Te Kaunihera o Tai Tokerau ki te Raki

 

 

AGENDA

 

Ordinary Council Meeting

 

Thursday, 25 June 2020

Time:

10.00 am

Location:

Virtually via

Microsoft Teams

 

 

Membership:

Mayor John Carter - Chairperson

Deputy Mayor Ann Court

Cr David Clendon

Cr Dave Collard

Cr Felicity Foy

Cr Mate Radich

Cr Rachel Smith

Cr Kelly Stratford

Cr Moko Tepania

Cr John Vujcich

 

 


Ordinary Council Meeting Agenda

25 June 2020

 

COUNCIL MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

Hon Mayor John Carter QSO

Board Member of the Local Government Protection Programme

Board Member of the Local Government Protection Program

 

 

Carter Family Trust

 

 

 

Deputy Mayor Ann Court

Waipapa Business Association

Member

 

Case by case

Warren Pattinson Limited

Shareholder

Building company. FNDC is a regulator and enforcer

Case by case

Kerikeri Irrigation

Supplies my water

 

No

Top Energy

Supplies my power

 

No other interest greater than the publics

District Licensing

N/A

N/A

N/A

Top Energy Consumer Trust

Trustee

Crossover in regulatory functions, consenting economic development and contracts such as street lighting.

Declare interest and abstain from voting.

Ann Court Trust

Private

Private

N/A

Waipapa Rotary

Honorary member

Potential community funding submitter

Declare interest and abstain from voting.

Properties on Onekura Road, Waipapa

Owner Shareholder

Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse)

Declare interest and abstain from voting.

Property on Daroux Dr, Waipapa

Financial interest

Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse)

Declare interest and abstain from voting.

Flowers and gifts

Ratepayer 'Thankyou'

Bias/ Pre-determination?

Declare to Governance

Coffee and food

Ratepayers sometimes 'shout' food and beverage

Bias or pre-determination

Case by case

Staff

N/A

Suggestion of not being impartial or pre-determined!

Be professional, due diligence, weigh the evidence. Be thorough, thoughtful, considered impartial and balanced. Be fair.

Warren Pattinson

My husband is a builder and may do work for Council staff

 

Case by case

Ann Court - Partner

Warren Pattinson Limited

Director

Building Company. FNDC is a regulator

Remain at arm’s length

Air NZ

Shareholder

None

None

Warren Pattinson Limited

Builder

FNDC is the consent authority, regulator and enforcer.

Apply arm’s length rules

Property on Onekura Road, Waipapa

Owner

Any proposed FNDC capital work in the vicinity or rural plan change. Maybe a link to policy development.

Would not submit.                                                                               Rest on a case by case basis.

David Clendon

Chairperson – He Waka Eke Noa Charitable Trust

None

 

Declare if any issue arises

Member of Vision Kerikeri

None

 

Declare if any issue arrises

Joint owner of family home in Kerikeri

Hall Road, Kerikeri

 

 

David Clendon – Partner

Resident Shareholder on Kerikeri Irrigation

 

 

 

David Collard

Snapper Bonanza 2011 Limited

45% Shareholder and Director

 

 

Trustee of Te Ahu Charitable Trust

Council delegate to this board

 

 

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 Seaview Road – Cable Bay, and Allen Bell Drive - Kaitaia.

 

 

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 on Church Road, Kaingaroa

 

 

Foy Farms Rentals

Owner and rental manager of Foy Farms Rentals for 7 dwellings on Church Road, Kaingaroa and 2 dwellings on Allen Bell Drive, Kaitaia, and 1 property on North Road, Kaitaia, one title contains a cell phone tower.

 

 

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

 

 

Shareholder of Coastline Plumbing NZ Limited

 

 

 

Felicity Foy - Partner

Director of Coastline Plumbing NZ Limited

 

 

 

Friends with some FNDC employees

 

 

 

Mate Radich

No form received

 

 

 

Rachel Smith

Friends of Rolands Wood Charitable Trust

Trustee

 

 

Mid North Family Support

Trustee

 

 

Bay of Islands Amateur Swimming Club

Committee Member

 

 

Property Owner

Kerikeri

 

 

Friends who work at Far North District Council

 

 

 

Kerikeri Cruising Club

Subscription Member

 

 

Rachel Smith (Partner)

Property Owner

Kerikeri

 

 

Friends who work at Far North District Council

 

 

 

Kerikeri Cruising Club

Subscription Member

 

 

Kelly Stratford

KS Bookkeeping and Administration

Business Owner, provides book keeping, administration and development of environmental management plans

None perceived

Step aside from decisions that arise, that may have conflicts

Waikare Marae Trustees

Trustee

Maybe perceived conflicts

Case by case basis

Bay of Islands College

Parent Elected Trustee

None perceived

If there was a conflict, I will step aside from decision making

Karetu School

Parent Elected Trustee

None perceived

If there was a conflict, I will step aside from decision making

Māori title land – Moerewa and Waikare

Beneficiary and husband is a shareholder

None perceived

If there was a conflict, I will step aside from decision making

Sister is employed by Far North District Council

 

 

Will not discuss work/governance mattes that are confidential

Gifts - food and beverages

Residents and ratepayers may ‘shout’ food and beverage

Perceived bias or predetermination

Case by case basis

Kelly Stratford - Partner

Chef and Barista

Opua Store

None perceived

 

Māori title land – Moerewa

Shareholder

None perceived

If there was a conflict of interest I would step aside from decision making

Moko Tepania

Teacher

Te Kura Kaupapa Māori o Kaikohe.

Potential Council funding that will benefit my place of employment.

Declare a perceived conflict

Chairperson

Te Reo o Te Tai Tokerau Trust.

Potential Council funding for events that this trust runs.

Declare a perceived conflict

Tribal Member

Te Rūnanga o Te Rarawa

As a descendent of Te Rarawa I could have a perceived conflict of interest in Te Rarawa Council relations.

Declare a perceived conflict

Tribal Member

Te Rūnanga o Whaingaroa

As a descendent of Te Rūnanga o Whaingaroa I could have a perceived conflict of interest in Te Rūnanga o Whaingaroa Council relations.

Declare a perceived conflict

Tribal Member

Kahukuraariki Trust Board

As a descendent of Kahukuraariki Trust Board I could have a perceived conflict of interest in Kahukuraariki Trust Board Council relations.

Declare a perceived conflict

Tribal Member

Te Rūnanga ā-Iwi o Ngāpuhi

As a descendent of Te Rūnanga ā-Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā-Iwi o Ngāpuhi Council relations.

Declare a perceived conflict

John Vujcich

Board Member

Pioneer Village

Matters relating to funding and assets

Declare interest and abstain

Director

Waitukupata Forest Ltd

Potential for council activity to directly affect its assets

Declare interest and abstain

Director

Rural Service Solutions Ltd

Matters where council regulatory function impact of company services

Declare interest and abstain

Director

Kaikohe (Rau Marama) Community Trust

Potential funder

Declare interest and abstain

Partner

MJ & EMJ Vujcich

Matters where council regulatory function impacts on partnership owned assets

Declare interest and abstain

Member

Kaikohe Rotary Club

Potential funder, or impact on Rotary projects

Declare interest and abstain

Member

New Zealand Institute of Directors

Potential provider of training to Council

Declare a Conflict of Interest

Member

Institute of IT Professionals

Unlikely, but possible provider of services to Council

Declare a Conflict of Interest

Member

Kaikohe Business Association

Possible funding provider

Declare a Conflict of Interest

 

 

 


Ordinary Council Meeting Agenda

25 June 2020

 

Far North District Council

Ordinary Council Meeting

will be held in the Virtually via, Microsoft Teams on:

Thursday 25 June 2020 at 10.00 am

Order Of Business

1          Karakia Timatanga – Opening Prayer. 11

2          Apologies and Declarations of Interest 11

3          Deputation. 11

4          Mayoral Announcements. 11

5          Confirmation of Previous Minutes. 12

5.1            Confirmation of Previous Minutes. 12

6          Reports. 30

6.1            COVID-19 Response – Te Tai Tokerau Worker Redeployment Package. 30

7          Information Reports. 36

7.1            2019 Triennial Elections Report 36

7.2            CEO Report to Council 01 March 2020 - 30 April 2020. 52

7.3            Learning from the 2020 Drought and Improving the Resilience of our Drinking Water Supplies. 114

8          Public Excluded. 128

8.1            Confirmation of Previous Minutes - Public Excluded. 128

8.2            Council Civic Hub and Library Reset 128

8.3            Regional Economic Development 128

8.4            Far North Rural Education Activity Programme Contract 129

8.5            Contract 7/15/108 Lighting Maintenance and Renewals - Contract Extension. 129

8.6            Extension to Russell Landfill and Recycling Contract 129

8.7            Extension of the Community Services and Maintenance Contract to Recreation Services Limited. 130

9          Karakia Whakamutunga – Closing Prayer. 131

10       Meeting Close. 131

 

 


1            Karakia Timatanga – Opening Prayer

2            Apologies and Declarations of Interest

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

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

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

3            Deputation

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

4            Mayoral Announcements   

·         Thanks from Houhora Heads Motorcamp

·         Co-Chair of LGNZ Young Elected Members

 


Ordinary Council Meeting Agenda

25 June 2020

 

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

File Number:           A2895458

Author:                    Marlema Baker, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

Purpose of the Report

The minutes are attached to allow Council to confirm that the minutes are a true and correct record of previous meetings.

