Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

1 October 2019

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

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

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

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

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

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

Council Delegations to Community Boards - January 2013

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

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated storm water systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12. Recommend new bylaws or amendments to existing bylaws.

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

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

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

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

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

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

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

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

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

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

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

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

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

Terms of Reference

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

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

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

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

4. Have special regard for the views of Maori.

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

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

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

a) Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a. the disposal and purchase of land

b. proposals to acquire or dispose of reserves

c. representation reviews

d. development of new maritime facilities

e. community development plans and structure plans

f. removal and protection of trees

g. local economic development initiatives

h. changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc.)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Adele Gardner	N/A - FNDC Honorarium
	The Far North 20/20, ICT Trust	Trustee
	Te Ahu Charitable Trust	Trustee
	ST Johns Kaitaia Branch	Trustee/ Committee Member
	I know many FNDC staff members as I was an FNDC staff member from 1994-2008.
Partner of Adele Gardner	N/A as Retired
Bronwyn Hunt	CBEC		Director	Stand aside from any discussion held
	Independent Hearings Commissioner			Continue to be available as a commissioner with the exception of any within the Te Hiku area.
	Te Rarawa Anga Mua	Senior member of TRAM and technical advisor to PSGE for Te Runanga o Te Rarawa		Remove oneself from discussion and any decision making
	Principle Advisor Policy, Strategy and Service Delivery	Te Hiku Beach Governance Board		Continue to provide technical advice to the board, no decision making authority with respect to the board
	Reconnecting Northland (Chair)
	Te Ahu Charitable Trust (member)		Council is a tenant of the Te Ahu Facility
	R Tucker Thompson Sail Training Trust		Trust leases a building and mooring currently operated by Far North Holdings	Abide by the trust document, remove oneself from discussion and any decision making.
	Far North Regional Museum Trust (chair)		Museum located and operated by FNDC, Advisory and responsibility of trust is with the collections.	Abide by the MOU (May 2017)
	Was employed between 1995-2010 as a senior manager within Council. There are staff who are still with FNDC that once reported to me. Don’t think there’s a conflict but would like it noted.
Awhina Murupaenga	No form received
Melanie Dalziel	No form received
Nuu Ward	No form received
Lawrie Atkinson	No form received
Felicity Foy	Director - Northland Planning & Development	I am the director of a planning and development consultancy that is based in the Far North and have two employees. 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, and 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.
	Previous employment at FNDC 2007-16	I consider the staff members at FNDC to be my friends
Partner Felicity Foy	Employed by Justaplumber Taipa
Partner Felicity Foy	Friends with some FNDC employees

Te Hiku Community Board Meeting Agenda

1 October 2019

MINUTES OF Far North District Council
Te Hiku Community Board Meeting
HELD AT THE Te Ahu, Cnr South Road & Matthews Ave, Kaitaia, Kaikohe
ON Tuesday, 20 August 2019 AT 10:00 AM

PRESENT: Member Lawrie Atkinson, Member Bronwyn Bauer-Hunt, Member Melanie Dalziel, Member Nuu Ward, Chairperson Adele Gardner, Cr Felicity Foy,

STAFF PRESENT: Melissa Wood - Meeting Administrator, Aya Morris - Community Development Advisor, Jaco Cronje - Project Manager Footpaths and Cycleways, Rob Koops - Property Services.

1 Apology

Apology

Resolution 2019/52

Moved: Chairperson Adele Gardner

Seconded: Member Bronwyn Bauer-Hunt

That the apology received from Member Awhina Murupaenga be accepted and leave of absence granted.

Carried

Member Atkinson declared an interest in agenda item 8.7; Cr Felicity Foy declared an interest in agenda item 7.1.

2 Public Forum

Jo Kiro Chariperson Kaitaia Business Association spoke to the Board regarding agenda item 7.1 and tabled their objections formally to the report recommendation.

3 Speakers

Kim Robinson, Eddie Hokianga, and Megan Griffiths representatives from Learn NZSL with Eddie Trust, spoke to the Board regarding their funding application, agenda item 8.5 refers.

Hari Bans Angell Kaur, representative from Far North Joyfest Group spoke to the Board regarding their funding appication, agenda item 8.8 refers.

4 Deputation

Hone Popata, representative from Omatai Waka Ama Club, spoke to the Board in regard to their request to build a semi-permanent storage facility on an enclosed area of public land close to the Taipa boat ramp.

The meeting adjourned at 11:00 am and resumed at 11:20 am.

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 5.1 document number A2557791, pages 12 - 13 refers

Resolution 2019/53

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Nuu Ward

That the Te Hiku Community Board agrees that the minutes of the meeting of the Te Hiku Community Board held 16 July 2019 be confirmed as a true and correct record.

Carried

6 Infrastructure and Asset Management Group

6.1 Te Hiku Footpaths Programme 2019/20 and 2020/21

Agenda item 6.1 document number A2583975, pages 19 - 23 refers

Resolution 2019/54

Moved: Member Bronwyn Bauer-Hunt

Seconded: Cr Felicity Foy

That

a) the Te Hiku Community Board agrees to the revised 2019/20 footpath programme as follows:

- Kaitaia: North Park Drive to Whangatane Drive

- SH1 Matthews Avenue

- Kaitaia: Dominion Road, should funds allow

b) the Board requests that FNDC increase the budget of the Community Boards footpath allocation to $450,000 per ward in the next Annual/Long Term Plan

c) Council seek 100% funding from NZTA for State Highway shared use footpaths

Carried

7 Strategic Planning and Policy Group

Cr Felicity Foy declared an interest and left the meeting at 11:57 am.

7.1 Review balloting for the continuation of the Kaitaia Business Improvement District programme

Agenda item 7.1 document number A2583635, pages 26 - 30 refers

Resolution 2019/55

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Melanie Dalziel

That the item “Review Balloting for the Continuation of the Kaitaia Business Improvement District Programme” be left to lie on the table until further information is received.

Carried

Attachments tabled at meeting

1 Correspondence from Kaitaia Business Association

At 12:11 pm, Cr Felicity Foy returned to the meeting.

8 Corporate Services Group

8.1 Lease Houhora Heads Motor Camp

Agenda item 8.1 document number A2567408, pages 38 - 41 refers

Resolution 2019/56

Moved: Chairperson Adele Gardner

Seconded: Member Melanie Dalziel

That the Te Hiku Community Board:

a) recommends to Council that a public consultation process is commenced for a new lease on the Houhora Heads Recreation Reserve being Lot 1 & 2 DP 402482. The proposed lease is to the existing lessee; Houhora Head Motor Camp Limited and the main terms proposed are:

Term: 21 years.

Rent: Commercial rate determined by valuation.

Right of Renewal: One further term of 21 years.

b) is appointed to hear any submissions received in response to the consultation process and to make recommendations to the Council in respect of the granting of the lease.

Carried

8.2 Chairperson and Member Reports

Agenda item 8.2 document number A2560520, pages 43 - 44 refers

Resolution 2019/57

Moved: Chairperson Adele Gardner

Seconded: Member Melanie Dalziel

That the Te Hiku Community Board note the reports from the Chairperson, and Members Ward, and Atkinson, and the verbal report from Cr Foy.

