AGENDA
Motutangi Drainage Area Committee Meeting
Monday, 2 September 2019
Time: |
3:00 pm |
Location: |
Kauri Room Far North Reap 33 Puckey Ave Kaitaia |
Membership:
Chairperson Bob Campbell
Member Paul Harvey
Member Bede Shereen
Member Jeremy White
Member Lawrie Atkinson
Motutangi Drainage Area Committee Meeting Agenda |
2 September 2019 |
Motutangi Drainage Area Committee Meeting Agenda |
2 September 2019 |
Motutangi Drainage Area Committee Meeting
will be held in the Kauri Room, Far North Reap, 33 Puckey Ave, Kaitaia on:
Monday 2 September 2019 at 3:00 pm
Order Of Business
1 Apologies and Declarations of Interest
3 Confirmation of Previous Minutes
3.1 Confirmation of Previous Minutes
4.1 Motutangi Drainage Area 18/19 Expenditure
4.2 Motutangi Drainage Area 19/20 Programme
4.3 Motutangi Drainage Area 20/21 Programme
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Committee 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.
There were no speakers
scheduled at the time of the agenda going to print.
2 September 2019 |
3 Confirmation of Previous Minutes
3.1 Confirmation of Previous Minutes
File Number: A2623539
Author: Melissa Wood, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Governance Support
Purpose of the Report
The minutes of the previous Motutangi Drainage Area Committee meeting are attached to allow the Committee to confirm that the minutes are a true and correct record.
That the Motutangi Drainage Area Committee confirm that the minutes of the meeting of the Motutangi Drainage Area Committee held 18 March 2019 are a true and correct record. |
1) Background
Local Government Act 2002 Schedule 7 Section 28 states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.
2) Discussion and Options
The minutes of the meeting are attached.
Far North District Council Standing Orders Section 27.3 states that no discussion shall arise on the substance of the minutes in any succeeding meeting, except as to their correctness.
Reason for the recommendation
The reason for the recommendation is to confirm the minutes are a true and correct record of the previous meeting.
3) Financial Implications and Budgetary Provision
There are no financial implications or the need for budgetary provision as a result of this report.
1. Motutangi Drainage Area Committee unconfirmed minutes 18 March 2019 - A2405788 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
Not applicable |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Not applicable |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
Not applicable |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
None |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences. |
Not applicable |
State the financial implications and where budgetary provisions have been made to support this decision. |
There are no financial implications or the need for budgetary provision arising from this report. |
Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report. |
Motutangi Drainage Area Committee Meeting Agenda |
2 September 2019 |
MINUTES OF Far North District Council
Motutangi Drainage Area
Committee Meeting
HELD AT THE Board
Room, Te Ahu , Cnr State Highway 1 and Mathews, Avenue, Kaitaia
ON Monday, 18 March
2019 AT 3.00
pm - 4.30 pm
PRESENT: Chairperson Bob Campbell, Member Lawrie Atkinson, Member Paul Harvey, Member Bede Shereen, Member Jeremy White
IN ATTENDANCE: Croydon Thompson
STAFF PRESENT: Steve Little (Team Leader – 3 Waters Operations), Steven Smith (Sormwater Engineer), Troy Smith (Graduate Engineer – 3 Waters), Kim Hammond (Meetings Administrator)
1 Apologies and Declarations of Interest
Nil
2 Speakers
3 Confirmation of Previous Minutes
3.1 Confirmation of Previous Minutes Agenda item 3.1 document number A2384093, pages 6 - 7 refers |
Committee Resolution 2019/1 Moved: Member Lawrie Atkinson Seconded: Member Paul Harvey That the Motutangi Drainage Area Committee that the minutes of the meeting of the Motutangi Drainage Area Committee held 10 September 2018 are a true and correct record. Carried |
4 Reports
4.1 Motutangi Drainage Area 18/19 Programme Update Agenda item 4.1 document number A2371452, pages 10 - 15 refers |
Committee Resolution 2019/2 Moved: Member Jeremy White Seconded: Member Paul Harvey That the Motutangi Drainage Area Committee: a) Note and review the 2018/19 work programme. b) Recommend the reviewed 2018/19 work programme to the Te Hiku Community Board for approval. Amendment Bede Shereen Jeremy White c) agrees to discuss the letter received from Croydon Thompson to be dealt as a separate issue at the end of the meeting. Carried |
4.2 Motutangi Drainage Area 19/20 Programme Agenda item 4.2 document number A2372278, pages 20 - 23 refers |
Committee Resolution 2019/3 Moved: Member Paul Harvey Seconded: Member Bede Shereen That the Motutangi Drainage Area Committee: a) Recommend the reviewed 2019/20 work programme to the Te Hiku Community Board for approval. Carried |
4.3 Motutangi Drainage Area 20/21 Programme Agenda item 4.3 document number A2372306, pages 24 - 27 refers |