Recommendation

That Council confirms the minutes of the Council meetings held 21 May and 5 June 2020 as a true and correct record.

 

 

1) Background

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

2) Discussion and Options

The minutes of the meetings are attached.

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.       2020-05-21 Council Minutes - A2886096

2.       2020-06-05 Council Minutes - A2894166  


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

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

This is a matter of low significance.

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

This report complies with the Local Government Act 2002 Schedule 7 Section 28.

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

It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.

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

There are no implications for Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example, youth, the aged and those with disabilities).

This report is asking for minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports.

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

There are no financial implications or the need for budgetary provision arising from this report.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 


Ordinary Council Meeting Agenda

25 June 2020

 

   MINUTES OF Far North District Council
Ordinary Council Meeting
HELD AT THE Held Electronically, Via Microsoft Teams
ON Thursday, 21 May 2020 AT 10.02 AM

 

PRESENT:                   Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr David Clendon, Cr Dave Collard, Cr Felicity Foy, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania, Cr John Vujcich

IN ATTENDANCE:      Mike Edmonds (Kaikohe-Hokianga Community Board Chairperson), Adele Gardner (Te Hiku Community Board Chairperson), Belinda Ward (Bay of Islands-Whangaroa Community Board)

STAFF PRESENT:      Shaun Clarke (Chief Executive Officer), Andy Finch (General Manager Infrastructure and Asset Management), Dean Myburgh (General Manager District Services), William J Taylor, MBE (General Manager Corporate Services), Darrell Sargent (General Manager Strategic Planning and Policy)

1            karakia timatanga – opening Prayer

Councillor Smith commenced the meeting with the Council prayer.

2            Apologies and Declarations of Interest

There were no apologies or declarations of interest.

3            Deputation

Deputations are not being conducted during virtual meetings.

4            MAYORAL ANNOUNCEMENTS   

-     Rate Payments

-     3 Waters

-     Housing

-     Shovel Ready Projects

-     Cycleway Railway

-     Cape Reinga

-     Local Government Handbook

-     Cr Vujcich commented on Rawene Campus

-     Cr Smith commented on a potential remit to LGNZ

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

Agenda item 5.1 document number A2880641, pages 12 - 20 refers.

Resolution  2020/24

Moved:       Mayor John Carter

Seconded:  Cr Moko Tepania

That Council confirm the minutes of the Council meeting held 07 May 2020 as a true and correct record.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

6            Reports

6.1         Request for Financial Assistance for Kawakawa Community Owned Under Veranda Lighting Scheme

Agenda item 6.1 document number A2850080, pages 21 - 27 refers.

motion

Moved:       Cr Kelly Stratford

Seconded:  Mayor John Carter

That Council approve a financial contribution of $6,720 (GST exclusive) to the Kawakawa Business and Community Association (KBCA), for the cost of electricity supply to the Kawakawa Community Lighting Scheme, to be funded from the Eastern Amenity Development Levy Fund.

Amendment

Moved:       Cr John Vujcich

Seconded:  Cr Moko Tepania

That Council:

a)   approve financial contributions of $6,720 (GST exclusive) each to the Kawakawa Business and Community Association (KBCA) and no more than $6,500 for the Kaikohe Business Association for expenses related to the Central Business District lighting schemes in those towns, to be funded from the Eastern and Western Amenity Development Levy Funds respectively.

b)   agree to consultation for a targeted rate be added to the Long Term Plan for future funding of these schemes.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Cr David Clendon

The amendment became the substantive motion.

Resolution  2020/25

Moved:       Cr Kelly Stratford

Seconded:  Mayor John Carter

That Council:

a)   approve financial contributions of $6,720 (GST exclusive) each to the Kawakawa Business and Community Association (KBCA) and no more than $6,500 for the Kaikohe Business Association for expenses related to the Central Business District lighting schemes in those towns, to be funded from the Eastern and Western Amenity Development Levy Funds respectively.

b)   agree to consultation for a targeted rate be added to the Long Term Plan for future funding of these schemes.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

6.2         Kawakawa Water Treatment Plant - Health and Safety at Work Act (Hazardous Substances) Regulations 2017 Compliance Audit

Agenda item 6.2 document number A2844466, pages 28 - 30 refers.

Resolution  2020/26

Moved:       Mayor John Carter

Seconded:  Cr John Vujcich

That Council:

a)    approve unbudgeted capital expenditure of $195k to cover the cost of the required compliance work to meet the obligations of the Health and Safety at Work Act (Hazardous Substances) Regulations 2017 for the Kawakawa Water Treatment Plant.

b)    approve the direct appointment of Broadspectrum to undertake the identified work under urgency.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

6.3         Speed Limit Bylaw Review

Agenda item 6.3 document number A2870967, pages 31 - 165 refers.

motion

Moved:       Mayor John Carter

Seconded:  Cr Kelly Stratford

That Council:

a)      in its capacity as Road Controlling Authority, pursuant to Section 22AB(1)(d) of the Land Transport Act 1998, confirm new speed limits set out in the Okaihau-Kaeo-Waimate Review Area, as set out in Attachment 1 - “Okaihau-Kaeo-Waimate Review Area – Recommendations Report”.

b)      defers making amendments to the Speed Limits Bylaw 2019 set out in Attachment 1 “Okaihau-Kaeo-Waimate Review Area – Recommendations Report” until signage to make the new speed limits enforceable is installed.

Amendment

Moved:       Deputy Mayor Ann Court

Seconded:  Cr Rachel Smith

a)      agree to add the recommendations included on pages 60 and 162 of the FNDC Speed Limit Bylaw Review (File Number A2870967) in regards to engineering interventions for Wiroa Road from State Highway 10 to 100m west of the Kerikeri Airport be included in both the Regional Land Transport Plan (RLTP) 2021-2024 (currently under development) and the next Long Term Plan (2021) LTP for funding.

In Favour:       Mayor John Carter, Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Moko Tepania and John Vujcich

Against:           Cr Kelly Stratford

CARRIED

The amendment became the substantive motion.

Resolution  2020/27

Moved:       Mayor John Carter

Seconded:  Cr Kelly Stratford

That Council:

a)      in its capacity as Road Controlling Authority, pursuant to Section 22AB(1)(d) of the Land Transport Act 1998, confirm new speed limits set out in the Okaihau-Kaeo-Waimate Review Area, as set out in Attachment 1 - “Okaihau-Kaeo-Waimate Review Area – Recommendations Report”.

b)      defers making amendments to the Speed Limits Bylaw 2019 set out in Attachment 1 “Okaihau-Kaeo-Waimate Review Area – Recommendations Report” until signage to make the new speed limits enforceable is installed.

c)      agree to add the recommendations included on pages 60 and 162 of the FNDC Speed Limit Bylaw Review (File Number A2870967) in regards to engineering interventions for Wiroa Road from State Highway 10 to 100m west of the Kerikeri Airport be included in both the Regional Land Transport Plan (RLTP) 2021-2024 (currently under development) and the next Long Term Plan (2021) LTP for funding.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

Attachments tabled at meeting

1     Corrected FNDC Bylaw Waimate Speed Review Confirmation Recommendations Report

 

The meeting was adjourned from 11.53 am to 12.03 pm.

6.4         Option Report - Parks and Reserves Regulation

Agenda item 6.4 document number A2870781, pages 163 - 172 refers.

