares of hydroponic berries, planted and create 45 full-time local jobs. Maungatapere Berries’ expansion of its existing small-scale business will help introduce a new export industry into Northland and create a centre for hydroponic excellence for other growers. Key projects currently seeking funding are: · Northland Water Storage and Use · Ngawha Industrial Park – feasibility work · Awanui Flood regime · Te Pua o te Wheki · Twin Coast Cycle Trail in association with the Bay of Islands Vintage Railway Trust · Kaihu Valley Rail Trail · Whangarei Roads Projects · Te Tai Tokerau Tourism Strategy
|
Regional Economic Development |
FNDC |
In progress |
A draft report on Regional Economic Development Service Delivery models which recommended an interim and long term business models, funding and governance arrangements was approved by the CEs at their May 2019 meeting. The Mayoral Forum has requested further work be considered regarding their issues and sensitivities to be included in the report. A draft schedule of issues preventing progress has been drafted, and officers to investigate mitigating actions and treatments plans. The information will be included in the updated report for the next CE and Mayoral Forums. |
Projects |
Lead Council |
Status |
Developments/Actions |
2019 Election Campaign |
NRC |
In Progress |
The Election Campaign will focus on two phases: Stand and vote. Each Council committing equally to the overall $40K budget. Overall messaging and creative agreed at CE Forum. Copy and visuals are being worked on with contracted designer. Scripts are being finalised and production to start shortly . Local elections website is being updated . Marketing and communications schedule with dates and channels are being finalized .
|
Centres of Excellence |
FNDC |
In Progress |
Each council has put forward their initial position regarding services that could be considered for a potential centre of excellence. Each council is now being asked to nominate one service that they could deliver as a centre of excellence. This will be discussed at the next CEs Forum in October 2019. |
Governance
Local Body Elections
Nominations opened on Friday 19 July 2019 and closed midday on Friday 16 August 2019.
Three candidate sessions were held in the three wards in the week of 1 August. These sessions were hosted by the Council, the Northland Regional Council and Election Services Limited.
Key foci of the presentation were:
· Skills and capabilities of an elected member
· Role and responsibilities of the regional and district councils
· Key requirements of the Local Electoral Act for candidates
· Remuneration, time commitments and “after the elections” activities
Key dates to note:
· Delivery of voting documents to households commences on 20 September
· Close of voting is midday on Saturday 12 October
· Public Notice of results – Monday 21 October
· Members come into, or leave office – 22 October
· Powhiri and Inaugural Meeting of Council – 31 October
· Powhiri and Inaugural Meetings of Community Boards – week of the 4 November
Our website is regularly updated with relevant electoral information.
Once the induction and onboarding programme is finalised, all candidates will be advised of key dates to hold in their diaries should they be successfully elected.
Audit & Risk
Risk
The Audit, Risk, and Finance Committee received the Organisational Top 12 Risk’s Dashboard at their July meeting. This was accompanied by a number of risk status progress reports for the Committee’s information.
The next deep dive risk workshop has been confirmed for 22 August 2019 and will be covering risk number five on the Top 12 Risk Dashboard – on service delivery.
Audit
The Audit, Risk, and Finance Committee approved the development and implementation of an organisational compliance legislation framework, at their July meeting.
The audit and assurance specialist will commence this piece of work and once timelines are confirming for this development and implementation. These dates will be taken back to the Audit, Risk, and Finance Committee.
Information Services and Technology
Property File Digitisation Project
The project is now 71% complete and is progressing well. A total of 36,351 out of 51,104 property files have been scanned to date.
The original project completion date was August 2020. However, this has been revised based on current progress and is now forecast to be completed by April 2020, four months earlier than planned.
The property file request fee was implemented on 1 July 2019. There has been a drop in the number of requests since the June – July period.
Property File Requests:
· June – 744 requests
· July – 382 requests
Back-up Solution Project
The upgrade and replacement of Council’s backup has been completed and final handover from Datacom completed during July. This project has delivered on a number of the benefits outlined within the business case.
These benefits are:
· Faster backup service processing – given the large amount of data created by various project – namely the Property File Digitisation project.