Committee Resolution 2019/4 Moved: Member Paul Harvey Seconded: Member Jeremy White That the Motutangi Drainage Area Committee: a) Recommend the reviewed 2020/21 work programme to the Te Hiku Community Board for approval. Carried |
5 Letter received from Croydom Thompson |
Committee Resolution 2019/5 Moved: Chairperson Bob Campbell Seconded: Member Paul Harvey That the Motutangi Drainage Area Committee a) received the letter from Croydon Thompson dated 28 Novmber 2018 and have discussed and addressed two of the issues – legal issues and consultation with Maori – including Ngati Kuri. b) notes that staff provided information at the meeting in regards to issuing of purchase order, work directions and final authorisation of payments. c) notes that the Committee supports the staff with the work they undertake and their knowledge around drainage in the Motutangi Drainage Area d) reject the information in the letter received as being inaqurateCarried |
5 Meeting Close
The meeting closed at 3.41 pm.
The minutes of this meeting will be confirmed at the Motutangi Drainage Area Committee Meeting held on 2 September 2019.
...................................................
CHAIRPERSON
2 September 2019 |
4.1 Motutangi Drainage Area 18/19 Expenditure
File Number: A2598600
Author: Troy Smith, Assistant Engineer
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Purpose of the Report
To provide the Motutangi Drainage Area Committee with expenditure details and the closing balance for the 2018/19 financial year.
Executive Summary
Over the 2018/19 financial year, the Far North District Council completed a selection of drainage area works. The work which included spraying, cleaning and access improvements of/for the drains, came to a total expense of $42,181. This is over what was initially budgeted / approved in the previous committee meetings due to a greater need for machine cleaning than anticipated when the budget was set.
That Motutangi Drainage Area Committee recommends the Te Hiku Community Board note the following financial summary for the past financial year 2018/19:
|
1) Background
The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.
Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.
The works programme for the 2018/19 financial year was discussed at the previous Motutangi Drainage Area Committee Meeting on 18 March 2019. Through various conversations and onsite meetings with the spraying contractors, members of the public and Committee members, the list of required works had been put together.
2) Discussion and Options
Across both the Motutangi Area, there are several points which had work completed. This section further explains the work completed, and any uncompleted work that has been transferred into the current financial years programme.
2.1 Work programme summary 18/19
The past work programme from Financial Year 2018/19 is included below. This has been divided into completed and uncompleted work. There is also a column showing the amount budgeted through previous meetings.
Unbudgeted work was also completed upon instruction from committee members (given it was authorised by 2 unaffected members and identified as urgent). Several of the unbudgeted works were authorised by the committee during the most recent meeting in March.
The uncompleted works were delayed for a variety of reasons, most commonly wet ground conditions or over commitments in other areas.
Motutangi |
Budgeted |
Expended |
Completed Work: |
|
|
Spraying of Motutangi Stream, 10th to 13th September (primarily focused on spraying the West/far side) |
$1,300 |
$1,300 |
Spraying of the Main Outfall drain through the Harvey property and to the DOC boundary, 10th to 13th September |
$1,000 |
$550 |
Spraying of drains during late spring / early summer |
$7,096 |
$6,034 |
Machine cleaning spring |
$4,500 |
$6,929 |
Machine cleaning autumn (Long reach digger) |
$3,000 |
$15,925 |
Cleaning the inaccessible portion of the Aspin drain (500m) |
$3,000 |
$2,697 |
Access track maintenance (Mulching as directed) |
$2,000 |
$6,741 |
Install a culvert, access track, gate and strainers at the Harvey/Harrington boundary on the Aspin Drain |
$2,500 |
$1,121 |
Install a gate and strainers at the Bryan/Blucher boundary on the Bryan Drain |
$500 |
$884 |
Total |
$24,896 |
$42,181 |
Remaining Work & Allowances: |
|
|
Spraying of drains during autumn (Awaiting invoice) |
|
$5,748 |
Install a culvert, access track, gate and strainers at the Harvey/Bryan boundary on the Beazley Drain |
$2,500 |
|
A culverted access track is required at Bede’s property on the Selwyn Drain |
$3,000 |
|
Department of Conservation Concession Agreement Fee (one off fee) |
$1,540 |
|
20% share of a drone for drain surveillance (Approved in Sept Meeting) |
$664 |
|
Total |
$7,704 |
$5,748 |
2.2 Current projects within the work programme
Aspin Drain access crossing at the Harvey/Harrington boundary
This will enable better access for maintenance of the Aspin Drain. This crossing will require a gate, strainer posts and culvert to be installed. An allowance of $2,500 was programmed but both culverts have been purchased at a cost of $1,121. The culverts will then be installed by the property owner.