Carried

8.3 Funding Project Reports

Agenda item 8.3 document number A2560532, pages 50 - 51 refers

Resolution 2019/58

Moved: Cr Felicity Foy

Seconded: Chairperson Adele Gardner

That the Te Hiku Community Board notes the following Local Community Grant Project Reports from:

a) Community Business and Environment Centre

b) Far North Palliative and Cancer Care

Carried

8.4 Te Hiku Statement of Community Fund Account as at 30 June 2019

Agenda item 8.4 document number A2577086, pages 62 - 63 refers

Resolution 2019/59

Moved: Member Bronwyn Bauer-Hunt

Seconded: Cr Felicity Foy

That the Te Hiku Community Board receives the report “Te Hiku Statement of Community Fund Account as at 30 June 2019“.

Carried

8.5 Application for Funding - Whatuwhiwhi & Tokerau Ratepayers Association

Agenda item 8.7 document number A2585883, pages 85 - 87 refers

Member Atkinson declared an interest

Resolution 2019/60

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Melanie Dalziel

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $900 (plus GST if applicable) to be paid from the Board’s Community Fund account to Whatuwhiwhi & Tokerau Ratepayers Association towards costs for their 2019 Seniors Christmas Luncheon, to support the following community outcomes:

i) Proud vibrant communities.

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

Member Atkinson abstained from voting

Carried

8.6 Application for Funding - Learn NZSL with Eddie Trust

Agenda item 8.5 document number A2560559, pages 65 - 67 refers

Resolution 2019/61

Moved: Member Bronwyn Bauer-Hunt

Seconded: Member Nuu Ward

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $4,067 (plus GST if applicable) to be paid from the Board’s Community Fund account to Deaf Action NZ Learn NZSL with Eddie Trust, towards their costs of providing New Zealand Sign Language classes in Kaitaia.

i) Proud vibrant communities

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

Carried

8.7 Application for Funding - Mangonui Lions Club

Agenda item 8.6 document number A2578229, pages 75 - 77 refers

Resolution 2019/62

Moved: Chairperson Adele Gardner

Seconded: Member Nuu Ward

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $276 (plus GST if applicable) to be paid from the Board’s Community Fund account to Mangonui Lions Club for their 2019 Fun Run and Walk event for the following community outcomes:

i) Proud vibrant communities

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

Carried

8.8 Item left to lie on the Table - Application for Funding - Far North Joyfest Group

Agenda item 8.8 document number A2570110, pages 95 - 97 refers

Resolution 2019/63

Moved: Chairperson Adele Gardner

Seconded: Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board:

a) agree to uplift the item left to lie on the table “Application for Funding - Far North Joyfest Group”.

b) in considering the provisions of the Community Grant Policy authorise the sum of $3,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Far North Joyfest Group for costs toward their 2019 Joyfest event to support the following community outcomes.

i) Proud vibrant communities

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

Carried

At 1:20 pm, Cr Felicity Foy left the meeting.

9 Information Reports

9.1 Community and Customer Services Report 1 January - 30 June 2019

Agenda item 9.1 document number A2570226, pages 107 - 117 refers

Resolution 2019/64

Moved: Member Melanie Dalziel

Seconded: Member Bronwyn Bauer-Hunt

That the Te Hiku Community Board receive the report Community and Customer Services Report 1 January - 30 June 2019.

Carried

10 Meeting Close

The Meeting closed at 1:23 pm.

The minutes of this meeting were confirmed at the Te Hiku Community Board Meeting held on 1 October 2019.

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

CHAIRPERSON

Te Hiku Community Board Meeting Agenda

1 October 2019

6 Infrastructure and Asset Management Group

6.1 Kaitaia Drainage Area 18/19 Expenditure

File Number: A2647704

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide the Te Hiku Community Board with 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 status reporting of the drains, came to a total expense of $63,504. This is under what was initially budgeted / approved in the previous committee meetings.

The Kaitaia Drainage Area Committee considered this report at their meeting on 2 September 2019 and made the following recommendation to the Board.

Recommendation

That the Te Hiku Community Board note the following financial summary for the past financial year 2018/19:

Kaitaia	Budget
2017-18 Residual funds (reserve funds available)	$41,676
2018 Opening Balance (rated income)	$71,393
2018-19 Expenditure	$63,504
Historic Correction (subtracted from expenditure)	$250
2018-19 Closing Reserve Balance	$49,815

1) Background

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

In recent times, the Kaitaia Drainage Area Committee was formally re-established at the 22 February 2016 meeting of the Te Hiku Community Board as part of Council’s formal process and procedures.

The works programme for the 2018/19 financial year was discussed at the previous Kaitaia 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 the Kaitaia Drainage 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.

*Kaitaia*	*Budgeted*	*Expended*
*Completed Work:*
*Spraying of the Kaitaia drains*	*$53,531*	*$54,743*
*Residual payment from Hoddles Drain cleaning*	*$13,000*	*$210*
*Cleaning of the Awanui Drain*	*$13,000*	*$4,048*
*Access Track Reinstatement for Church Gulley Drain*	*$3,000*	*$4,503*
*Total*	*$69,531*	*$63,504*
*Remaining Work & Allowances:*
*Status report on the drains (Awaiting invoice)*	*$1,200*	*$1,200*
*Machine Cleaning Contingency*	*$8,742*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*Total*	*$10,606*	*$1,200*

2.2 General maintenance within the work programme

Spraying

Spraying of the Kaitaia drains were completed during January and February 2019. The spraying expenditure for the year is $54,743.

As part of the Kaitaia Drain Status Report 2019, the spraying contractor has identified several drains which require further spraying or machine cleaning. These drains are noted in the 19/20 Programme.

Machine cleaning

In the Kaitaia Drainage Area there has been a relatively small amount of machine cleaning. For the year, the following drain has been cleaned:

· Awanui Drain – Cleaning of the section on the Jurlina property which receives water from the state highway and neighbouring farms. This has gradually silted up over the last 15 years. Total cost: $4,048

Accessibility issues & maintenance

For the year, there was one significant access issue which required work:

· Church Gulley Drain – Very wet, rough and overgrown track at some points, including the entranceway. Near the recycling centre it is also full of rubbish. The access was reinstated at a cost of $4,503.

Reason for the recommendation

To ensure that the Kaitaia Drainage Area Committee are notified of the expenditure and closing balance for the year.

3) Financial Implications and Budgetary Provision

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

Kaitaia	Budget
2017-18 Residual funds (reserve funds available)	$41,676
2018 Opening Balance (rated income)	$71,393
2018-19 Expenditure	$63,504
Historic Correction	-$250
2018-19 Closing Reserve Balance	$49,815

Attachments

Nil

Compliance schedule:

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

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. 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 and Te Rarawa Iwi are in the local area affected by the Kaitaia Drainage Area. It is intended that they have an opportunity to review the Drainage Area Management Plan currently in draft form.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

1 October 2019

6.2 Kaitaia Drainage Area 20/21 Programme

File Number: A2647960

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 Te Hiku Community Board 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 and cleaning of the drains. Currently there is a proposed budget of $74,027 to cover the required and potential work for Kaitaia. The work programme and associated budget is up for discussion.