Resolution  2020/28

Moved:       Cr Dave Collard

Seconded:  Cr Rachel Smith

That Council agree:

a)      that a bylaw, under the Local Government Act, is the most appropriate way of addressing the problems of nuisance, health and safety and offensive behaviour on Council controlled parks and reserves.

b)      that administration draft a statement of proposal for the Council to make a bylaw to regulate activities on Council controlled parks and reserves and also develop nonregulatory options such as guidelines, education programmes and signage to support the implementation of an adopted bylaw.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

6.5         Options for controlling and regulating trade in public places

Agenda item 6.5 document number A2850002, pages 173 - 179 refers.

motion

Moved:       Mayor John Carter

Seconded:  Cr Felicity Foy

That Council, under the Local Government Act, adopt Option Three – make a new bylaw, as the most appropriate response to addressing the perceived problems associated with trading in public places.

Amendment

Moved:       Cr Kelly Stratford

Seconded:  Cr Dave Collard

That Council b) develop guidelines and education programmes after the adoption of the bylaw.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

carried

The amendment became the substantive motion.

Resolution  2020/29

Moved:       Mayor John Carter

Seconded:  Cr Felicity Foy

That Council, under the Local Government Act,

a) adopt Option Three – make a new bylaw, as the most appropriate response to addressing the perceived problems associated with trading in public places.

a)  develop guidelines and education programmes after the adoption of the bylaw.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

6.6         Options Report - Vehicle Crossings Regulation

Agenda item 6.6 document number A2856590, pages 180 - 185 refers.

Resolution  2020/30

Moved:       Deputy Mayor Ann Court

Seconded:  Cr Kelly Stratford

That Council:

 

a)      under the Local Government Act, agree that a bylaw is the most appropriate way of addressing the health and safety hazards than can be caused by poorly constructed or maintained vehicle crossings in the Far North District

b)      approve that administration draft a Statement of Proposal for the Council to make a bylaw to regulate vehicle crossings in the Far North District and provide information and education to support compliance with the bylaw (when it is made).

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

6.7         Elected Member Report

Agenda item 6.7 document number A2880089, pages 186 - 192 refers.

motion

Moved:       Cr Moko Tepania

Seconded:  Cr John Vujcich

That Council note the report’s entitled “Cr Tepania - Te Maruata Hui – March 2020”.

Amendment

Moved:       Cr Moko Tepania

Seconded:  Cr Kelly Stratford

That Council:

a)      note the report’s entitled “Cr Tepania - Te Maruata Hui – March 2020”.

b)      ensure an appropriate level of engagement, and due respect, be given to the representation review.

c)      agree an appropriately resourced programme to review Māori representation be implemented.

d)      hold informative workshops and receive robust analysis on Māori wards, including options to enable Māori participation in its processes and decision-making.

e)      that the review include guest speakers from Māori and Councils who have unsuccessfully and successfully enshrined Māori Wards/Constituencies.

In Favour:       Mayor John Carter, Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

carried

The amendment became the substantive motion.

Resolution  2020/31

Moved:       Cr Moko Tepania

Seconded:  Cr John Vujcich

That Council:

a)      note the report’s entitled “Cr Tepania - Te Maruata Hui – March 2020”.

b)      ensure an appropriate level of engagement, and due respect, be given to the representation review.

c)      agree an appropriately resourced programme to review Māori representation be implemented.

d)      hold informative workshops and receive robust analysis on Māori wards, including options to enable Māori participation in its processes and decision-making.

e)      that the review include guest speakers from Māori and Councils who have unsuccessfully and successfully enshrined Māori Wards/Constituencies.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

6.8         Climate Change Roadmap - Proposed Position of Sustainability Programme Co-ordinator and Implementation Funding

Agenda item 6.8 document number A2883795, pages 193 - 196 refers.

Resolution  2020/32

Moved:       Cr Kelly Stratford

Seconded:  Cr Moko Tepania

That Council:

a)      approve the Chief Executive Officer to create the post of Sustainability Programme Co-ordinator from within the current establishment (i.e. delete one of the current FTE vacancies and replace with the new climate change post)

b)      approve the inclusion of $125k in the Annual Plan 20/21 to enable actions arising from the climate change roadmap to be implemented.

In Favour:       Mayor John Carter, Crs David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Deputy Mayor Ann Court, Crs Mate Radich and Rachel Smith

Carried

 

 

 

 

 

 

 

Major Item not on the Agenda

Resolution  2020/33

Moved:       Mayor John Carter

Seconded:  Cr John Vujcich

That Council resolve to consider the item not on the agenda ‘Sustainable Procurement Criteria for Shovel Ready Projects’.

Carried

 

6.9         Sustainable Procurement Criteria for Shovel Ready Projects

Supplementary Agenda item 6.9 document number A2884013, pages 4 - 7 refers.

Resolution  2020/34

Moved:       Mayor John Carter

Seconded:  Cr John Vujcich

That Council adopt five sustainable procurement principles for shovel ready projects:

1.   Targeted Employment,

2.   Wages,

3.   Professional Development,

4.   Supplier Diversity and

5.   Environmental Kaitiaki.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 


 

7            Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution  2020/35

Moved:       Mayor John Carter

Seconded:  Cr Kelly Stratford

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

7.1 - Confirmation of Previous Minutes - Public Excluded

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

7.2 - Arvida Development Agreement Update

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

7.3 - Projected Variations to Performance Targets

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

Carried

 

RESOLUTION TO READMIT THE PUBLIC

Resolution  2020/36

Moved:       Mayor John Carter

Seconded:  Cr Moko Tepania

That Council move out of public excluded into open Council.

Carried

 

8            karakia whakamutunga – closing prayer

Cr Moko Tepania closed the meeting with a Karakia.

9            Meeting Close

The meeting closed at 3.14 pm.

 

The minutes of this meeting will be confirmed at the Ordinary Council Meeting held on 25 June 2020.

 

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

CHAIRPERSON


Ordinary Council Meeting Agenda

25 June 2020

 

   MINUTES OF Far North District Council
Ordinary Council Meeting
HELD AT THE
Electronically via , Microsoft Teams
ON
Friday, 5 June 2020 AT 1:00 pm

PRESENT:              Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr David Clendon, Cr Dave Collard, Cr Felicity Foy, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania, Cr John Vujcich

IN ATTENDANCE: Mike Edmonds (Kaikohe-Hokianga Community Board Chairperson)(until 3:38pm), Adele Gardner (Te Hiku Community Board Chairperson), Belinda Ward (Bay of Islands-Whangaroa Community Board)

STAFF PRESENT: Andy Finch (Acting Chief Executive/General Manager Infrastructure and Asset Management), Dean Myburgh (General Manager District Services), William J Taylor, MBE (General Manager Corporate Services), Darrell Sargent (General Manager Strategic Planning and Policy)

1            karakia timatanga – opening Prayer

Councillor Foy commenced the meeting with a prayer.

2            Apologies and Declarations of Interest

There were no apologies or declarations of interest.

3            Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution  2020/37

Moved:       Mayor John Carter

Seconded:  Cr John Vujcich

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

5.1 - Windsor Landing – Boat Ramp Access Development

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

In Favour:       His Worship John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

At the conclusion of the public excluded discussion the meeting confirmed that the decision  regarding Windsor Landing – Boat Ramp Access Development with the amounts redacted could be public information.

That decision is repeated here for public interest.

3.1         Windsor Landing – Boat Ramp Access Development

That Council

a)      approves tender Contract 3019 for the construction of the access road and parking facilities at Rangitoto/Windsor Landing for the sum of $REDACTED.

b)      approves the shortfall additional funds for the Engineering/Archaeological PF, facility fencing and landscaping works for the sum of $REDACTED plus GST.

CARRIED

4            MAYORAL ANNOUNCEMENTS   

 - Updated members on upcoming meetings and dates

          LGNZ AGM

          Rural Provincial

          Zone 1

- Provided an update on the drought and water storage.

5            Reports

5.1         Annual Plan Deliberations - 2020/21

Agenda item 5.1 document number A2891716, pages 12 - 16 refers.

Motion  

Moved:       His Worship the Mayor

Seconded:  Deputy Mayor Ann Court

That Council:

1.1 Amended Accounting Policies

1.1a) That Council amends its Accounting Policies to include the following:

Accounting treatment – funding depreciation

(A) All depreciation on assets will be funded from rates except for:

·    Roading/footpath assets – the subsidy element relating to the depreciation for these assets will not be funded by the relevant roading subsidy rate applicable in the relevant year.

·    Water/wastewater/public toilet assets – the depreciation for these assets will be reduced equal to any subsidy element to ensure that the benefit expected to be received by the current rate payers is applied.

·    Swimming pools – the depreciation for these assets will be reduced equal to any community contribution to ensure that the community benefits from the contributions made.