Bryan Drain access crossing at the Bryan/Blucher boundary
This crossing will enable better access for maintenance of the Bryan Drain. This crossing will require a gate, strainer posts and culvert to be installed. An allowance of $500 was programmed but both culverts have been purchased at a cost of $884. The culverts will now be installed by the property owner.
2.3 General maintenance within the work programme
Spraying
Spraying of the Motutangi drains were completed over October and November at a cost of $7,884. It was then advised that the second spray of the drains as required would be beneficial during Autumn. Although awaiting confirmation, we believe this work has been completed. We expect the value of the work to be in the vicinity of $5,748.
Machine cleaning
The Motutangi stream outlet was cleaned in September with a medium reach digger from the drain intersection and downstream as required. This came to a cost of $6,929 which is consistent with last year’s cost of $6,998. After cleaning with a medium reach digger, the remainder of the channel was sprayed.
While the clean was successful, the long and hot summer this year has led to significant weed growth in the Motutangi Stream. A second clean was required and this time completed with a long reach digger as part of a 2 or 3 yearly cycle. This second clean with the long reach digger came to a total cost of $15,925, which also includes widening a portion of the access track.
The Aspin Drain has also been cleaned during the summer as the digger was able to gain access due to the dry season. The Aspin Drain cleaning cost $2,697.
Accessibility issues & maintenance
Exploratory mulching at the end of the Motutangi Stream access track was completed with a cost of $6,741.
Reason for the recommendation
To ensure that the Motutangi Drainage Area Committee are notified of the expenditure and closing balance for the year.
3) Financial Implications and Budgetary Provision
A summary of the past 2018/19 financial year is as follows:
Motutangi |
Budget |
2017-18 Residual funds (reserve funds available) |
$43,711 |
2018 Opening Balance (rated income) |
$46,008 |
2018-19 Expenditure to date |
$42,181 |
2018-19 Closing Reserve Balance |
$47,538 |
Nil
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
A low to medium significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019). |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
This report seeks a recommendation from the Committee to the Te Hiku Community Board. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences. |
The purpose of the Committee is to liaise with persons likely to be affected. |
State the financial implications and where budgetary provisions have been made to support this decision. |
Financial implications are to be considered by the committee and budgetary provision is made. |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report |
2 September 2019 |
4.2 Motutangi Drainage Area 19/20 Programme
File Number: A2598609
Author: Troy Smith, Assistant Engineer
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Purpose of the Report
To provide the Motutangi Drainage Area Committee with an outline of the proposed works and costs for the 2019/20 financial year.
Executive Summary
Over the 2019/20 financial year, the Far North District Council proposes to complete a selection of drainage area works. The work includes spraying, cleaning and access maintenance of the drains. It is recommended a budget of $77,241 is allocated to cover the required and potential work for Motutangi.
That the Motutangi Drainage Area Committee recommends the Te Hiku Community Board approve the Motutangi Drainage Area 2019/20 work programme. |
1) Background
The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.
Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.
The works programme for the 2019/20 financial year has been estimated from previous costs.
The list of required works is based on the assumption that the work programme for 2018/19 is completed as planned. It is also due to change in line with any additional work agreed upon in the DOC Concession Agreement.
2) Discussion and Options
Across the Motutangi Area, there are several points which require work. The items detailed in the below proposed work programme have been determined by staff based on information from the spraying contactor and other sources. However, the Committee may be aware of other work that is required and today’s meeting provides an opportunity to adjust the work programme.
The 2019/20 work programme has an unusually high proposed expenditure due to several of the work items not being completed last financial year. It is intended that the Motutangi Drainage Area Committee thoroughly reviews the work programme before approving.