The Kaitaia Drainage Committee considered this report at their meeting on 2 September 2019 and made the following recommendation to the Board.

Recommendation

That the Te Hiku Community Board:

a) approve the Kaitaia Drainage Area Work Programme 2020/2021.

b) request staff check the additional maps and amend the 2020/2021 Work Programme accordingly.

c) increase the general contingency from $3,000 to $5,000 to include drains that have been left off the 2020/2021 work programme.

1) Background

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

In recent times, the Kaitaia Drainage Area Committee was formally re-established at the 22 February 2016 meeting of the Te Hiku Community Board as part of Council’s formal process and procedures.

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.

2) Discussion and Options

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

Further review of the programme must be done during the following Drainage Area Committee Meeting held in 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:

*Kaitaia*
*Spraying of the Kaitaia drains (breakdown in section 2.2)*	*$54,827*
*Status report on the drains*	*$1,200*
*Machine cleaning contingency*	*$13,000*
*General contingency*	*$5,000*
*Total*	*$74,027*

2.2 General maintenance within the work programme

Spraying

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

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

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

Waipapakauri Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Waipapakauri Outfall	4,800 m	4,800 m	$2,400.00
Paparore Bank Drain	4,000 m	4,000 m	$2,000.00
Waipapakauri Bank	1,710 m	1,710 m	$855.00
Thodes	684 m	684 m	$342.00
Brattons Drain (Upon Request)	282 m	0 m	$0.00
Evans Drain (Upon Request)	443 m	0 m	$0.00
Yates	945 m	945 m	$472.50
Sandhills	7,502 m	6,456 m	$3,228.00
Wests	820 m	820 m	$410.00
Birds Boundary	1,521 m	1,521 m	$760.50
Abbots (Upon Request)	422 m	0 m	$0.00
Government Drain	3,012 m	3,012 m	$1,506.00
Waimanone - Walkers	4,221 m	3,701 m	$1,850.50
Spains Drain (Upon Request)	1,620 m	0 m	$0.00
Spains Road Drain	2,170 m	1,580 m	$790.00
Totals	33,112 m	29,229 m	$14,614.50

Lower Awanui Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Prices Bank (Unahi)	2,615 m	2,615 m	$1,307.50
McMillans - Tupes	6,840 m	6,840 m	$3,420.00
Factory Bend - Michies	6,035 m	6,035 m	$3,017.50
Flemings (Upon Request)	764 m	0 m	$0.00
Kumi Road	1,006 m	1,006 m	$503.00
H Subritzkys	1,127 m	1,127 m	$563.50
Awanui (Part Urban Stormwater)	2,313 m	2,313 m	$1,156.50
Gills	1,489 m	2,008 m	$1,004.00
Sankeys No. 1 (Upon Request)	201 m	0 m	$0.00
Sankeys No. 2 (Upon Request)	362 m	0 m	$0.00
Totals	22,752 m	21,944 m	$10,972.00

Puckeys Outfall Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Puckeys Outfall	484 m	484 m	$242.00
J Subritzkys Drain (Upon Request)	402 m	0 m	$0.00
Foleys	450 m	450 m	$225.00
Lisle	1,710 m	1,710 m	$855.00
Wireless	1,800 m	1,800 m	$900.00
Bells Road	2,012 m	2,012 m	$1006.00
Totals	6,858 m	6,456 m	$3,228.00

Pukepoto Outfall Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Pukepoto Outfall	5,828 m	5,600 m	$2,800.00
Brass (Upon Request)	1,388 m	0 m	$0.00
W Masters C	1,207 m	1,207 m	$603.50
W Masters E	1,300 m	1,300 m	$650.00
Campbells	684 m	684 m	$342.00
L Masters W	1,046 m	1,064 m	$532.00
L Masters C	1,400 m	1,207 m	$603.50
School	1,509 m	1,509 m	$754.50
Reynolds (West Bank)	2,213 m	2,213 m	$1,106.50
Maori	2,012 m	2,012 m	$1,006.00
Pukepoto Creek	805 m	805 m	$402.50
Houstons (West Bank)	2,213 m	1,200 m	$600.00
Parkers	1,813 m	1,813 m	$906.50
Reids West	2,615 m	2,615 m	$557.50
Totals	26,033 m	23,229 m	$11,614.50

Whangatane Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Pairatahi Bank	2,716 m	2,716 m	$1,358.00
Maimaru	1,127 m	1,127 m	$563.50
Johnsons (Upon Request)	150 m	0 m	$0.00
Kareponia (Upon Request)	402 m	0 m	$0.00
Birds (Upon Request)	504 m	0 m	$0.00
Oinu Stream	1,650 m	1,650 m	$825.00
Texifros	785 m	785 m	$392.50
Totals	7,334 m	6,278 m	$3,139.00

Kaitaia Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Lewis Junction - Boundary	443 m	443 m	$221.50
Lewis Junction - Road	322 m	322 m	$161.00
Church Gully	2,865 m	2,467 m	$1,233.50
Mathews Outfall (First 1,000 m is urban)	4,425 m	4,425 m	$2,212.50
Wilds	503 m	0 m	$0.00
Hanlons	322 m	322 m	$161.00
Totals	8,880 m	7,979 m	$3,989.50

Tangonge Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Reids East	3,017 m	3,017 m	$1,508.50
Hoddles	1,667 m	1,667 m	$833.50
Millers	2,615 m	0 m	$1,307.50
McKenzies	634 m	634 m	$317.00
Sharps	402 m	402 m	$201.00
Lewis & Crown Land	1,851 m	1,851 m	$925.50
Totals	10,186 m	7,571 m	$5,093.00

Wairoa Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Berghans	1,005 m	1,005 m	$502.50
Wairoa Stream	3,058 m	2,543 m	$1,271.50
Blairs	805 m	805 m	$402.50
Totals	4,668 m	4,353 m	$2,176.50

Machine cleaning

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

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

Accessibility issues & maintenance

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

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

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

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

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

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:

Kaitaia	Budget
2019-20 Residual funds (reserve funds available)	$45,124
2020 Opening Balance (rated income)	$70,000
2020-21 Proposed Expenditure	$74,027
2020-21 Closing Reserve Balance	$41,097

Attachments

Nil

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. 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 is to advise the Te Hiku Community Board of progress on planning for the Kaitaia Drainage Area in 2020/21..
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 and Te Rarawa Iwi are in the local area affected by the Kaitaia Drainage Area. It is intended that they have an opportunity to review the drainage area management plan currently in draft form.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

1 October 2019

6.3 Kaitaia Drainage Area 19/20 Programme

File Number: A2647966

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide the Te Hiku Community Board with an outline of the proposed works and costs for the 2019/20 financial year.

Executive Summary

Over the 2019/20 financial year, the Far North District Council wishes to complete a selection of drainage area works. The work includes spraying and cleaning of the drains. It is recommended a budget of $74,691 is allocated to cover the required and potential work for Kaitaia.

The Kaitaia Drainage Committee considered this report at their meeting on 2 September 2019 and made the following recommendation to the Te Hiku Community Board.