· Removal of Tape for the long-term backup retention – annual backups (up to 7 years).
· Deduplication of data so that more data can be stored with less resources – thus allowing longer term retention.
· Improved restoration and recovery for servers and individual data.
· Reduction of risk with newer and supportable infrastructure.
The new solution has led to Council backups being completed more quickly, whilst also allowing Council to maintain a strong recovery point for all the services and data held by Council.
Server and Network Project
Preparation for upcoming server and network renewal project has been undertaken with the first phase being to seek approval to undertake a public tender for the renewal of the existing production (Kaikohe) and disaster recovery (Kerikeri) infrastructure.
The existing infrastructure is approaching four years old and originally designed to support approximately 250 users, which is a significantly lower number than what is being supported today (approximately 400).
The project is expected to be completed by the end of 2019.
Office 365 Project - Planning
Work is continuing around the migration towards the Microsoft Office 365 platform. This includes several end-user application/service upgrades and changes that will be progressively rolled-out in the coming months.
We use an older version of the Office suite (2010) and the move to Office 365 will mean that Council is able to provide a more secure and feature rich toolset that will be used by all staff every day.
The platform will also provide additional options for collaborations with Northland Transport Alliance, Far North Waters, and other regional partners.
· Council officers will be starting a pilot programme in the coming weeks for staff to start working within the new platform. This process will aim to remove any significant issues with a wider Council roll-out programme.
·
· The Office 365 platform will eventually support Council’s Exchange email services, replace the existing on-premise Skype for Business with Microsoft Teams, and allow for the TK2 intranet to be used in the cloud environment for collaboration across Council.
·
· The rollout programme will be known and confirmed in August with an expected rollout to be completed across Council before Christmas.
Shared Services
Staff have also been working to re-engage within the ICT Regional Programme. The aim will be to ensure a collaborative working relationship is developed and maintained across all the Northland Councils. Initial work has been done around the GIS environment and that of supporting the Northland Transport Alliance.
Future areas of collaboration have been identified and scoping will begin in the coming months.
· ICT Security Framework
· ICT Policy Framework
· Service Catalogue
Council officers from the four Councils have re-engaged and will present back to the CEO Forum in October with an overview strategy and options to consider.
Program Delivery and Business Intelligence
Business Intelligence
A programme structure is being wrapped around Business Intelligence which will encompass different pieces of work as well as a tranche involving overall programme planning and decision making. The programme will be governed by a programme board that will assist with change management, decision-making and project prioritisations. The first project to be implemented will develop the BI strategy, develop quality frameworks, establish processes and procedures for BI development, and rethink the technical aspects of the data warehouse and presentation layers.
Web 2.0
The web project is progressing with web-site design being the council brand. This project is on track with the milestone dates:
· All content reviewed and ready for migration – 30 August 2019
· Beta launch beta.fndc.govt.nz – 30 September 2019
· Go live date for new site – 28 October 2019.
Building Consents Process Renovation
The information delivered by BI reporting is now improving operational efficiency.
NTA
The NTA IT alliance initiative has been re-invigorated and a design for a shared Office 365 environment is under development.
Online Services Programme
The online services programme is progressing with developments in Stage 1 setting the programme up to make the first release to the production environment at the end of September.
The project has been divided into four stages that will be undertaken over the next twelve months as follows.
Stage 1 – Payments, Application for property files, Customer Registrations (to be completed in Stage 2), General Enquires and Contact Management
The core project team is working through the Stage 1a and 1b tasks:
Stage 2 – Animal Registrations, Permits and Licencing, Online Service Requests.
Stage 3 – City watch Mobile App, Smart Mobile App
Stage 4 – Application Lodgement, Pre - Application Lodgement, Mobile Inspections for other than building consents
LGOIMA Monthly Statistics
Data as of 31 July 2019
Latest statistics for official information requests processed by the organisation appear below.
Operational Financial Performance Operations
As at 31 July 2019
Note: The carry forward figures are still being finalised and are not included in the Capital Works YTD total Budget column which
increases the variance shown.