2.1 Proposed work programme summary
Work is to be completed before 30 June 2020, with the spraying programme to start during late 2019:
Motutangi |
|
Spraying of the drains during early spring and in the autumn if required |
$13,037 |
Machine cleaning of the Motutangi Stream in late spring |
$8,000 |
Machine cleaning of the Motutangi Stream in autumn |
$4,500 |
Machine cleaning allowance for other drains |
$2,500 |
The Motutangi Stream stockpile relocation programme |
$34,000 |
Install a culvert, access track, gate and strainers at the Harvey/Bryan boundary on the Beazley Drain |
$2,500 |
A culverted access track is required at Bede’s property on the Selwyn Drain |
$3,000 |
Cut to Lands End Drain Track Widening |
$2,000 |
Access track maintenance |
$2,000 |
Northland Regional Council fee |
$500 |
Department of Conservation Concession Agreement Fee (one off fee) |
$1,540 |
20% share of a drone for drain surveillance (Approved in Sept Meeting) |
$664 |
Contingency allowance |
$3,000 |
Total |
$77,241 |
2.2 Proposed projects within the work programme
Motutangi stream stockpile relocation
The Motutangi Stream stockpile relocation area has to be positioned in accordance with the Department of Conservation (DOC) Concession conditions. These are planned to be finalised by the end of the 2019 calendar year.
Additionally, any dumpsites would be identified by DOC before work commences.
An allowance of $34,000 has been included in the proposed work programme.
Beazley Drain access at the Harvey/Bryan boundary
This will enable better access to the Beazley Drain for maintenance. An allowance of $2,500 has been programmed for this work.
Selwyn Drain access on the Bede property
This will enable better access to the Selwyn Drain for maintenance. An allowance of $3,000 has been programmed for this work.
2.3 General maintenance within the work programme
Spraying
Spraying of the Motutangi Area is to be completed during late spring / early summer 2019/20. If additional spraying is required in autumn, this will be funded from a contingency.
If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required otherwise a stronger spray with the approval below may be more practical:
An EPA “Permission for Use of Substances” & Northland Regional Council consent is required specific to the areas to be sprayed, for the correct type of spray. The spray used has to be applied with considerable forethought as it can affect crop growth, for some distance downstream.
Machine cleaning
Over the 2018/19 year, the Motutangi Area has been investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require mechanical removal. Other than cleaning a section of the Motutangi stream, there is no further cleaning scheduled.
In the past, the Motutangi stream has required 2 partial cleans a year. In the 2017/18 FY, both cleans were completed using a medium reach digger as this machine is quicker and therefore cheaper. To assist the effect of using a medium reach digger along the Motutangi Stream, the far bank was sprayed with an extended spray gun during a very low tide. A recent inspection has confirmed that this method provides good value.
In the 2018/19 FY, the spring clean was completed using a medium reach digger and the autumn clean using a long reach digger. This is part of a rotation to clean the far side which had been sprayed until now. It’s proposed that a long reach digger does this every 2 or so years to ensure the weed doesn’t become too established on the far side.
The work programme’s cleaning costs are based on the above method of using a medium reach digger. The total length that requires cleaning will vary depending on the weather conditions and growth.
A machine cleaning allowance of $15,000 has been included in the 2019/20 year.
Accessibility issues & maintenance
Access track maintenance is required along several drains. An allowance of $2,000 has been programmed.
The spraying contractor identified the need for access track widening along the ‘Cut to Lands End’ drain. There is minimal room for the spraying truck to drive through and at points can get quite dangerous. A budget of $2,000 has been programmed for the access track widening in the 19/20 programme. This is to be completed early in the season before spraying is to begin.
In addition to maintenance of the new tracks, the spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009:
i) Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.
ii) Grazing stock which is not excluded from the drainage channel, Clause 5.7.
iii) Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1.
iv) Obstructions to flow within the drainage channel due to excessive vegetation material.
Council staff will analyse this information and make recommendations to the Committee on work which may be required. Staff, or as agreed by the Committee, may also contact the landholders directly where they are in breach of the Bylaw.
A notice was sent in 2017 to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues.
In the Te Hiku Community Board meeting of November 2018, the board motioned that another notice be sent to remind property owners of their obligations. This will be sent out in spring 2019.
2.4 Motutangi Drainage Area management plan / DOC concession agreement
After an initial response from DOC on the 19th of December 2018 along with their further revised concession agreement; there has been little communication between Council and DOC. Council will check with DOC in September to find out if there are any updates or if further information is required.
For a summary of the consultation timeline between FNDC and DOC, please see Attachment 1 – “Motutangi Concession Agreement – DOC Consultation Summary”.