(B) Asset groups where depreciation will not be fully funded from depreciation:

·    All strategic assets, as per our Significance & Engagement Policy, will have depreciation fully-funded except for the items identified in (A).

·    Depreciation will be funded at a rate of 50% for community buildings/centres, halls and museums.

·    Depreciation will not be funded from rates for Civil Defence (alarms), carparks, maritime assets, motor camps, parks and reserves minor structures (e.g. boardwalks / park benches etc) and solid waste assets.

·    Any asset groups not covered above will have depreciation fully funded from rates (corporate assets etc.)

1.1b) That Council approves the allocation of depreciation savings to the Infrastructure Asset Condition Assessment programme for the next four rating years.

1.1c) That Council, in the fifth rating year, apply annual savings to overall operating expenditure.

1.2 Disestablish Library Overdue Fines for Children and Young Adults

1.2a) That Council removes overdue fines for children and young adults from its library schedule of fees and charges, effective 1 July 2020.

1.3 Adopt Fees & Charges

1.3a) That Council amends the attached Schedule of Fees and Charges for 2020/21 to replace current dog impound handling fees of $22.00 for up to three days, $42.50 for up to seven days and $63.00 for eight or more days with a flat fee of $10 per day.

1.3b) That Council adopts the Schedule of Fees and Charges for 2020/21.

Amendment

Moved:       Cr Kelly Stratford

Seconded:  Cr Rachel Smith

1.3a) … flat fee of $7.50 per day.

In Favour:       Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           His Worship the Mayor and Deputy Mayor Ann Court

carried

amendment

Moved:       Cr John Vujcich

Seconded:  His Worship the Mayor

That a full treatment of the Long Term Asset Funding and depreciation be work-shopped prior to Christmas 2020 so that a fully thought out and financially prudent solution can be prepared for the 2021 – 2024 LTP.

In Favour:       His Worship the Mayor, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

carried

The amendments became the substantive motion.

resolution  2020/40

Moved:       Mayor John Carter

Seconded:  Deputy Mayor Ann Court

That Council:

1.1 Amended Accounting Policies

1.1a) That Council amend its Accounting Policies to include the following:

Accounting treatment – funding depreciation

(A) All depreciation on assets will be funded from rates except for:

·   Roading/footpath assets – the subsidy element relating to the depreciation for these assets will not be funded by the relevant roading subsidy rate applicable in the relevant year.

·   Water/wastewater/public toilet assets – the depreciation for these assets will be reduced equal to any subsidy element to ensure that the benefit expected to be received by the current rate payers is applied.

·   Swimming pools – the depreciation for these assets will be reduced equal to any community contribution to ensure that the community benefits from the contributions made.

(B) Asset groups where depreciation will not be fully funded from depreciation:

·   All strategic assets, as per our Significance & Engagement Policy, will have depreciation fully-funded except for the items identified in (A).

·   Depreciation will be funded at a rate of 50% for community buildings/centres, halls and museums.

·   Depreciation will not be funded from rates for Civil Defence (alarms), carparks, maritime assets, motor camps, parks and reserves minor structures (e.g. boardwalks / park benches etc) and solid waste assets.

·   Any asset groups not covered above will have depreciation fully funded from rates (corporate assets etc.)

1.1b) That Council approve the allocation of depreciation savings to the Infrastructure Asset Condition Assessment programme for the next four rating years.

1.1c) That Council, in the fifth rating year, apply annual savings to overall operating expenditure.

1.2 Disestablish Library Overdue Fines for Children and Young Adults

1.2a) That Council remove overdue fines for children and young adults from its library schedule of fees and charges, effective 1 July 2020.

1.3 Adopt Fees & Charges

1.3a) That Council amend the attached Schedule of Fees and Charges for 2020/21 to replace current dog impound handling fees of $22.00 for up to three days, $42.50 for up to seven days and $63.00 for eight or more days with a flat fee of $7.50 per day.

1.3b) That Council adopt the Schedule of Fees and Charges for 2020/21.

 

And that a full treatment of the LTAF and depreciation be work-shopped prior to Christmas 2020 so that fully thought out and  financially prudent solution prepared for the 2021 – 2024 LTP.

CARRIED

RESOLUTION 2020/41

Moved:       His Worship the Mayor

Seconded:  Deputy Mayor Ann Court

2. Other Issues Raised

2.1a to 2.10a) That Council note the submissions but makes no change to the Annual Plan 2020/21 as a consequence of the submissions.

 

In Favour:       His Worship the Mayor, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

carried

resolution 2020/42

Moved:       His Worship the Mayor

Seconded:  Cr Felicity Foy

3. Other Items

3.1a) That Council increase the Te Hiku footpath capital programme funding for 2020/21 by $130,000 to enable the completion of the loop footpath at Te Ahu/Te Hiku sports hub.

3.2a) That Council reduce forecast operational income from i-SITE commission to $123,056 for the 2020/21 financial year.

In Favour:       His Worship the Mayor, Deputy Mayor Ann Court, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Cr Mate Radich

Abstained:       Cr David Clendon

carried

resolution 2020/43

Moved:       His Worship the Mayor John Carter

Seconded:  Cr Moko Tepania

4. Minimising the rates increase for 2020/21

4.1a) That Council allocate $300,000.00 in the Annual Plan 2020/21 to an Economic Recovery and Support Fund to use at its discretion to stimulate and support the local economy following the impacts of the COVID-19 lockdown.

4.1b) That Council delegates the authority for allocating this fund to His Worship the Mayor, Deputy Mayor, Chief Executive Officer and General Manager – Strategic Planning and Policy.

4.2a) That Council

i) reduces funded depreciation for strategic assets by 24% for the 2020/21 financial year;

ii) that this decision applies for the 2020/21 financial year only; and

iii) acknowledges that this decision is an inconsistent decision under section 80 of the Local Government Act 2002.

4.2b) approves that the unfunded depreciation on strategic assets for 2020/21 be recovered over the first five years of the 2021/31 Long term Plan”.

 

In Favour:       His Worship the Mayor, Dave Collard, Felicity Foy, Moko Tepania and John Vujcich

Against:           Deputy Mayor Ann Court, David Clendon, Mate Radich, Rachel Smith and Kelly Stratford

The Mayor used his casting vote to carry the motion.

carried

 

resolution 2020/44

Moved:       Cr Felicity Foy

Seconded:  Deputy Mayor Ann Court

That Council agree to funding reviews for the civic buildings (halls) for our district, being the Turner Centre - Kerikeri, Te Ahu – Kaitaia, before the end of December 2020.

 

In Favour:       His Worship the Mayor, Deputy Mayor Ann Court, Dave Collard, Felicity Foy, Mate Radich, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Crs David Clendon and Rachel Smith

carried

resolution 2020/45

Moved:       Cr Felicity Foy

Seconded:  His Worship the Mayor

That Council agree that the Doubtless Bay Information Centre be granted $10,000 for the 2020/21 financial year, and that the 17A Review of i-sites and Service Centres be completed prior to the Long Term Plan 2020/2021.

In Favour:       His Worship the Mayor John Carter, Dave Collard, Felicity Foy, Mate Radich and Moko Tepania

Against:           Deputy Mayor Ann Court, David Clendon, Rachel Smith, Kelly Stratford and John Vujcich

The Mayor used his casting vote.

carried

Cr Mate Radich left the meeting at 3.44 pm. Cr Mate Radich returned to the meeting at 3:46 pm.

At 3:48 pm, Cr Mate Radich left the meeting.

6            karakia whakamutunga – closing prayer

Cr Tepania closed the meeting with a prayer.

7            Meeting Close

The meeting closed at 3.52 pm.

 

The minutes of this meeting will be confirmed at the Ordinary Council meeting to be held on 25 June 2020.

 

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

CHAIRPERSON

 


Ordinary Council Meeting Agenda

25 June 2020

 

6            Reports

6.1         COVID-19 Response – Te Tai Tokerau Worker Redeployment Package

File Number:           A2890607

Author:                    Tania George, EA to GM - Infrastructure and Asset Management

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

 

Purpose of the Report

To approve the funding agreement with the Ministry of Business, Innovation and Employment (MBIE) to receive $9.32m of funding to be used for local worker redeployment.

Executive Summary

·        On 16 March 2020 Cabinet approved a Worker Redeployment Package of $100 million.

·        A joint submission was made from all Northland Councils and NZTA to the Ministry of Business Innovation and Employment (MBIE) requesting funding for work having a total value of $14.6m.