Operations
Customer Service
Customer Experience Programme
Closed RFS – Customer Satisfaction Index (CSI)
The scores provided below are for the four months ending 31 July 2019.
· Overall CSI for Requests for Service: 80.0
· Overall satisfaction making the request” 82.3
· CSI for requests made via the After Hours provider: 84
· CSI for library services: 93.1
· CSI for visits to i-SITEs and Service Centres: 99.0
Monthly CSI Trend for closed Requests for Service*:
*
Please note that due to the inherent delay of between 5 to 6 weeks in receiving feedback from customers, the most recent reporting month should be interpreted with caution. The CSI figure for July (82) below is based on 57 survey feedback inputs and will change as further survey feedback inputs are added.
The focus of the programme over the next few months will be:
· Continuing to broaden the application of the customer experience principles that have underpinned improvements made to-date across the council and its alliance partners.
· To review and improve our approach to managing escalations and complaints
· Continuing to embed the Date and Promise Culture throughout the organization.
Customer Service Statistics
The following statistics are for period 1 June – 31 July 2019:
Contact Centre / Service Centres
· 28.09% increase in the financial counter stats for service centres (4,436 up from 3,463)
· 7.65% decrease in calls to the Contact Centre (15,850 down from 17,163)
· 18.76% increase in property file requests (728 up from 613)
· 51.27% decrease in the number of Ask.Us emails (1,580 down from 3,243)
· 12.75% decrease in the number of Building Inspection bookings (985 down from 1,129)
i-SITEs
· 4% decrease in visitor numbers (26,003 down from 27,127)
· 37% decrease in retail revenue ($8,973 down from $14,279) due to limited retail offering at Bay of Islands i-SITE during this period (due to a rearrangement of floor space and product supply issues)
Libraries
· 3.09% decrease in total checkout numbers (66,866 down from 69,002)
· 49.83% increase in ebook and audiobook downloads (4,892 up from 3,265)
Regulatory Services
Environmental Services
1586 Requests for Service were received during June and July. This is more than double the number of requests from the previous period.
Animal Management
102 dogs were impounded across the District during the June-July period with four dogs being rehomed (excluding the dogs transferred to rescue groups).
22 Infringements were issued to dog owners during June and July.
Environmental Health and Monitoring Compliance
42 food business verifications were conducted during the month of June and July.
We are currently preparing for the Joint Accreditation Services - Australia New Zealand audit reassessment of the Quality Management System for environmental health during the month of August.
184 noise complaints were received during June and July. 158 (85%) were responded to on time. This is a 35% increase in the number of complaints received for the same period last year.
Building Compliance
176 RFSs were received by Compliance between June 1st and July 31st 2019.
As a result of these investigations:
· 30 Notices to Fix were issued for breaches of the Building Act.
· 5 Infringements were Issued
Swimming Pools
74 swimming pool inspections were carried out during June and July. More than half (54%) were non-compliant. New initiatives have been implemented to ensure that our customers understand the requirements of the Act.
Resource Consents Management
Overview
During the last financial year 1455 applications were received for resource consents, earthworks permits and certificates issued under the Local Government Act and Resource Management Act; 60% (879) of these were resource consent applications.
There were 146 resource consent applications received during the months of June and July.
The challenges faced by the Resource Consent Team continue to be met through the use of Consultant Planners.
· During July 2019 a total of 142 building consents were received (20% above the four-year average).
· The BCA issued 150 building consents during the same period.
· 82% of building consents were issued within the legislative time frame of 20 working days
Kerikeri Retirement Village, Kawakawa Hundertwasser community building, commercial shops/offices corner Kerikeri road and Hobson Ave, Paihia wharf are examples of some of the large commercial buildings under construction in the Far North. The Kerikeri airport has been opened to the public. The BCA is currently reliant on contractors to satisfy its capacity to meet inspection and statuary time frames while we prepare for the IANZ audit.