Recommendation

That the Te Hiku Community Board:

a) approve the Kaitaia Drainage Area Work Programme 2019/2020.

b) request staff check the additional maps and amend the 2019/2020 Work Programme accordingly.

c) increase the general contingency from $3,000 to $5,000 to include drains that have been left off the 2019/2020 work programme.

1) Background

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

In recent times, the Kaitaia Drainage Area Committee was formally re-established at the 22 February 2016 meeting of the Te Hiku Community Board as part of Council’s formal process and procedures.

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

2) Discussion and Options

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

2.1 Proposed work programme summary

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

*Kaitaia*
*Spraying of the Kaitaia drains (breakdown in section 2.2)*	*$54,827*
*Status report on the drains*	*$1,200*
*Machine cleaning contingency*	*$13,000*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*General contingency*	*$5,000*
*Total*	*$74,691*

2.2 General maintenance within the work programme

Spraying

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

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

Waipapakauri Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Waipapakauri Outfall	4,800 m	4,800 m	$2,400.00
Paparore Bank Drain	4,000 m	4,000 m	$2,000.00
Waipapakauri Bank	1,710 m	1,710 m	$855.00
Thodes	684 m	684 m	$342.00
Brattons Drain (Upon Request)	282 m	0 m	$0.00
Evans Drain (Upon Request)	443 m	0 m	$0.00
Yates	945 m	945 m	$472.50
Sandhills	7,502 m	6,456 m	$3,228.00
Wests	820 m	820 m	$410.00
Birds Boundary	1,521 m	1,521 m	$760.50
Abbots (Upon Request)	422 m	0 m	$0.00
Government Drain	3,012 m	3,012 m	$1,506.00
Waimanone - Walkers	4,221 m	3,701 m	$1,850.50
Spains Drain (Upon Request)	1,620 m	0 m	$0.00
Spains Road Drain	2,170 m	1,580 m	$790.00
Totals	33,112 m	29,229 m	$14,614.50

Lower Awanui Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Prices Bank (Unahi)	2,615 m	2,615 m	$1,307.50
McMillans - Tupes	6,840 m	6,840 m	$3,420.00
Factory Bend - Michies	6,035 m	6,035 m	$3,017.50
Flemings (Upon Request)	764 m	0 m	$0.00
Kumi Road	1,006 m	1,006 m	$503.00
H Subritzkys	1,127 m	1,127 m	$563.50
Awanui (Part Urban Stormwater)	2,313 m	2,313 m	$1,156.50
Gills	1,489 m	2,008 m	$1,004.00
Sankeys No. 1 (Upon Request)	201 m	0 m	$0.00
Sankeys No. 2 (Upon Request)	362 m	0 m	$0.00
Totals	22,752 m	21,944 m	$10,972.00

Puckeys Outfall Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Puckeys Outfall	484 m	484 m	$242.00
J Subritzkys Drain (Upon Request)	402 m	0 m	$0.00
Foleys	450 m	450 m	$225.00
Lisle	1,710 m	1,710 m	$855.00
Wireless	1,800 m	1,800 m	$900.00
Bells Road	2,012 m	2,012 m	$1006.00
Totals	6,858 m	6,456 m	$3,228.00

Pukepoto Outfall Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Pukepoto Outfall	5,828 m	5,600 m	$2,800.00
Brass (Upon Request)	1,388 m	0 m	$0.00
W Masters C	1,207 m	1,207 m	$603.50
W Masters E	1,300 m	1,300 m	$650.00
Campbells	684 m	684 m	$342.00
L Masters W	1,046 m	1,064 m	$532.00
L Masters C	1,400 m	1,207 m	$603.50
School	1,509 m	1,509 m	$754.50
Reynolds (West Bank)	2,213 m	2,213 m	$1,106.50
Maori	2,012 m	2,012 m	$1,006.00
Pukepoto Creek	805 m	805 m	$402.50
Houstons (West Bank)	2,213 m	1,200 m	$600.00
Parkers	1,813 m	1,813 m	$906.50
Reids West	2,615 m	2,615 m	$557.50
Totals	26,033 m	23,229 m	$11,614.50

Whangatane Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Pairatahi Bank	2,716 m	2,716 m	$1,358.00
Maimaru	1,127 m	1,127 m	$563.50
Johnsons (Upon Request)	150 m	0 m	$0.00
Kareponia (Upon Request)	402 m	0 m	$0.00
Birds (Upon Request)	504 m	0 m	$0.00
Oinu Stream	1,650 m	1,650 m	$825.00
Texifros	785 m	785 m	$392.50
Totals	7,334 m	6,278 m	$3,139.00

Kaitaia Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Lewis Junction - Boundary	443 m	443 m	$221.50
Lewis Junction - Road	322 m	322 m	$161.00
Church Gully	2,865 m	2,467 m	$1,233.50
Mathews Outfall (First 1,000 m is urban)	4,425 m	4,425 m	$2,212.50
Wilds	503 m	0 m	$0.00
Hanlons	322 m	322 m	$161.00
Totals	8,880 m	7,979 m	$3,989.50

Tangonge Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Reids East	3,017 m	3,017 m	$1,508.50
Hoddles	1,667 m	1,667 m	$833.50
Millers	2,615 m	0 m	$1,307.50
McKenzies	634 m	634 m	$317.00
Sharps	402 m	402 m	$201.00
Lewis & Crown Land	1,851 m	1,851 m	$925.50
Totals	10,186 m	7,571 m	$5,093.00

Wairoa Compartment	Drain Length	Sprayed Length 18-19	Estimated Cost @ 50c
Berghans	1,005 m	1,005 m	$502.50
Wairoa Stream	3,058 m	2,543 m	$1,271.50
Blairs	805 m	805 m	$402.50
Totals	4,668 m	4,353 m	$2,176.50

Machine cleaning

Due to the amount of issues identified in the 2019 Drain Status Report, it is recommended that the Committee discuss a potential 2019/20 cleaning programme. Below are the unresolved items from the previous meeting.

· Spains Drain – Thick mats of floating rush. Action from meeting: Joe King to investigate.

· Church Gully Drain – Very thick oxygen weed along the whole drain. Action from meeting: Spray and then determine.

· Houstons Drain – The outlet of the drain is blocked with thick weed. Action from meeting: Clean this 2019-20 year.

· Reids East Drain – Thick weed and silt. Action from meeting: Await further discussions between Mike Masters and Dave Van Bysterbelt.

· Blairs Drain – This is an arising item from the meeting for cleaning in the 2019-20 year.

· Berghans Drains - This is an arising item from the meeting for cleaning in the 2019-20 year.

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

Accessibility issues & maintenance

Due to the amount of issues identified in the 2019 Drain Status Report, it may be prudent for the Committee to discuss an action plan in order to resolve these. Below are the unresolved items from the previous meeting.

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

· Pukepoto Outfall – Drain crossing to be reinstated for access, on Dave Van Bysterbelt’s property. Action from last meeting: Mike Masters to continue discussions.

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

· Wireless Drain – Very rough access track along farmland. Action from last meeting: Check the access.

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

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

· Pairatahi Bank Drain – Parts of the access track is overgrown, other side of the drain has no gates along the drain resulting in time delays. Action from last meeting: Mulching to be completed.