·        A total of $9.32m of funding was approved of which $2.21m is allocated to FNDC.

·        Whangarei District Council (WDC) will enter into an agreement with MBIE on behalf of the joint applicants to access the funding.

·        FNDC is now required to enter into a back to back agreement with WDC to access its approved funding allocation of $2.21m.

 

Recommendation

That Council:

a)      note that Whangarei District Council intends entering into an agreement with the Ministry of Business Innovation and Employment to receive $9.32m of funding to be used for local worker redeployment across Te Tai Tokerau.

b)      approve Council entering into a back to back contractual agreement with Whangarei District Council in the sum of $2.21m to ensure delivery of the FNDC projects included in the agreement in item 1.

c)      delegate to the Chief Executive the authority to finalise the terms and conditions of the agreements in item b.

 

1) Background

On 16 March 2020 Cabinet approved a Worker Redeployment Package of $100 million. The Cabinet Committee for the COVID-19 Response then approved additional funding of $36.720m to support local workforces, for the Ministry of Social Development (MSD) for training and support for redeployment activity and for a primary sector workforce package. Of this amount $27.270m is to be used by the Provincial Development Unit for worker redeployment.

Whilst the total value of work submitted in the application totalled some $14.6m, Te Tai Tokerau will receive $9.32m of this package for urgent economic relief of its workforce.

MBIE have identified outcomes for this funding, being:

(a)  redeploy people relatively quickly in Te Tai Tokerau;

(b)  provide alternative employment for 3-6 months for 165 workers; and

(c)  align with objectives for economic development in Te Tai Tokerau.

There is also the intention to agree with MBIE within two weeks of signing the agreement measurable and achievable social procurement objectives for the project. To date they have been identified as such things as:

•     Targeting local Maori, Pasifika and women workers who have been displaced by COVID-19

•     The use of businesses owned and operated by people who reside in the Northland Region, but targeting Maori and Pasifika businesses

•     Providing skills and training to those workers who are employed through this initiative, which they will be able to take on to other work in the future

•     Ensuring that the working conditions are suitable with health and safety training

•     Being environmentally responsible so that the project will be delivered sustainably.

Staff have been working with MBIE to identify projects that would benefit from this funding.

Attachment 1 contains the list of those projects that MBIE consider meet the objectives of Cabinet.

The projects will be predominately delivered through the Northland Transportation Alliance, but there are some small Parks components that will be delivered through existing FNDC contractual arrangements. It is intended that additional staff will be recruited to the workforce to deliver these projects and arrangements are being made with the Ministry of Social Development (MSD) to recruit suitable resources.

It has been agreed that Whangarei District Council will hold the master agreement with MBIE. Subject to Council approval, Council will enter into a separate back to back agreement with Whangarei District Council to ensure alignment of the arrangements of delivery of the identified FNDC projects, and to create a contractual payment obligation between Whangarei District Council and FNDC (i.e. FNDC will invoice Whangarei District Council for work undertaken up to the agreed financial threshold). 

2) Discussion and Options

This is seen as a great opportunity to inject funding into the Northland Region to support that part of the community that has been impacted by the COVID-19 situation. The funding scope targets labour intensive work that can be initiated quickly, and which will increase levels of service for those activities where traditional funding has historically not been enough.

The scope of the funding is broken into two primary parts being:

1.       $3.86M of discrete activity funding for the four Northland Councils and NZTA made up of:

1.1. $1.6M – Kaipara District Council (KBC)

•     Specific vegetation clearance and clean ups at Kai Iwi Lakes & Pou Tu o Te Rangi.

1.2. $1.26M – NZTA

•     State Highway vegetation clearance and roadside litter clean up

1.3. $600k – Whanagerei District Council (WDC)

•     Tikipunga Cycle Trail Stage 1 (Totora Parklands to Whangarei Falls) - $400k

•     Parks vegetation clearance and clean ups - $200k

1.4. $200k – FNDC

•     Parks vegetation clearance and clean ups

1.5. $200k – Northland Region Council (NRC)

•     Rivers vegetation clearance and clean ups

2.       $5.46M of funding to be distributed across the three District Councils (based on agreed distribution parameters for each item) for the following roading activities:

2.1. Removal of known roadside hazardous trees

2.2. Removal of self-seeded roadside trees

2.3. Roadside litter collection and clean up

2.4. Spot Spraying of Noxious weeds

2.5. Accelerated unsealed network grading program

2.6. Footpath “missing link” construction

2.7. Sight rail safety improvements

These roading related activities will be administered by Northland Transportation Alliance, leveraging off existing Maintenance Contract Agreements. Those contractors will supplement their own specialist resources to facilitate the works completion through the engagement of local construction and vegetation subcontractors, further supported by additional local labour obtained through MSD. Where vegetation clearance work generates a supply of quality firewood, the NTA will look to engage local community groups to collect and distribute to those in need throughout the Northland region.

The overall organisation allocation of the funding is anticipated to be as follows:

Reason for the recommendation

The recommendation enables Council to enter into a back to back agreement with WDC to enable it to access funds totalling $2.21m to deliver the identified projects.

3) Financial Implications and Budgetary Provision

There are no additional Council budgets required. However, there will be a requirement for staff to manage the delivery of FNDC’s projects which may require the engagement of consultancy staff. This will be charged to existing professional services budgets.

The decision does not trigger the significance criteria outlined in Council’s Significance and Engagement Policy, and the public will be informed via public announcement by MBIE and Council once the agreement has been signed.

 

Attachments

1.       Attachment 1 - Agenda Attachment - Te Tai Tokerau Worker Redeployment Package - A2890642  


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

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

Low significance.

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

Not applicable.

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

The proposal has a District wide significance.

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

Not applicable.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.

Not applicable.

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

As detailed in report.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 

 


Ordinary Council Meeting Agenda

25 June 2020

 

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Ordinary Council Meeting Agenda

25 June 2020

 

7            Information Reports

7.1         2019 Triennial Elections Report

File Number:           A2847701

Author:                    Caroline Wilson, Manager - District Administration

Authoriser:             William J Taylor MBE, General Manager - Corporate Services

 

Purpose of the Report

The purpose of this report is to provide Council with information regarding the triennial election conducted in October 2019.

Executive Summary

The 2019 local government elections occurred on Saturday 12 October 2019. Independent Election Services Ltd have provided a report which summarizes the electoral process in the 2019 triennial election for Council’s information.

Recommendation

That the Council receive the report 2019 Triennial Elections Report.

 

 

Background

The 2019 local body elections were conducted in October 2019, with 90 candidates contesting 29 available seats across Council and Community Boards.  Final voter turnout sat at 47.48%, an increase from 41.73% voter turnout in 2016.   The national average was 41.7%.

Discussion and Next Steps

The Far North District Council’s 2019 triennial election were conducted successfully and met all legislative and practical requirements. No issues or concerns of significance arose from these elections and all tasks were completed satisfactorily and on time.  

 

Following the public declaration of results, an application for a judicial recount for the Te Hiku Ward vote was made to the Whangārei District Court. The declaration of results for the candidates polling third and fourth recorded a difference of 10 votes.  The result of the judicial recount confirmed the declared Te Hiku Ward candidates.

Financial Implications and Budgetary Provision

There are no financial implications as a result of this report.

Attachments

1.       2019TA-FinalReport-FarNorthDC - A2843187  

 


Ordinary Council Meeting Agenda

25 June 2020

 

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Ordinary Council Meeting Agenda

25 June 2020

 

7.2         CEO Report to Council 01 March 2020 - 30 April 2020

File Number:           A2893130

Author:                    Mia Haywood, Accounting Support Officer

Authoriser:             Emma Healy, Executive Offcier

  

Purpose of the Report

The purpose of the report is to present the CEO Report to Council: 1 March 2020 to 30 April 2020 for Council’s consideration.

Executive Summary

The CEO Report to Council is a summary of Council activities, presenting an overview across all activities that Council undertakes.  We have placed emphasis on relevant issues and pressures Council is experiencing whilst meeting its objectives to the community.

Recommendation

That the Council receive the report “CEO Report to Council 01 March 2020 - 30 April 2020“.

 

Background

The CEO Report to Council is attached and covers a detailed overview of progress against Council’s activities.  His Worship the Mayor and Councillors’ feedback is welcomed.

Discussion and Next Steps

This report is for information only.

Financial Implications and Budgetary Provision

There are no financial implications or budgetary provision needed as a result of this report.