Building Accreditation Update
Monthly reporting is being provided to IANZ and the Ministry of Business, Innovation and Employment (MBIE). A consolidated work schedule has been expanded to incorporate a total of 106 items that address the requirements stated in the Regulations and provides a basis for monitoring progress towards compliance with the regulations and fulfilling IANZ audit requirements. The focus of the preparation for the IANZ audit is on:
- Providing assurance to IANZ and MBIE that our project management has the required rigour through improved tracking of each issue that has been included in the Work Schedule;
- Appropriate allocation of tasks and follow-up on completion of those tasks in accordance with the Building Accreditation Regulations;
- Facilitation of the BCA team’s awareness of the Accreditation Regulations; and
- Working closely with an external building consultant (Council’s interim Quality Manager) to provide independent audits of all work completed against the Work Schedule.
51% of the Post IANZ Work Schedule has been completed, 47% of the Schedule is in progress to be completed by 16 August 2019 and only 2% of items are pending.
The above dash board shows the current state of all uncompleted building consents on hand. The overall number of building consents on hand at any one stage has reduced, which is reflective in the overall compliance rate to date.
Infrastructure and Asset Management
Requests for service statistics
· Asset Group |
· June |
· YTD |
· Roading |
· 273 |
· 3371 |
· 3Waters |
· 294 |
· 4000 |
· District Facilities |
· 441 |
· 4274 |
Road Safety
Far North REAP have commenced work with Oturu school in relation to bus safety for school children. A speed trailer placed around some of the ‘hot spot’ bus stops for a week at a time. A drone will be deployed to film above bus stops to identify some of the issues when the trailer is not in use. The children will utilise this data as part of their curriculum work.
Speed
There is a large government focus on speed. All roads have had the ‘safe and appropriate speed’ assessed and a ‘shortlist’ of the top 10% of corridors has been produced. These will be taken forward via extensive local consultation and engagement.
Minor Lighting Improvements
The Lighting Maintenance and Renewal Contract has been extended for one year.
LED retrofit and Streetlight Infill Improvement works - Design work for approximately 7kms of road has been completed. Planning of procurement for construction works for the 2019/20 financial year is underway in conjunction with the NTA.
LED and Streetlight Infill Improvement works – A second package of design work consisting of approximately 13km commenced in late May and due for completion end of August 2019.
Hokianga Ferry (Kohu Ra Tuarua)
The current contract has been extended to 31 January 2020. This is for a seven month period that allows the Council to undertake a procurement process for a new supplier.
The procurement is in progress, with the draft tender documentation and contract being finalised. A first draft of the Ferry operations plan has been prepared and is planned to be released mid-August.
Road Seal Extensions
In June Council approved:
· Unbudgeted operational expenditure to undertake basic repairs to Te Raupo Road to bring it up to a trafficable condition.
· Increase to the unsubsidised road sealing budget from $1 million to $3 million for the 2019/2020 financial year.
Footpaths
· Renewals and maintenance work in Paihia and Haruru is complete.
· Renewals and maintenance work was prioritised and programmed to meet the budget available and work has now commenced in Kerikeri, Kaikohe, Kaitaia, Kaeo and Opononi – scheduled to complete by end of June.
· Work in Kohukohu commenced in June.
· Construction of Community Boards agreed 2018/19 New Footpaths Programme commenced in April 2019 and the footpaths will be completed by 28 June 2019.
District facilities
Parks and Reserves
2018/19 TIF Responsible Camping programme completed and the final report forwarded to MBIE. From the fund, we have purchased a number of seasonal toilets and the most successful part of the year was the creation and development of the Karikari Peninsula Kaitiaki Rangers Programme.
2019/20 TIF Responsible Camping Initiative application nas been submitted to MBIE. We have requested funding to the value of $288,500 which covers the costs to extend the Kaitiaki Rangers programme across other parts of the District, undertake an camping facilities GAP analysis and OPEX costs associated with the 2018/19 seasonal toilets located at Rawhiti.
Mulching has been carried out to a number of Pohutukawa trees located along Opito Bay and Long Beach, Russell. This also involved the removal of trip hazards due to exposed roots from the same trees.
Large scale noxious weed removal carried out on the Skudders Beach recreational reserve, Kerikeri.