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

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

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

· Yates Drain – Fencing without gates and drains without culverts near the drain causing time delays. Action from meeting: Contact the land owner and if no success only spray the drain on request.

· Wests Drain – Access track on one side is too rough to drive, the other has no gates along the drain which causes time delays. Action from meeting: Joe King to contact Dave Gray in regard to the Yates and Wests Drain.

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

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

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

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

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

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

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

2.3 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 yet to be mapped.

2.4 Drainage Area Requests for Service (RFS) Summary

In the last 6 months, there have been no new Request’s for Service received regarding the Kaitaia 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:

Kaitaia	Budget
2018-19 Residual funds (reserve funds available)	$49,815
2019 Opening Balance (rated income)	$70,000
2019-20 Proposed Expenditure	$74,691
2019-20 Closing Reserve Balance	$45,124

Attachments

Nil

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. 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 approval from 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 and Te Rarawa Iwi are in the local area affected by the Kaitaia Drainage Area. It is intended that they have an opportunity to review the drainage area management plan currently in draft form.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

1 October 2019

6.4 Waiharara and Kaikino Drainage Areas 18/19 Expenditure

File Number: A2647987

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide the Te Hiku Community Board with 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 $5,997 for Waiharara and a total expense of $19,165 for Kaikino. This is under what was initially budgeted / approved in the previous committee meetings, for Waiharara but over for Kaikino.

The Waiharara and Kaikino Drainage Area Committee considered this report at their meeting on 2 September 2019 and made the following recommendation to the Board.

Recommendation

That the Te Hiku Community Board note the following financial summary for the past financial year 2018/19:

Waiharara	Budget
2017-18 Residual funds (reserve funds available)	$16,627
2018 Opening Balance (rated income)	$9,997
2018-19 Expenditure	$5,997
Historic Correction (2012 overdraw)	$721
2018-19 Closing Reserve Balance	$19,906
Kaikino	Budget
2017-18 Residual funds (reserve funds available)	$19,297
2018 Opening Balance (rated income)	$8,003
2018-19 Expenditure	$19,165
2018-19 Closing Reserve Balance	$8,136

1) Background

The Waiharara and Kaikino Drainage Areas Committees were 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 Waiharara and Kaikino Drainage Areas 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 Waiharara and Kaikino Areas, 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

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.

*Waiharara*	*Budgeted*	*Expended*
*Completed Work:*
*Spraying of drains during late Spring / early Summer (Additional spray of the outlet below the bridge)*	*$4,410*	*$3,885*
*Okohine Stream access improvements – Honeytree Farms (In progress)*	*$3,000*	*$2,112*
*Total*	*$6,522*	*$5,997*
*Remaining Work & Allowances:*
*Additional spray of the Okohine Stream as required (Awaiting Invoice)*	*$525*	*$1,350*
*Machine cleaning of the Bilich Branch as required (Awaiting Invoice)*	*$1,500*	*$840*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*Machine cleaning contingency*	*$2,660*
*Contingency allowance*	*$888*
*Total*	*$5,577*	*$2,190*

*Kaikino*	*Budgeted*	*Expended*
*Completed Work:*
*Spraying of drains during late Spring / early Summer (In progress)*	*$3,825*	*$3,825*
*Bamboo mulching 10 meters from the Kaikino Drain embankment adjacent to the Heath Road bridge*	*$700*	*$4,946*
*Access track maintenance (used to supplement Bamboo mulching)*	*$1,000*	*$1,000*
*Supply & install ~7 culverts, gates and strainers along Milich’s and Gumdigger’s to provide a direct access track to the Kaikino Drain*	*$2,413*	*$10,393*
*Contingency allowance (used to supplement Kaikino drain access track)*	*$2,000*	*$2,000*
*Total*	*$9,933*	*$19,165*
*Remaining Work & Allowances:*

*Install a culvert, access track, gate and strainers at John Matijevich’s (Deferred)*	*$1,500*
*Form an access track and install ~3 crossings to provide access to the downstream section of the Hobson Drain (Deferred)*	*$2,000*
*Removal of the Alligator weed from the Hobson Drain may be required if weed growth proves detrimental (Deferred)*	*$1,500*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*Machine cleaning contingency*	*$2,000*
*Total*	*$2,664*

2.2 Current projects within the work programme

Kaikino Drain access track

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

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

The project has cost $10,393 this financial year which has exceeded the approved budget of $2,413 in consultation with a Committee member. This includes purchasing several culverts, fencing supplies, and fill material, along with the cost of machine usage and labour.

Okohine Stream access crossing near Honeytree Farms

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

2.3 General maintenance within work programme

Spraying

Spraying of the Waiharara Area was completed in November at a cost of $3,885. The additional spraying of the Okohine Stream has also been completed at a cost in the vicinity of $1,350.We still are to receive the invoice.

The Kaikino Area suffered a few delays due to wind conditions but was completed in February. The total cost for the Kaikino spraying was $3,825.

Machine cleaning

In the Waiharara Drainage Area there has been a relatively small amount of machine cleaning. For the year, the following drain has been cleaned:

· Bilich Branch – Cleaning as required along the drain. This was completed for $840.

There was no machine cleaning completed for the Kaikino Drainage Area this year.

Accessibility issues & maintenance

In the Kaikino Drainage Area there has been one significant access issue which required work:

· Kaikino Drain – Entranceway and track overgrown with bamboo and requiring mulching and reinstatement. The access was reinstated at a cost of $4,946.

There was no access maintenance required for the Waiharara Drainage Area this year.

Reason for the recommendation

To ensure that the Waiharara and Kaikino Drainage Areas 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:

Waiharara	Budget
2017-18 Residual funds (reserve funds available)	$16,627
2018 Opening Balance (rated income)	$9,997
2018-19 Expenditure	$5,997
Historic Correction (2012 overdraw)	$721
2018-19 Closing Reserve Balance	$19,906
Kaikino	Budget
2017-18 Residual funds (reserve funds available)	$19,297
2018 Opening Balance (rated income)	$8,003
2018-19 Expenditure	$19,165
2018-19 Closing Reserve Balance	$8,136

Attachments

Nil

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. 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 approval from 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.	Council are currently identifying the Iwi and/or Hapu that are in the local area affected by the Waiharara and Kaikino Drainage Areas. It is intended that they have an opportunity to review the drainage area management plans currently in draft form.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

1 October 2019

6.5 Waiharara and Kaikino Drainage Areas 19/20 Programme

File Number: A2647996

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide the Te Hiku Community Board with an outline of the proposed works and costs for the 2019/20 financial year.

Executive Summary

Over the 2019/20 financial year, the Far North District Council wishes to complete a selection of drainage area works. The work includes spraying, cleaning and access maintenance of the drains. It is recommended a budget of $12,324 is allocated to cover the required and potential work for Waiharara and a budget of $13,239 for Kaikino.

The Waiharara and Kaikino Drainage Area considered this report at their meeting on 2 September 2019 and made the following recommendation to the Board.

Recommendation

That the Te Hiku Community Board:

a) approve the Waiharara and Kaikino Drainage Area 2019/20 work programme.

b) remove the works planned at John Matijevichs to the value of $1,500 from the 2019/220 work programme leaving the closing reserve at $4,097.