 

Attachments

1.       CEO Report to Council_1 March 2020 - 30 April 2020 - A2893126  

 


Ordinary Council Meeting Agenda

25 June 2020

 

 

 

FNDC Horizontal Logo

 

 

 

 

 

 

 

Chief Executive Officer’s Report to Council

 

Period: 1 March 2020 - 30 April 2020

 

 

 

 

 

 

 

 

 

Key Work Plan Areas:

Governance

CEO Office

Strategy

Corporate Operations

Infrastructure and Asset Management

 

 

 

 

 

 

 

 

Introduction

Welcome to this CEO report, which provides an overview on the Council’s activities for the period 1 March 2020 – 30 April 2020.


Welcome to the latest summary report of Council activities

 

 

Introduction from Shaun Clarke, Chief Executive

 

This report covers the period from 1 March – 30 April, during which the ongoing response to drought continued, and Council was required to respond to COVID-19.  

 

On 28 February 2020 New Zealand confirmed its first case of COVID-19.  Central government’s response started with the monitoring of cases, and by 14 March the first public event was cancelled (coinciding with the one-year anniversary memorial tribute to the Christchurch mosque shootings).  This was quickly followed by the Prime Minister’s announcement that effective 01:00 on 16 March, all travelers arriving in or returning to New Zealand from outside of the country must self-isolate for 14 days.  A halt to public gatherings of more than 500 people was put in place, and the Prime Minister warned that the outbreak could lead to a recession greater than the 2008 global financial crisis.  On 21 March, a country-wide alert level system to deal with the coronavirus outbreak was introduced, with the country being at alert level 2.  As cases escalated, New Zealand moved to alert level 3 and on 25 March moved to alert level 4.  New Zealand was in a national state of emergency, and Council was required to act quickly to comply with government rules.

 

For the Far North District Council this meant an immediate response was required.  I am exceptionally proud of the way the organisation mobilised quickly, showing that we are truly ‘progressive’.  The Crisis Response Team (CRT) was formed on 10 March 2020 with the mandate to focus on FNDC’s COVID-19 response and drought responsibilities.  The Council had to immediately determine what level of service could be provided at alert levels 3 and 4 initially and put in place measures to keep staff who were required to undertake field work safe. With 48 hours’ notice, Council had to enable all staff to work from home.  Consideration needed to be given to connectivity, IT hardware and software, furniture for working from home, and all within the context of giving assurances to staff, Elected Members and the community at large during uncertain times.  Council had to work with staff and Elected Members to enable new ways of meeting and working digitally and recognition must be given to our IT team for the work done. 

 

In order to manage the crisis and its impacts, digital engagement with community groups increased and Council played a role in the Civil Defence welfare efforts, particularly in the coordination of food and supplies distribution.  The ‘operating rhythm’ of Council had to change.  Council meetings became fortnightly and Elected Members were issued with devices enabling digital meetings aligned to the Local Government Act amendments.  With the exception of Assurance Risk and Finance, Committee meetings were replaced with Committee workshops.  The Mayor and Deputy Mayor met daily with the Chief Executive.  The way Council worked had to change and change quickly. 

 

Essential services were maintained in roading, animal management, resource consents, building control, district facilities operations, the contact centre and three waters throughout the COVID-19 alert levels.  People leaders checked in with their teams on a daily basis during the first month of lockdown, and feedback through staff survey showed that this was appreciated.  Staff were redeployed to providing welfare assistance or to other essential work. 

 

Communication via the website, Facebook and media releases updated customers on the services being provided and what to expect from the organisation during lockdown. I commenced daily communication with staff, quickly utilising video as the preferred medium. 

 


 

Work on the drought response continued, and during this two-month period residents across the District reduced water consumption.  Alternative water sources work continued with:

·    Sweetwater bore – the District Health Board gave approval for tankers to take potable water from this alternative source

·    Lake Omapere supplementary water supply project completed

·    Te Rarawa (Bonnetts Road) bore became operational

·    Monument Hill deep bore progressed to design phase

·    Through CDEM, emergency water tanks  were deployed to Kaitaia, Kaikohe, Rawene

 

Central government also announced infrastructure funds to help stimulate the economy.  These funds are: 

·    Shovel ready projects – criteria were to identify projects of a large scale, that are construction ready and will have provide regional and national impacts.  Council submitted an application for $285.5m worth of projects.

·    Northland redeployment – the focus is to create employment opportunities.  Northland Councils jointly submitted $14.6m of projects and have had $9.32m of funding approved.

·    Innovating Streets (NZTA) – the purpose of this funding is to pilot transformational change in urban areas.  There are two rounds of submissions, with some projects already submitted in round one.

·    ‘Tools and vest’ – this focus is on smaller community-driven projects.  At the time of writing this report the Council, FNHL and Elected members have worked collaboratively to identify a number of projects to be submitted.

 

Considerable time and effort from the IAM team in particular has gone into ensuring FNDC makes the most of these funding workstreams that have become available.

 

The drought challenge, and then COVID-19, has had a significant impact from a leadership perspective.  For example, the Chief Executive has in recent months spent around 80% of his time working on crisis related matters. The General Manager - IAM has been almost exclusively working on drought relief for the last 4 months, along with the Infrastructure Operations Manager who is 100% seconded to the CRT. The Manager - People & Capability has also been involved in significant work in supporting the new CRT arrangements. These are only a few examples of the scale of the response to the crisis from senior management within the Council, every manager has diverted a significant part of their time in this regard.

 

The managerial emphasis has been two-fold. Firstly, to meet the challenge of the crises head-on and second, to deliver on as many performance targets and to run as much BAU as is possible under the circumstances.  The workforce is to be congratulated for its agility in moving to new ways of working, this has minimised the impact on service levels. A combination of good pre-planning and early intervention by management has enabled an orderly exit from the physical workplace and, via high levels of connectivity, has enabled a significant return to BAU. Despite these pro-active steps, there are still significant areas across Council services which, in terms of performance, are affected detrimentally.  A detailed synopsis of the impact of the crises on the delivery of BAU, and the consequential resetting of targets for the remainder of the year was submitted to Council 21 May 2020.

 

Despite the significant challenges during this period, highlights included:

·    The development of online employee inductions

·    Councils climate change roadmap was completed and adopted by Council in May

·    The commencement of Annual Plan deliberations

·    Councils first virtual Ordinary Council Meeting which occurred on Thursday 9th April

·    Committee workshops were launched

·    Fresh Water Resilience risk was identified as an emerging risk

·    The BCA has cleared all General Non-Compliances identified in the October 2019 International Accreditation New Zealand biennial audit.

·    The Northland CDEM Group Emergency Coordination Centre was established to manage the northland drought response and has continued to be fully staffed throughout the period of the COVID-19 lockdown to manage the overall regional multi-agency response to both events

 

In terms of operational delivery, the following is a cross-section of outputs described in this report:

 

·    Overall Customer Service Index (CSI) for Requests for Service: 82.3 (0.5% decrease), however there was little data received during March and April.

·    The number of Property File Information requests under Level 4 were 16 per week, this increased to 29 in Level 3, with numbers in March and April lower than requests received in January and February.

·    The i-Sites saw a decrease in visitor numbers, retail revenue, transaction spend and transaction numbers which is expected due to lockdown conditions.

·    Whilst the libraries remained closed for most of this period, they saw a 108.7% increase in ebook and audiobook and a 31.2% increase in library website sessions

·    875 Environmental Services Requests for Service were received and 941 closed during March – April 2020. Compared to the previous two months, this is a reduction of nearly 50%.

·    98 resource consent applications were received during the months of March and April, an increase of 88 compared to January and February.

·    The Animal Management team received 375 Requests for Service during March – April; 71 of these Request for Service were Priority 1 and 98% of all RFS’ were responded to on time.

·    8,213 dogs have been registered for the current registration period and 3,003 additional dogs on record which are not currently registered (noting proactive registration was unable to be completed due to lockdown measures).

·    34 dogs were impounded across the District during the March-April period with one dog rehomed through Council’s website. Four dogs were transferred to rescue groups for rehoming and 17 dogs were claimed by their owners.

·    8 Infringements were issued to dog owners for offences during March-April.

·    59 verifications were scheduled from 24 March 2020 to 30 May 2020, with 21 of these carried out by 23 March (due to lockdown measures.

·    No food premise verifications were undertaken as none were operational with COVID-19 measures in place.

·    78 noise complaints received noting that during Level four lock down noise complaints were not responded to by the Council and were referred to Police.

·    63 Parking Infringements were issued during March and April.  Parking Enforcement did not occur during Levels four and three, so these offences occurred prior to 24 March 2020.