Planting programmes underway over the last month include:
· 2800 native trees planted by various volunteer groups on Council land around Kerikeri and Russell as supported by the Matariki Tu Rakau initiative
· Riverview School planted approx. 50 native trees along the walkway to Charlie's Rock, Kerikeri in an effort to restore habitat along the Council walkway.
A very large dead and dangerous Eucalyptus tree was removed from the Kerikeri Heritage Bypass as it was encroaching over the public walkway.
Cemeteries
Three new burial berms installed at the Totara North Cemetery.
An area of unmaintained reserve is being cleared to make way for an extension to the Kaeo cemetery.
Public Toilets
Issues with the Waipapa public toilet has resulted it in being disconnected from the current arrangements with RCG (Mitre 10 facility Body Corporate) and BSL engaged to monitor and empty from the holding tank as needed. It has since been established there was a water leak adjacent to the toilet side of the system. There will be monitoring over the next few months to ensure no further unnecessary infiltrations are detected before we reconnect.
Plans are being put in place to paint new murals on the Omapere and Opononi public toilets by local artist Beverly Cox and the local school. The date for this is yet to be confirmed.
Due to the effect of condensation, work carried out by RSL to conceal graffiti on the interior of the Kaeo public toilets leading to paint to run over a mural painted by local artist Angela Norman. Angela has been contacted and plans are in place to have touch ups carried out to the mural when the weather permits.
Solid Waste
Solid waste stats for June:
Civil Defence Emergency Management
National
New Zealand Fly In Teams (2017 Ministerial Review) – Because of feedback received and implementation work to refine the purpose of these teams, the capability envisaged as ‘fly-in teams –” will now be known as ‘”New Zealand Emergency Management Assistance Team” or “EMAT”. The name change supports the team’s engagement model based on rapidly deploying capable emergency management professionals to support and assist Controllers and Incident Management Teams.
The MetService is enhancing the way it communicates public alerts for severe weather to better draw attention to extreme events. A new level of warning reserved for the most extreme weather events will now include new colours and graphics to mapping that will more clearly signify the type of alert in place. The use of colour-coded warnings linked to impacts is recommended by the World Meteorological Organisation.
The Government has announced the 2019 Budget has included $3 million of funding for the establishment of a National Emergency Management Agency and $1.5 million to improve the resilience of New Zealand’s national emergency capabilities.
Regional
The Service Level Agreements for the delivery of Civil Defence Services between the Northland CDEM Group Office and the three district councils are approaching their annual review period. Updated work plans and budgets have been included in the review and agreed for 2019/20
The Youth in Emergency Services (YES) program has been undertaken this year in the Whangarei District and completed with a multi-agency exercise for the 2019 year. The program is coordinated by the Northland CDEM Team and run collaboratively with the emergency services. The purpose of this program is to strengthen young people’s connection to their communities in northland, build their skills and confidence and encourages them to join the emergency services within in their communities as volunteers.
Participants and emergency services staff - YES Multi- Agency Exercise 25 May 2019.
Local
An evacuation plan has been completed for the Kaitaia Community in conjunction with major works being carried out by the Northland Regional Council on the Awanui River. The plan has been prepared as guide to coordinate response activities and assist to manage any impact of flood on the community.
A field trip and exercise has been undertaken at Kaitaia with representatives from Police, Fire Emergency New Zealand, Northland CDEM Group, Northland Regional Council, Far North District Council, District Health Board, and Department of Conservation. The purpose was to familiarise local and regional responders with the flood risk to Kaitaia and provide clarity on legislative roles and responsibilities should the evacuation plan need to be activated.