1) Background

The Waiharara and Kaikino Drainage Areas 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 proposed works programme for the 2019/20 financial year has been estimated from previous costs.

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

2) Discussion and Options

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

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

2.1 Proposed work programme summary

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

*Waiharara*
*Spraying of drains during late Spring / early Summer (Additional spray of the outlet below the bridge)*	*$4,410*
*Drain status reporting during spraying*	*$250*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*Machine cleaning allowance*	*$5,000*
*Contingency allowance*	*$2,000*
*Total*	*$12,324*

*Kaikino*
*Spraying of drains during late Spring / early Summer*	*$3,875*
*Drain status reporting during spraying*	*$200*
*Complete new crossings along Milich’s and Gumdigger’s to provide a direct access track to the Kaikino Drain*	*$2,000*
*Form an access track and install ~3 crossings to provide access to the downstream section of the Hobson Drain*	*$3,500*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*Machine cleaning allowance*	*$2,000*
*Contingency allowance*	*$1,000*
*Total*	*$13,239*

2.2 Proposed projects within the work programme

Kaikino Drain access track

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

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

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

Hobson Drain (downstream of Paparore Road) access track

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

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

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

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

Hobson Extension Drain access crossing near John Matijevich’s

This has been completed privately by the property owner. As such it has been removed from the work programme.

2.3 General maintenance within the work programme

Spraying

Spraying of the Waiharara and Kaikino Areas is to be completed during late spring / early summer 2019. Any additional spraying will be included as a contingency. The recently mulched bamboo near the Heath Road bridge will also require spraying with a high strength mix to stop the bamboo from growing back.

Machine cleaning

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

The Waiharara Drainage Area will now be 3 years since the last major clean, as the area was last cleaned in 16/17. A large allowance of $5,000 has been included in order to cover this cleaning.

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

Please note the downstream section of the Hobson Drain requires cleaning but is inaccessible until the access project is completed. If the project is completed as planned in the 19/20 work programme, the cleaning can then be undertaken using the allowance.

Accessibility issues & maintenance

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

In the Waiharara Drainage Area, the spraying contractor raised one concern:

· Okohine Stream – Along the Honey Tree Farm’s property, the access track is full of gorse and requires spraying or removal. Action from meeting: To contact Tony Hayward and check if the requested access work has been completed.

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

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

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

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

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

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

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 Waiharara and Kaikino Drainage Area management plans

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

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

2.5 Drainage area mapping

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 still to be mapped.

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 Waiharara and Kaikino Drainage Areas.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Waiharara	Budget
2018-19 Residual funds (reserve funds available)	$19,906
2019 Opening Balance (rated income)	$10,000
2019-20 Proposed Expenditure	$12,324
2019-20 Closing Reserve Balance	$17,582

Kaikino	Budget
2018-19 Residual funds (reserve funds available)	$8,136
2019 Opening Balance (rated income)	$9,000
2019-20 Proposed Expenditure	$13,239
2019-20 Closing Reserve Balance	$3,897

Attachments

Nil

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. 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 approval from 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.	Council are currently identifying the Iwi and/or Hapu that are in the local area affected by the Waiharara and Kaikino Drainage Areas. It is intended that they have an opportunity to review the drainage area management plans currently in draft form.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

1 October 2019

6.6 Waiharara and Kaikino Drainage Areas 20/21 Programme

File Number: A2648055

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 Te Hiku Community Board 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 $11,660 to cover the required and potential work for Waiharara and a budget of $8,075 for Kaikino. The work programme and associated budget is up for discussion.

The Waiharara and Kaikino Drainage Area Committee considered this report at their meeting on 2 September 2019 and made the following recommendation to the Board.

Recommendation

That the Te Hiku Community Board:

a) receive the report “Waiharara and Kaikino Drainage Areas 20/21 Programme”.

b) agrees that the status reporting of the drains being undertaken by Fenwick Contractors can be paid from the contingency budget.

1) Background

The Waiharara and Kaikino Drainage Areas 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.

2) Discussion and Options

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

2.1 Proposed work programme summary

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

*Waiharara*
*Spraying of drains during late Spring / early Summer (Additional spray of the outlet below the bridge)*	*$4,410*
*Drain status reporting during spraying*	*$250*
*Machine cleaning allowance*	*$5,000*
*Contingency allowance*	*$2,000*
*Total*	*$11,660*

*Kaikino*
*Spraying of drains during late Spring / early Summer*	*$3,875*
*Drain status reporting during spraying*	*$200*
*Machine cleaning allowance (Hobson Drain outlet)*	*$2,000*
*Access track maintenance*	*$1,000*
*Contingency allowance*	*$1,000*
*Total*	*$8,075*

2.2 General maintenance within the work programme

Spraying

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

Machine cleaning

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

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

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

The downstream section of the Hobson Drain (below Paparore Road) is programmed for cleaning in the 2019/20 work programme under the cleaning allowance.

Accessibility issues & maintenance

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

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

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

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

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

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

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

Waiharara	Budget
2019-20 Residual funds (reserve funds available)	$17,582
2020 Opening Balance (rated income)	$9,000
2020-21 Proposed Expenditure	$11,660
2020-21 Closing Reserve Balance	$14,922
Kaikino	Budget
2019-20 Residual funds (reserve funds available)	$3,897
2020 Opening Balance (rated income)	$8,000
2020-21 Proposed Expenditure	$8,075
2020-21 Closing Reserve Balance	$3,822

Attachments

Nil

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. 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 is to advise the Te Hiku Community Board of progress in planning for the drainage area in 20/21.
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.	Council are currently identifying the Iwi and/or Hapu that are in the local area affected by the Waiharara and Kaikino Drainage Areas. It is intended that they have an opportunity to review the drainage area management plans currently in draft form.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

1 October 2019

6.7 Motutangi Drainage Area 18/19 Expenditure

File Number: A2648823

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide the Te Hiku Community Board with 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.

This report was on the agenda for the Motutangi Drainage Area Committee meeting scheduled for 2 September 2019, however was not able to be considered by the Committee as the meeting lapsed due to a lack of quorum.

Recommendation

That the Te Hiku Community Board note the following financial summary for the past financial year 2018/19:

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

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 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, 10^th to 13^th September (primarily focused on spraying the West/far side)*	*$1,300*		*$1,300*
*Spraying of the Main Outfall drain through the Harvey property and to the DOC boundary, 10^th to 13^th September*	*$1,000*		*$550*
*Spraying of drains during late spring / early summer*	*$7,096*		*$6,034*
*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

Attachments

Nil

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. 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 approval from 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.	Council are currently identifying the present Iwi / Hapu affected by the Motutangi Drainage Area. It is intended that they have an opportunity to review the drainage area management plan currently in draft form.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

1 October 2019

6.8 Motutangi Drainage Area 19/20 Programme

File Number: A2648861

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide the Te Hiku Community Board with an outline of the proposed works and costs for the 2019/20 financial year.

Executive Summary

Over the 2019/20 financial year, the Far North District Council 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 $77,691 is allocated to cover the required and potential work for Motutangi.