Once the concession management plan is approved by the members, Council and DOC, the next step is to have the complete document reviewed by the Northland Regional Council. This is required under section 27.3 Rules for Drainage and River Control Activities - Discretionary Activities, of the Regional Water and Soil Plan for Northland.
An allowance of $1,540 and $500 for the DOC and NRC fees has been included in the programme for this year.
2.5 Drainage area mapping
Late 2017, Council began using GIS (Geographic Information System) or mapping tools to log the location of the Drainage Area Drains electronically. The aim of this project is to put together a relatively accurate database of the drain width, depth, grade and location. Once gathered, the information will be added as a new layer in the Far North District Council’s online maps which are available to the public.
To date the entire Kaikino Drainage Area has been mapped although it is not yet available online.
The other Drainage Areas, Waiharara, Kaitaia and Motutangi, are planned for mapping when we have the available staff.
2.6 Drainage Area Requests for Service (RFS) Summary
In the last 6 months, there have been no new Request’s for Service received regarding the Motutangi Drainage Area.
Reason for the recommendation
To confirm the expected works and their associated costs. With the work programme to be completed by 30 June 2020.
3) Financial Implications and Budgetary Provision
A summary of the expected 2019/20 financial year is as follows:
Motutangi |
Budget |
2018-19 Residual funds (reserve funds available) |
$47,538 |
2019 Opening Balance (rated income) |
$34,000 |
2019-20 Proposed Expenditure |
$77,241 |
2019-20 Closing Reserve Balance |
$4,297 |
1. Attachment 1: Motutangi Concession Agreement - DOC Consultation Summary - A2602366 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
A low to medium significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019). |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
This report seeks a recommendation from the Committee to the Te Hiku Community Board. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences. |
The purpose of the Committee is to liaise with persons likely to be affected. |
State the financial implications and where budgetary provisions have been made to support this decision. |
Financial implications are to be considered by the committee and budgetary provision is made. |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report. |
Motutangi Drainage Area Committee Meeting Agenda |
2 September 2019 |
08/08/2019
RE: Motutangi Concession Agreement – DOC Consultation Summary
As requested by the chairperson of the Motutangi Drainage Area Committee, please find tabled below the most recent emails sent from Council to the Department of Conservation (DOC).
Sender |
Date |
Contents |
FNDC |
06/04/2018 |
Sending our latest amendments to DOC for comment |
FNDC |
20/07/2018 |
Request for DOC to provide an update on progress |
FNDC |
17/08/2018 |
Request for DOC to provide an update on progress |
DOC |
17/08/2018 |
Response advising an update will be given on the 22/08/2018 |
FNDC |
28/09/2018 |
Request for DOC to provide an update on progress |
FNDC |
09/10/2018 |
Request for DOC to provide an update on progress |
FNDC |
24/10/2018 |
Request for DOC to provide an update on progress |
FNDC |
16/11/2018 |
Request for DOC to provide an update on progress |
DOC |
16/11/2018 |
Response advising of a final response by 23/11/2018 |
DOC |
19/12/2018 |
Revised concession document received for us to consider |
FNDC |
01/02/2019 |
Request for meeting to discuss further changes |
FNDC |
07/02/2019 |
Request for a response |
FNDC |
19/02/2019 |
Transferred to DOC Hamilton – Sent revised document for their review |
FNDC |
08/03/2019 |
Request for a response |
Upon receiving DOC’s comments and revisions on the 19th of December 2018, FNDC staff would like to make further changes and discuss these with DOC directly as opposed to sending another revision back for assessment.
In February it appeared DOC Hamilton had been asked to take over the assessment but after a phone call several months ago, it appears this has been handed back to Kaitaia. We are currently awaiting feedback however to my understanding haven’t been in contact for several months.
If you require any further information please do not hesitate to contact Council on 09 401 5200 or free-phone 0800 920 029.
Yours sincerely
Troy Smith
Graduate Engineer – 3 Waters
Troy.smith@fndc.govt.nz
2 September 2019 |
4.3 Motutangi Drainage Area 20/21 Programme
File Number: A2598613
Author: Troy Smith, Assistant Engineer
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Purpose of the Report
To advise and seek feedback from the Motutangi Drainage Area Committee on the proposed works and costs for the 2020/21 financial year.
Executive Summary
Over the 2020/21 financial year, the Far North District Council wishes to complete a selection of drainage area works. The work includes spraying, cleaning and access maintenance of the drains. Currently there is a proposed budget of $33,037 to cover the required and potential work for Motutangi. The work programme and associated budget is up for discussion.