· |
· |
· Fig 1 - Joe Camuso - Rivers and Natural Hazards Manager explaining the scope of works undertaken at Bells Hill to stakeholders |
· Fig 2 – Works carried out at Bells Hill to mitigate flooding risk |
· · The following provides an overview of the current priorities on the Infrastructure Planning Team’s work programme. This includes planning projects, collaboration and engagement activities and key consent applications and renewals. |
· Key: · • Complete • In progress • Parked |
||||||||||||
· Stormwater |
· District Facilities |
· Wastewater |
· Water |
· · Transport |
|||||||||
· Activity |
· Asset Group |
· Status |
· Expected Completion |
· Comment |
|||||||||
· Concept |
· Plan |
· Deliver |
· Handover |
||||||||||
· Strategies / Plans / Policies |
|||||||||||||
· District Transport Strategy |
· |
· • |
· • |
· • |
· |
· FY19/20 |
· Preparation of an Integrated Transport Strategy is underway to determine the high level district-wide transport problems and objectives. This is being undertaken in conjunction with work on the very high level District Strategy called Far North 2100 and with the District Plan Review process. Current focus is on preparation for Workshops at the end of July. An Integrated Transport Plan will follow to develop a prioritised implementation programme. Traffic Counting is complete and Modelling has commenced for Kerikeri. Other townships and larger scale modelling is being considered. |
||||||
· Rawene WWTP Optioneering |
· |
· • |
· |
· |
· |
· On-going |
· Staff are working with engineering consultants and Rawene locals to identify options for discharging wastewater to land. This is an on-going project. |
||||||
· Water Demand Management Plans |
· |
· • |
· • |
· |
· |
· TBA |
· Water Demand Management Plans (WDMP) aim to identify ways a particular scheme can manage demand to limit the need to invest in increased capacity. Parked until BRANZ household water use data is available. |
||||||
· Backflow Prevention Policy |
· |
· • |
· • |
· |
· |
· FY19/20 |
· New Zealand Drinking Water Standards require evidence that risk of network contamination in our water supplies is being managed. Options for controlling risks in the network are being considered through the development of a Backflow Prevention Policy. A draft policy is on track to be complete by the end of July. |
||||||
· Water and Wastewater Connections Policy |
· · |
· • |
· |
· |
· |
· FY19/20 |
· A policy or internal guideline for water and wastewater connections will increase transparency and support consistent decision making when considering requests to connect to the water and wastewater networks around the district. |
||||||
· Sludge Strategy |
· |
· • |
· • |
· |
· |
· FY19/20 |
· Removal and disposal (use) of wastewater sludge is a growing problem in New Zealand. Staff are further analysing options for a productive end use for sludge in the District. Contract documents for dredging and dewatering equipment are nearing completion. |
||||||
· Kaitaia Water Strategy |
· |
· • |
· • |
· |
· |
· |
· Staff presented a decision report to Council on June 13. Council has provided direction and a project manager will be assigned to progress the multiple streams of this significant project. |
||||||
· Paihia Water Strategy |
· |
· • |
· • |
· |
· |
· |
· Funded through the Tourism Infrastructure Fund (TIF), consultants are assisting in defining the weaknesses in the Paihia Water Supply and preparing a business case if change in necessary. Stage one of this project has been received. |
||||||
· Activity |
· Comment |
· Collaboration and Engagement |
|
· FN2100 |
· Staff are on the Core Team providing development support to the high level District Strategy called Far North 2100 (FN2100) This strategy will focus on all problems in the Far North District and determine a desired future direction against which all infrastructure investment will be tested. Establishment of an Iwi Partnership is requiring increased focus. Whilst this might introduce slight delays to delivery but will be essential to the success of this project and the Transport Strategy |
· District Plan |
· Asset Management and Infrastructure Planning staff are involved in supporting the District Plan team to enable growth in appropriate areas to maximise infrastructure affordability. Staff from the District Plan team, IAMs and Far North Waters came together in June to discuss how we can enable development with the least amount of investment in new infrastructure. This was a high level exercise with a 50 year view and was about trying to identify ways to make infrastructure more affordable. |
· Tai Tokerau Councils Climate Change Adaptation Group |