·    A total of 180 building consents were received and the BCA issued 189 building consents during the same period.

·    96.3% of building consents were issued within the legislative time frame of twenty working days.

·    92 RFS’ were received by Compliance during March-April and 33 RFS’ were closed

·    30 Notices to Fix were issued for breaches of the Building Act 2004 between March-April 2020.

·    20 swimming pool inspections were carried out between March-April, with no inspections done during the lockdown period.  

·    Work on resilience slips (low cost low risk) was completed at Wharau Rd, Broadwood Rd, Waiotehue Rd and Tamuata Road and most other resilience work was delayed.

·    Road sealing in the South region is 98% and the North region 89% complete with the pending surfacing not completed due to COVID-19 lockdown.

·    Fibre installation at 4 sites continues

·    Traffic management plans for slip repairs and maintenance works were approved, with work at the Waipapa roundabout recommencing

·    Panguru flood mitigation design work completed

·    Construction operations on Kumi Road, Porotu Road, and Puketi Road unsubsidised seal extensions have been delayed by 1 month due to COVI-19, and Koropwera Road is still at the NZTA business case approval stage.

 

Overall, while there have been a number of highlights over the last two months, the operations of FNDC have been impacted by both drought conditions in the region and the international COVID-10 pandemic.  From physical parts supplies during lockdown periods, staff being re-directed to urgent crises work, to leadership’s focus on crises response and ensuring our staff could continue to work digitally; delivery has been impacted.  This period has been challenging for everyone, and I would like to express my thanks to staff for their efforts, and to Elected Members for their continuing support.

 


 

Governance

 

 

Digital Enablement

 

This period saw an amendment to the Local Government Act (LGA) in response to the COVID-19 pandemic notice, removing the requirement for physical quorum. The purpose of the amendment was to enable decision-making during lockdown Levels 4 and 3. 

 

This presented staff with an opportunity to bring forward plans for digital enablement, resulting in the Mayor and Councillors being provisioned with iPads loaded with MS Teams. Community Board Chairs were also provided with MS Teams on their personal devices allowing them to fully participate in Councils first virtual Ordinary Council Meeting which occurred on Thursday 9th April.

 

Committee meetings were cancelled in April and May to accommodate fortnightly Council meetings.  In early May, a Committee workshop programme was implemented to enable discussion on key topics between members and staff as a temporary replacement for formal Committee meetings.

 

Work remains underway to configure and implement LGHub, which will allow e-agendas to be disseminated to device. This has been slightly delayed by the situation with lockdown but is still progressing well. 

 

 

Sustainable Procurement Framework

 

Members have signaled a strong desire to deliver positive social outcomes as a result of our procurement activities. Work on the initial planning phases for the project commenced mid-March and was given an additional “focus” boost due to COVID-19, in particular on shovel ready projects.  This presents Council with a real opportunity (and risk) to step into this space early, and learn with our supplier base. The net result of COVID-19 is that the project has been split into two phases, as follows:

 

Phase 1 – Shovel Ready projects

Phase 2 – Delivery of the sustainable procurement framework

 

The focus of April centered on Phase 1 - Shovel Ready projects.  Work is well advanced on the Kaitaia Water Project and will provide a baseline for any other shovel ready project that we receive funding for. If and when we are fortunate to receive funding from central government, close engagement with the project leads will occur to ensure targeted social outcomes are achieved as a result of each project (where applicable).

 

Members were taken through the shovel ready “toolkit” criteria at the Audit, Risk and Finance workshop on the 8th May 2020 with no changes to the proposed criteria.  A report for adoption of these criteria will be brought before Council in May.

 

Phase 2 of the project will focus on the delivery of the Sustainable Procurement Framework which will be designed in consultation with key stakeholders and will commence post lockdown.  It will be informed by the learnings from shovel ready projects and contain medium and long term tangible and innovative criteria designed in collaboration with Elected Members, SLT, key internal and external stakeholders, amongst many other artefacts such as revised policy, supplier guidance, training programmes, an implementation plan post project and operational handover documentation.

 


 

CEO Office

 

 

People and Capability

 

Working during COVID-19 Alert Levels

 

Teams had daily checks in during this time to ensure everyone was coping ok and for each other to interact personally which was an important part of dealing with lockdown.

 

The P&C team took an innovative approach to inducting our new people into FNDC rather than delay their start date we held virtual inductions which enabled people to start in their roles and become part of their teams virtually. The Managers organised remote work and learning for them. The feedback to this was very positive and appreciative.

 

We also interviewed and recruited new employees via this virtual platform which has proved hugely successful.

 

We have been commended by the PSA for the way in which FNDC Leaders have managedpeople during the lockdown. The Working from Home survey results endorsed this message with 88% happy with the leadership within FNDC.

 

Support and feedback via regular group T3/T4 team meetings is ongoing, this has enabled us to deliver, receive and address information, requirements, and any issues arising during level transitions.

 

People Leader Onboarding

 

The People Leader Onboarding Workshop was carried out for Tier 3 and Tier 4 people leaders on 5 March 2020.

 

Staying Well Away from Work

 

Providing all staff with ready access to information and guidance on working remotely was essential at the start of lockdown. Using Council’s learning platform Percipio, two customised resource channels entitled ‘Staying Well Away from Work’ were created for all staff and people leaders. These channels provide information and learning on topics as diverse as how to use Microsoft Teams to how to talk to your children about COVID-19. This resource was extremely well received and recognised by Skillsoft, the global eLearning platform provider, as FNDC setting the ‘gold standard’ in online delivery.

 

Online Staff Development

 

Working remotely presented two opportunities for staff skill development. The first was simple access to online training courses that could supplement business as usual activity. The second was targeted learning assigned by people leaders to their teams enabling the transition to the new ways of working. Progress on these assignments is easily monitored and reviewed as required.

 

Increase in Webinar delivery

 

Remote working has led to an increase in output of webinars from SOLGM. This is a very cost effective communication medium that FNDC embraces enthusiastically. In recent weeks, updates on RMA, Annual Plan and LGOIMA have featured prominently. The recordings of all webinars are accessible to any staff or elected members in Te Kupenga.

 

Customer Experience Programme

 

Closed RFS – Customer Satisfaction Index (CSI)

 

The scores provided below are for the organization for the four months ending 30 April (please note that we have been unable to survey and receive responses during the COVID-19 lockdown so there is little data for March and April which has affected that statistics):

•        Overall Customer Service Index (CSI) for Requests for Service: 82.3 (0.5% decrease)

•        Overall satisfaction making the request 87.6% (0.9% increase)

•        CSI for requests made via the After Hours provider: 80 (3.8% increase)

•        CSI for library services: 93.9 (0.7% increase)

•        CSI for visits to i-SITEs and Service Centres: 99 (0.5% decrease)

 

Monthly CSI Trend for closed Requests for Service:

 

 

Other measurement programmes

 

The scores provided below are for the six months ending 30 April (please note that all the below figures are also affected by low responses):

•           CSI for Building Inspection Services: 70.5 (12.9% decrease)

•           CSI for Building Consent Process: 57.9 (1.7% decrease)

•           CSI for Resource Consent Process: 64.3 (1.2% decrease)

 

The current focus of the Customer Experience Improvement Programme is noted below:

•           Supporting our customers experience during the COVID-19

•           Assisting with diagnostics and recommendations for Transport team.

•           Developing customer value proposition framework.

•           Investigating tools and methods to gather and utilise customer feedback to improve customers experience.

•           Analysing existing data about customers to inform Customer Experience Strategy.

•           Developing and implementing a Customer Experience Business Engagement Plan to improve customer centricity.

 

 

 


 

Health, Safety & Wellbeing

 

Summary of Activities

 

•      COVID-19 pandemic arrangements and support dominated HSW focus throughout the reporting period.

 

•      Focus on COVID-19 alertlLevel 4 working from home assessments, with 224 reviewed and assessed.

 

•      Development of alert level 3 COVID-19 controls document for office and field workers.

 

•      HSW assistance to Crisis Reponses Team (CRT) under Logistics with specialist advice provided on Personal Protective Equipment (PPE) during COVID-19.

 

•      52 COVID-19 PPE kits issued to field services staff during alert level 4 and 3.

 

•      46 COVID-19 hygiene kits issued to office staff during alert level 3.

 

•      Vehicle GPS and lone worker safety solutions project placed on hold due to COVID-19 Pandemic, all 10 tenders placed on 3 month extension.