That the Motutangi Drainage Area Committee recommend the report “Motutangi Drainage Area 20/21 Programme” be referred to the Te Hiku Community Board for information.
|
1) Background
The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.
Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.
The works programme for the 2020/21 financial year has been estimated from previous costs.
The list of required works is based on the assumption that the work programme for 2019/20 is completed as planned. It is also due to change in line with any additional work agreed upon in the DOC Concession Agreement.
2) Discussion and Options
Within the Motutangi Area, there are several areas which require work. The items detailed in the below work programmes have been determined by staff based on information from the spraying contactor and other sources. However, the Committee may be aware of other work that is required and today’s meeting provides an opportunity to adjust the work programme.
Further review of the programme must be done during the following Drainage Area Committee Meeting held in March 2020 and over the next financial year. This is due to the highly estimated nature of the work programme.
2.1 Proposed work programme summary
Work is to be completed before 30 June 2021, with the spraying programme to start during late 2020:
Motutangi |
|
Spraying of the drains during early spring and in the autumn if required |
$13,037 |
Machine cleaning of the Motutangi Stream in late spring |
$8,000 |
Machine cleaning of the Motutangi Stream in autumn |
$4,500 |
Machine cleaning allowance for other drains |
$2,500 |
Access track maintenance |
$2,000 |
Contingency allowance |
$3,000 |
Total |
$33,037 |
2.2 General maintenance within the work programme
Spraying
Spraying of the Motutangi Area is to be completed during late spring / early summer 2020/21. Any additional spraying will be included as a contingency.
If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required otherwise a stronger spray with the approval below may be more practical:
An EPA “Permission for Use of Substances” & Northland Regional Council consent is required specific to the areas to be sprayed, for the correct type of spray. The spray used has to be applied with considerable forethought as it can affect crop growth, for some distance downstream.
Machine cleaning
Over the 2019/20 year, the Motutangi Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which may require mechanical removal. Other than cleaning a section of the Motutangi stream, there is no further cleaning scheduled. Below is a review of what’s been undertaken in the past.
The Motutangi stream has required 2 partial cleans a year. In the 2017/18 FY, both cleans were completed using a medium reach digger as this machine is quicker and therefore cheaper. To assist the effect of using a medium reach digger along the Motutangi Stream, the far bank was sprayed with an extended spray gun during a very low tide. A recent inspection has confirmed that this method provides good value.
In the 2018/19 FY, the spring clean was completed using a medium reach digger and the autumn clean using a long reach digger to clean the far side which had been sprayed until now. It’s proposed that a long reach digger does this every 2 or so years to ensure the weed doesn’t become too established on the far side.
The work programme’s cleaning costs are based on this method.
The total length cleaned will vary depending on the weather conditions and growth.
A machine cleaning allowance of $15,000 has been included in the 2020/21 year.
Accessibility issues & maintenance
Access track maintenance is required along several drains, an allowance of $2,000 has been programmed.
In addition to maintenance of the drains, the spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009:
i) Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.
ii) Grazing stock which is not excluded from the drainage channel, Clause 5.7.
iii) Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1.
iv) Obstructions to flow within the drainage channel due to excessive vegetation material.
Council staff will analyse this information and make recommendations to the Committee on work which may be required. Staff, or as agreed by the Committee, may also contact the landholders directly where they are in breach of the Bylaw.
A notice was sent in 2017 to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues.
In the Te Hiku Community Board meeting of November 2018, the board motioned that another notice be sent to remind property owners of their obligations. This will be sent out in spring 2019.
Reason for the recommendation
To discuss the expected works and their associated costs. With the work programme to be completed by 30 June 2021.
3) Financial Implications and Budgetary Provision
A summary of the expected 2020/21 financial year is as follows:
Motutangi |
Budget |
2019-20 Residual funds (reserve funds available) |
$4,297 |
2020 Opening Balance (rated income) |
$34,000 |
2020-21 Proposed Expenditure |
$33,037 |
2020-21 Closing Reserve Balance |
$5,260 |
Nil
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
A low to medium significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019). |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
This report seeks a recommendation from the Committee to the Te Hiku Community Board. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences. |
The purpose of the Committee is to liaise with persons likely to be affected. |
State the financial implications and where budgetary provisions have been made to support this decision. |
Financial implications are to be considered by the committee and budgetary provision is made. |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report |