· The purpose of the Climate Change Working Group is to develop a regional collaborative approach to climate change adaptation planning for local government in Northland. This will include a draft climate change strategy for Northland and associated work programme that identifies and addresses priority issues at both a regional and district level. The group meets quarterly and reports to the CEO forum. The next meeting is in August and will be hosted by FNDC in Kaikohe Chambers. |
· Twin Coast Discovery Route |
· Collaborating with NZTA on the development of 7 Business Cases to support the development of the Twin Coast Discovery Route. The scope is significantly larger than just State Highways and includes local road byways, township improvements and associated infrastructure upgrades. We have committed to $18k funding of the Wayfinding Business Case project and expect to be notified of our expected contributions to the other Business Case projects next month |
· Liaison Groups |
· Engagement with established Community Liaison Groups (CLG) is required by a number of our Infrastructure Consents. In the month of June staff engaged with Ahipara CLG about land disposal options for the WWTP and the Opononi CLG about consenting for the water and wastewater activities. The Awanui River ILG (Iwi Liaison Group) was established with first meeting scheduled for July. |
· Asset Group |
· Status |
· Completion / Consent Expiry |
· Comment |
||||
· Concept |
· Making the Application |
· Managing the Application |
· Handover |
||||
· Consent Applications/Authorisations |
|||||||
· Taipa WWTP Renewal |
· |
· • |
· • |
· • |
· |
· Jun 2019 |
· The hearing for the Taipa WWTP consent took place over three days in the week of 24 June. The commissioners reserved their decision. |
· Kohukohu WWTP Renewal |
· |
· • |
· • |
· • |
· |
· Oct 2019 |
· We are expecting a request for further information from NRC in July. |
· Opononi / Omapere WWTP Renewal |
· |
· • |
· • |
· • |
· |
· Oct 2019 |
· Application for a renewal of the WWTP discharge into the Hokianga Harbour has been made. A study of the harbour is being undertaken by Met Ocean. The study will define how the Opononi, Rawene, Kohukohu and Kaikohe WWTP discharges behave in the Harbour. |
· Opononi / Omapere New Source |
· |
· • |
· • |
· • |
· |
· Aug 2019 |
· An application has been made to NRC for a groundwater take to supplement the Opononi WWTP. |
· Puketotara surface water take (source for Kerikeri WTP) |
· |
· • |
· • |
· |
· |
· Aug 2019 |
· Staff are working alongside external experts to renew resource consents for the Puketotara surface water take. An increase in allocation is being assessed in order to increase resilience of the Kerikeri Water Supply. |
· Russell groundwater take |
· |
· • |
· • |
· |
· |
· Aug 2019 |
· Staff are working alongside external experts to renew the resource consent associated with the groundwater take at Russell. The new consent will seek to supply water to public toilets in Russell. |
· Northern Dog Pound Application |
· |
· • |
· • |
· • |
· • |
· Apr 2019 |
· Consent issued. |
· Southern Dog Pound Application |
· |
· • |
· • |
· |
· |
· Sept 2019 |
· Work suspended on project during June. |
· Kerikeri Sports Complex Wastewater Renewal |
· |
· • |
· |
· |
· |
· Nov 2019 |
· Staff are assessing options to ensure that the treatment system becomes and remains compliant. Best practice is this that this happens before a renewal application is made. |
· Rawene Mangrove Walkway |
· |
· • |
· • |
· • |
· |
· Jun 2019 |
· Staff quickly responded to a request from the community to renew a consent for a Council asset which was previously issues to the community. The application was submitted to NRC at the end of June and has been accepted. |
· Ahipara Seawalls and Erosion Protection Renewal |
· · |
· • |
· • |
· • |
· |
· Aug 2019 |
· Staff are working alongside external experts to renew resource consents for three seawalls. The seawalls protect roading and district facilities assets. |
· Motutangi Drainage District Concession application |
· |
· • |
· • |
· • |
· |
· TBA |
· Draft decision and conditions of concession received from the Department of Conservation (DOC). Stormwater operations staff consulting with DOC on conditions. |
· Maromaku Tennis Court Refurbishment |
· |
· • |
· • |
· • |
· • |
· May 2019 |
· Consent issued. |
· Activity |
· Asset Group |
· Status |
· Completion / Consent Expiry |
· Comment |
|||
· Concept |
· Making the Application |
· Managing the Application |
· Handover |
||||
· Consent Applications/Authorisations (cont.) |
|||||||
· Waitangi - Tourism Infrastructure Fund (TIF) Public Toilets |
· |
· • |
· |
· |
· |
· Oct 2019 |
· Preliminary planning assessment completed. Preparation and lodgement of land use consent is subject to confirmation of the toilet location by project manager. An archaeological assessment is required and underway. |