Recommendation

That 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*
*Drain status reporting during spraying*	*$450*
*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*	*$77,691*

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.

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.

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

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

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

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

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

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

2.4 Motutangi Drainage Area management plan / DOC concession agreement

After an initial response from DOC on the 19^th 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

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	$77,691
2019-20 Closing Reserve Balance	$3,847

Attachments

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

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 approval from 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.	Council are currently identifying the present Iwi / Hapu affected by the Motutangi Drainage Area. It is intended that they have an opportunity to review the drainage area management plan currently in draft form.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

1 October 2019

6.9 Motutangi Drainage Area 20/21 Programme

File Number: A2648883

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 Te Hiku Community Board 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 $33,487 to cover the required and potential work for Motutangi. The work programme and associated budget is up for discussion.

Recommendation

That the Te Hiku Community Board receive the report “Motutangi Drainage Area 20/21 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 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.

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*
*Drain status reporting during spraying*	*$450*
*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*	*$33,487*

2.2 General maintenance within the work programme

Spraying

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

Machine cleaning

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

The 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.

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)	$3,847
2020 Opening Balance (rated income)	$34,000
2020-21 Proposed Expenditure	$33,487
2020-21 Closing Reserve Balance	$4,360

Attachments

Nil

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. 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 is to advise from 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.	Council are currently identifying the present Iwi / Hapu affected by the Motutangi Drainage Area. It is intended that they have an opportunity to review the drainage area management plan currently in draft form.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

1 October 2019

7 Strategic Planning and Policy Group

7.1 Te Hiku Community Board Strategic Plan 2019-2020

File Number: A2598630

Author: Aya Morris, Community Development Advisor

Authoriser: Sheryl Gavin, General Manager Strategic Planning and Policy (Acting)

Purpose of the Report

The purpose of the report is to support the current Te Hiku Community Board to hand over the Board’s Strategic Plan to the incoming Board, post the 2019 Local Body Elections, and to make allocations from the board’s funds toward strategic projects identified in the plan. The new Board will then continue to develop the Strategic Plan to inform the 2021-31 Long Term Plan (LTP), and prioritise how the Board allocates its Community Grant funding.

Executive Summary

· The report presents the most current Te Hiku Community Board Strategic Plan in preparation for handover to the incoming board after the 2019 Local Body Elections

· The report enables the allocation of funds toward strategic projects identified in the Te Hiku Community Board Strategic Plan.

Recommendation

That the Te Hiku Community Board:

a) passes on the ongoing development of the Te Hiku Community Board Strategic Plan for the 2021-31 Long Term Plan to the new Te Hiku Community Board, post the 2019 Local Body Elections.

a) allocates funds of $33,300 from the Placemaking Fund toward a placemaking project for Awanui as identified in the Te Hiku Community Board Strategic Plan.

b) allocates funds of $5000 from the Board’s community fund toward the Karikari Recreation Hub project to establish basketball backboards at the Whatuwhiwhi multipurpose courts as identified in the Te Hiku Community Board Strategic Plan.

c) allocates funds of _______ from the Board’s community fund toward the Centennial Park placemaking project for Kaitaia as identified in the Te Hiku Community Board Strategic Plan.

d) Allocates funds of $500 from the Board’s community fund toward 2020 Anzac Day Service Expenses.

1) Background

The Community Boards were given a mandate to develop their own Strategic Plans, as part of the 2015-25 Long Term Plan. Each Board, supported by Community Development staff has developed a Strategic Plan.

In 2016, the current Board received the Strategic Plan developed by the former Board, and this has been reviewed annually by the Board.

2) Discussion and Options

While the new Board has the right to start again, a formal handing over of the current draft means that the new Board must give cognisance to that plan, and to continue its development to inform and/or influence Council decisions for the 2021-31 LTP.

The new Board will need to:

· Develop a recommendation for the 2020/21 Annual Plan (AP)

· Consider further alignment of past and current Community Plans/Hapū Management Plans

· Engage with other Council supported groups e.g. Youth Council, Disability Action Group, etc.

· Consider some form of community consultation for the Board Strategic Plan, prior to the 2021-31 LTP.

· Use the Strategic Plan to define the Board’s input into the 2021-31 LTP development

· Use the Strategic Plan as a basis for submissions (if needed) to the 2020/21 AP and the 2021-31 LTP.

Reason for the recommendation

The most up to date Te Hiku Community Board Strategic Plan is attached. Community Development staff will continue to support the new Board to develop its Strategic Plan.

3) Financial Implications and Budgetary Provision

There are financial implications around the allocation of FNDC funds toward infrastructure which may require ongoing operational expenditure.

Attachments

1. THCB Draft Strategic Plan 2019-2020 - A2598689 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	The matters covered in the plan have varying levels of significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	A specific requirement in the 2015-25 Long Term 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.	Led by 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.	Māori are considered as part of the strategy.
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 board has engaged with a range of groups.
State the financial implications and where budgetary provisions have been made to support this decision.	There are financial implications around the allocation of FNDC funds toward infrastructure which may require ongoing operational expenditure.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

1 October 2019

7.2 Item Left to Lie on the table - Review balloting for the continuation of the Kaitaia Business Improvement District programme

File Number: A2676300

Author: Roger Ackers, Manager - Strategy Development

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

Purpose of the Report

That the Te Hiku Community Board (THCB) agree to request a ballot of the Kaitaia Business Association (KBA) voting members to determine whether the Kaitaia Business Improvement District (BID) Programme should continue or cease at the commencement of 2020/21 financial year.

Executive Summary

· A BID programme is in place in Kaitaia

· The BID is governed by a Memorandum of Understanding (MOU) between the THCB and the KBA.

· The MOU allows for parties to the agreement to decide on whether the BID Programme should continue or cease

· This report recommends that the THCB enact clauses 33-36 of the MOU under the section Review Balloting, by writing to the KBA requesting that they conduct a ballot of KBA voting members to determine whether the BID Programme for Kaitaia should continue or cease at the commencement of the 2020/21 financial year.

· The Te Hiku Community Board considered this item at their meeting on 20 August 2019. The Board resolved to leave this item to lie on the table to allow time to receive further information.

Recommendation

That the Te Hiku Community Board:

a) agrees to uplift the item left to lie on the table “Review Balloting for the Continuation of the Kaitaia Business Improvement District Programme”

b) requests a ballot of the Kaitaia Business Association voting members to determine whether the Kaitaia Business Improvement District Programme should continue or cease at the commencement of 2020/21 financial year.

c) Agrees the ballot be completed by 12 November 2019.

1) Background

· A business improvement district (BID) is a public - private partnership in which businesses in a defined area pay an additional tax or fee in order to fund improvements within the district's boundaries

· In the New Zealand context the public-private partnership is established between the local district council and a business orientated incorporated society who then levy a targeted rate

· Council decided in 2010 to support the BID concept and promoted their establishment in the main towns of the district. The KBA formally wrote to Council on 30 June 2011 requesting that a BID be established for Kaitaia and for Council funding to establish a BID. This request was approved at a meeting of the KBA on 16 June 2011

· Council was satisfied that the KBA was ready to undergo a BID process and through its delegations supported the KBA to establish a BID.