· Haruru Falls - Tourism Infrastructure Fund (TIF) Public Toilets |
· |
· • |
· |
· |
· |
· Aug 2019 |
· Toilet location confirmed. No land use consent required. An archaeological assessment is required and underway. |
· Opononi - Tourism Infrastructure Fund (TIF) Public Toilets |
· |
· • |
· |
· |
· |
· Aug 2019 |
· Toilet location confirmed. Requirement for land use consent to be confirmed. |
· Mitimiti - Tourism Infrastructure Fund (TIF) Public Toilets |
· |
· • |
· |
· |
· |
· Aug 2019 |
· Site plan and design drawings prepared. Land use consent is required and underway. |
· Te Haumi Underpass and Footbridge Renewal |
· |
· • |
· • |
· |
· |
· Dec 2019 |
· Consent expires 29 February 2020. |
· Awanui River Stormwater · Outlet Structure Renewal |
· |
· • |
· • |
· |
· |
· Dec 2019 |
· Consent expires 31 May 2020. |
· Kaeo Public Toilets water supply |
· |
· • |
· |
· |
· |
· Dec 2019 |
· District Facilities staff have indicated that a new water source for the Kaeo Public toilets may be necessary. |
· Kawakawa WTP water take and backwash discharge |
· |
· • |
· • |
· • |
· |
· Aug 2019 |
· Draft conditions received. Land over which back wash is discharged has changed ownership and written approval from new owners required by NRC. |
· Broadwood Road Realignment · |
· |
· • |
· • |
· |
· |
· TBC |
· Regional consent required for the works. Suspended due to redesign. · |
Ordinary Council Meeting Agenda |
29 August 2019 |
13.1 Elected Member Report - Road Controlling Authorities Forum 2 August 2019
File Number: A2609439
Author: Kim Hammond, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Governance Support
Purpose of the Report
An Elected Member’s attendance at a conference, course, seminar or training event is subject to the provision of the Elected Members Allowances and Reimbursement Policy. This policy requires the Elected Member to provide a report to Council after attending an event in order to provide transparency to the public that ratepayer funds are being used effectively.
Executive Summary
· Councillor Ann Court and Collin (Toss) Kitchen attended a meeting of the Road Controlling Authorities Forum held in Wellington on 2 August 2019 as part of our function as a Road Controlling Authority.
That Council note the report entitled “Elected Member Report - Road Controlling Authorities Forum dated 10 August 2019” |
1) Background
The Elected Members Allowances and Reimbursement Policy sets out the provisions which apply to an Elected Member’s attendance at a conference, course, seminar or training event.
The policy provides that each Elected Member may attend on conference or professional development event per representative body to which they are elected or appointed per annum.
The conference, course, seminar or training event must contribute to the Councillor’s ability to carry out Council business and be approved by His Worship the Mayor and Chief Executive Officer, or the Council, depending on the request.
Following attendance a report must be written by the Elected Member to the next meeting of Council.
2) Discussion and Options
The Elected Members report attached report discusses information from the Forum.
Reason for the recommendation
To provide information to the Council on the consequential travel expenses, feedback on what elected members have learned and the value to the organisation from attendance at the conference that is the subject of this report. The aim is to provide transparency and confidence to the public that ratepayer funds are being used effectively.
3) Financial Implications and Budgetary Provision
There are no financial implications or budgetary provision required as a result of this report.
Some costs are still yet to be invoiced but the total cost to ratepayers is approximately $2,400.
1. Councillor Court and Kitchen Report - Road Controlling Authorities Forum 10 August 2019 - A2609354 ⇩
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 an information only report. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
The recommendation is consistent with the Elected Members Allowances and Reimbursement 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 is an information only 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. |
This is an information only report. |
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 (for example, youth, the aged and those with disabilities). |
This is an information only report. |
State the financial implications and where budgetary provisions have been made to support this decision. |
There are no financial implications or the need for budgetary provisions. |
Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report. |
29 August 2019 |
RESOLUTION TO EXCLUDE THE PUBLIC