· The KBA defined the BID area, developed its strategic plan and decided on a targeted BID rate of $50,000 based on land value and on a proportional basis for charged rates. An independent postal ballot was held, and a simple majority was achieved that resulted in the establishment of the Kaitaia BID as part the Long Term Plan (LTP) 2012-22.

· As a result of Council adopting a Kaitaia BID targeted rate, Council developed a Memorandum of Understanding (MOU) between the KBA and the THCB as the representative of Council.

· This agreement was updated on 11 June 2017 (the date of the last signature). The updated version of the MOU is attached to this report.

· The Kaitaia BID was identified in the 1 July 2018 Adopted Long Term Plan 2018-28 as one of small number of ‘targeted improvement rates’ (Pg. 26) that are in place in the District;

Kaitaia Business Improvement Development (BID): Allows for the Kaitaia Business Association to undertake improvement works in the Kaitaia business area. The rate is set on land value and is charged to commercial rating units in Kaitaia

· The funding impact statement within the Long Term Plan 2018-28 contains the following (Pg. 176):

Kaitaia Business Improvement District Rate: This targeted rate is set to support the Kaitaia Business Improvement District (KBID). Council has a memorandum of understanding with the Business Association for them to undertake agreed improvement works to be funded by the targeted rate. This rate is set on the basis of land value assessed overall Rating Units which are assessed against the General Rate – Commercial Differential within the defined rating area within the Kaitaia Township

2) Discussion and Options

The MOU between the THCB and KBA allows for a number of interventions to be made. These interventions allow for parties to the BID Programme and the MOU to assess the effectiveness of the BID Programme. Two sections of the BID programme allow for participating parties to take the corrective action of ceasing the BID programme.

Option One: Do nothing

Under this option there is no change to the BID Programme for Kaitaia. Under this option Council will continue to rate for the BID Programme in the financial year 2020-21.

Option Two: Review Balloting

Sections 33 – 36 of the MOU provide the option of either the KBA or the THCB to request a ballot of the KBA voting members to determine whether the BID Programme should continue or cease at the commencement of 2020/21 financial year.

If a request is made to ballot the members then the KBA is required to conduct the ballot of voting members as per clause 34 of the MOU. As per the MOU in order to initiate this request the chairperson of the THCB must send the minutes of the meeting where this decision was made to the KBA.

Option Three: Right of Termination

Section 37 of the MOU gives FNDC the absolute authority to terminate the Kaitaia BID Programme on 30 calendar days written notice given to the KBA. In such an event the BID targeted rate will continue to be levied for the remainder of the current financial year.

Reason for the recommendation

It is recommended that Option Two – Review Balloting be adopted. This allows for the voting members in the KBA to decide on whether the BID Programme for Kaitaia should continue or cease effective as of 1 July 2020.

3) Financial Implications and Budgetary Provision

The outcome of the ballot of the KBA voting members will determine if the targeted rate for the Kataia BID will continue or not in the 2020-21 financial year.

Attachments

1. Kaitaia BID MoU 2017 - Signed - A2585519 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	The recommendation in this report does not meet any of the criteria of the 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 Memorandum of Understanding between the THCB and KBA is the relevant legal document to this report. This is attached.
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 recommendation in this report has relevance to the Te Hiku Community Board as a signatory and party to the MOU between the THCB and KBA
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 report has no direct implications 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.	The recommendation in this report will impact on the Kaitaia Business Association (KBA) and it’s voting and non-voting members. If the recommendation is adopted they will be required to participate in a ballot as per sections 33-36 of the MOU between the KBA and THCB
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications as result of the adoption of the recommendation in this report.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

1 October 2019

8.5 Application for Funding - Te Houtaewa Maori Charitable Trust

File Number: A2586961

Author: Melissa Wood, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with the information on the application from Te Houtaewa Maori Charitable Trust for a Community grant, to assist members in determining whether to approve or decline the application.

Executive Summary

· The Applicant seeks funding towards their event scheduled for March 2020

· The Board has funded the applicant previously, in 2013.

Recommendation

That the Te Hiku Community Board in considering the provisions of the Community Grant Policy authorise the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Te Houtaewa Maori Charitable Trust for costs towards the 2020 Te Houtaewa Challenge to support the following community outcomes:

i) Proud vibrant communities

1) Background

Te Houtaewa Challenge is an annual beach race held on Te Oneroa-A-Tohe (Ninety Mile Beach). The event offers a number of marathon options, which both national and international participants compete in. Te Houtaewa Challenge holds a great deal of cultural significance for local iwi, with its origins in the legend of Te Houtaewa. The event also combines with arts and crafts, and food festivals.

2) Discussion and Options

Preliminary assessment of the application:

The Board has funded the applicant in a previous triennium in 2013. A project report was not submitted for this grant. This does not affect the eligibility criteria as the Policy states a period of 5 years ineligibility only if a project report is not received for a previous grant.

The Trust received a grant of $5,000 from the FNDC Events Investment Fund for the March 2020 event.

This application is for 5% of the 15 months budgeted expenses that have been tabled.

Option 1 Authorise the full amount requested

Funding of 5% ($20,349) of the of the costs could be considered,

Option 2 Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered. In keeping with the Board’s strategic approach to grant approvals an amount of $5,000 has been recommended, however the Board may choose to consider a different amount in line with the application request. The Board should also consider the amount of any grant authorisation, in relation to the total year’s grant allocation budget, so as the grant is accessible to a wide variety and number of community applicants.

Option 2 is recommended by staff as it aligns with the Board’s strategic approach.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. Funding Application - Te Houtaewa Maori Charitable Trust - A2669279 ⇩

2. Schedule of Supporting Documentation - Te Houtaewa Maori Charitable Trust - A2669281 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report is to the Te Hiku Community Board
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	No implications for Maori in relation to land and / or water
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

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

Community Fund Account balance as at 01 July 2019	$146,701.00
· Less funds granted and uplifted to 31 July 2019	$4,725.00
· Less funds not uplifted from 16 July 19 for NZ Barok Incorporated Baby Baroque children’s concert	$1,000.00
Community Fund Account balance as at 31 July 2019	$140,976.00
· Less funds granted and uplifted to 31 August 2019	$9,068.00
· Less funds not uplifted from 20 August 2019 for Whatuwhiwhi and Tokerau Ratepayers Association 2019 Senior Christmas Luncheon and Far North Joyfest Group for 2019 Joyfest event	$3,900.00
· Less funds not uplifted from 16 July 2019 NZ Barok Incorporated Baby Baroque children’s concert in Kaitaia	$1,000.00
Community Fund Account balance as at 31 August 2019	$132,733.00

1	Cover letter
2	Quote - Far North Link
3	Quote Kaitaia 4x4 Club Inc
4	Quote - Harrisons Holdings & Investments Ltd
5	Quote - The Timing Team
6	15 month budget/cost schedule
7	2019/20 predicted operational budget
8	Bank deposit slip
9	Certificate of Incorporation
10	Event plan & details
11	Health & Safety / Incident Management Plan
12	Financial Performance Report - March 2018
13	Bank account statement 12 September 2019
14	Further correspondence