 

 

 

 

 

 

 


 

PeopleSafe Stories Types during the reporting period

PeopleSafe Stories Told 2019/2012 – 12 Month Rolling including average incidents per month

During the two month reporting period there were 6 PeopleSafe stories told, covering 12 incident types. The average number of incidents per month has continued to drop and sits at 10 incidents/month due to the nil reporting of incidents in April.  This can be attributed to the fact that for all of April the vast majority of staff were in lock down for alert level 4.


Staffing, Salaries and Training

 

 

Current Staffing Levels

 

Vacancies

As at 30 April 2020 FNDC held the following vacancies: (On Hold – reasons various, the undertaking of functional reviews of many positions has increased this number)

 

 

Salaries and Training 2019-2020

 


Communications

 

Raising community awareness of the drought’s impact on water supplies and the Council’s response to COVID-19 was the Communication team’s focus in March and April. Outputs included:

 

·    A daily message to staff about topical matters, especially COVID-19.

 

·    Fourteen media releases. Eight of these were about the Council’s response to COVID-19, particularly service levels and operations during the pandemic ‘lock-down’.  Three media releases were about the drought and its impact on water supplies.  The remaining three were about improvements to library services, consultation for the Annual Plan 2020/21 and the Council appointing Fullers to operate the Hokianga Ferry.

 

·    Thirteen briefings about water shortages and COVID-19 for elected members.

 

·    Six mayoral blogs/newspaper columns about water shortages and COVID-19.

 

·    Five, full-page newspaper adverts about the drought’s impact on water supplies and the Council’s response to COVID-19.

 

·    Four news updates about water shortages in Kaikohe for the Kaikohe Business Association.

 

·    Three videos about water shortages in the District.

 

·    Sixty-six Facebook posts, mostly about water shortages and COVID-19.  These posts reached, on average, 2,928 people a day and helped the Council to increase the number of people liking its Facebook page from 5,239 to 5,417.

 

·    A four-page newsletter about the Council’s management of the drought and its response to the COVID-19 pandemic.  This was sent to ratepayers with fourth quarter rates instalments.

 

·    A seven-day radio advertising campaign about rates relief measures on eight Northland radio stations.

 

·    Weekly graphs showing water usage at the Council’s eight water supplies.

 


 

Strategy

 

 

Planning

 

Annual Plan

 

Consultation concluded on next year’s Annual Plan in late April, with 36 submissions. Adoption of the Annual Plan is still scheduled for 25 June 2020. The deliberations meeting has been delayed to allow Elected Members more time to discuss amendments in light of COVID-19 impacts.

 

Long Term Plan (LTP)

 

Although staff continue to work on LTP deliverables such as the Infrastructure Strategy, the environmental scan and asset planning, community engagement has not progressed as originally planned. Elected Member workshops have also been delayed. Timelines and plans are being reviewed to enable the programme to move forward once lockdown is lifted and we are better able to progress important discussions, both within Council and in communities. Other related future-facing topics such as Far North 2100, Climate Change and the District Plan, also impacted by COVID-19, will be re-aligned.

 

Review

 

The Revenue Review process stalled as a result of COVID-19. When workshop opportunities have been confirmed Councillors will resume discussion on the scenarios left on the table at the last workshop. The next step is for Council to decide which scenarios they wish to have an initial conversation with ratepayers on. This engagement will be incorporated in the overarching engagement programme alongside the LTP and other future facing initiatives.

 

Strategy Development, Bylaws and Policies

 

Far North 2100 District Strategy

 

On 17 March 2020 a workshop with staff and elected members on an initial list of transformation opportunities that will inform an identified workshop with iwi and hapū representatives was cancelled due to COVID-19.  Staff have continued to develop the transformation opportunities in a digital format with the aim of conducting an online and digital engagement exercise with elected members in early June 2020. The output from this digital engagement exercise will inform further digital engagement events with iwi and hapū representatives and then public engagement events on a draft Far North 2100 District Strategy and Spatial Plan later in the year.

 

Transport Strategy

 

The draft Integrated Transport Strategy that was developed as part of the application being prepared for the Far North District Council submission to the Regional Land Transport Plan will be reviewed as part of the development of the Infrastructure Strategy. The Infrastructure Strategy is scheduled to be completed in December 2020, in alignment with the Long Term Plan programme of work.

 


 

Climate Change

 

Staff completed the Far North District Council Roadmap for Climate Change and submitted this to the 7 May 2020 Council meeting for approval. The road map is premised on four distinct, but interrelated workstreams;

 

·    council’s climate change mitigation initiatives

·    The community’s climate change mitigation initiatives

·    council’s climate change adaptation initiatives

·    The community’s climate change adaptation initiatives

 

Bylaw Programme

 

The first round of options papers to address the problems covered in the following revoked bylaws have been submitted to the 21 May 2020 Council meeting for a decision;

·    Mobile Shops and Hawkers Bylaw

·    Vehicle Crossings Bylaw

·    Reserves Bylaw

 

A paper recommending that Council approve the amendment to the Far North District Speed Limits Bylaw with a new set of speed limits in the Okaihau-Kaeo-Waimate review area has been submitted to the 21 May 2020 Council meeting.  A plan for the next tranche of speed limit reviews is under development.  This will incorporate the review of speed limits on Te Oneroa-a-Tōhē / Ninety Mile Beach as part of the execution of the Beach Management Plan.

 

Northland Water Storage

 

The Northland Water Storage and Use Project is studying water storage and use options to lift deprivation levels in the mid north by enabling access to irrigation supplies to permit crop conversions with a higher return rate.  The project has concluded its pre-feasibility phase with a recommendation to undertake detailed studies of storage networks in both the Far North and Kaipara Districts.  Verbal approval to commence the feasibility phase has been provided by the Ministry of Business, Innovation and Employment.   

 

The pre-feasibility phase findings resulted in the acceleration to gain approval for a reservoir at the Ngawha Business and Innovation Park, with a resource consent application being filed in May 2020 and anticipated commissioning of the reservoir and irrigation scheme in August 2021.  Given the location, the reservoir is suitable, as an alternative water source, to also supply drinking water to Kaikohe.  Council has approved funding contributions of up to $2 million for the delivery of a reservoir to the identified site, while $100,000 has been approved to support the expanded feasibility phase studies. 

 

Strategic Relationships Survey

 

Face to face interviews with the key contacts aimed at understanding what the quality of the relationship is with each key partner and stakeholder that were planned for April and May have been postponed due to COVID-19. Staff are working on a re-planning of this survey.

 

 


 

Iwi/ Hapῡ Relationships

 

Te Maruata, Local Governments Māori Elected Members held their annual hui in Taranaki. Councillors Tepania and Stratford attended on behalf of Far North District Council.

 

The purpose of Te Maruata is to promote an increase of Māori participation in Local Government, through; voting, standing to be elected, participation in council processes and building relationships between Māori and Local Government. Key to succeeding with this purpose is the election of an executive committee – Te Rōpū Whakahaere.

 

The eight strong committee is selected during the first annual hui of a triennium cycle. This year, Councillor Tepania was successful in his nomination and joins the committee as the Youth Elected Member.

 

Te Oneroa-a-Tōhē Board continued to meet to review progress on the developing Beach Management Plan. The plan is almost at a complete draft state and it is hoped that it will be adopted in June 2020.

 

Councillor Stratford, supported by staff, met with Ngāti Hine representative, Pita Tipene to discuss the Memorandum of Understanding (MoU) between the parties. A plan was put in place to review the key action points contained in the MoU with the view to a face to face meeting in June 2020.

 

In March 2020, Ngāti Hine representatives met with the Mayor and Chief Executive Officer to discuss a community housing project.

 


 

Community Wellbeing

 

Community Development & Funding

 

Staff presented on the Dark Sky Reserve proposal to the Warawara Komiti Kaitiaki to invite involvement from the marae surrounding the Warawara forest. This is part of an ongoing conversation with North Hokianga communities. Information was also shared with the public at Waitangi Day celebrations and staff met with representatives from Northland Inc and Heritage NZ to advance the project and invite interagency buy-in.

 

Work has begun on the Funding Strategy and Digital Strategy. The Funding Strategy will identify funding streams council and our potential partners are eligible for. The Digital Strategy will be co-designed with the community to identify how we can all grow the district using digital technology.

 

United Nations Youth held a Regional Hui in Kaitaia in February with support from the Far North Youth Council Tū Taitamariki Ora fund and an agreement was signed with the Ministry of Youth Development for an additional year of MYD funds in 2020-2021 toward the continuation of the Tū Taitamariki Ora fund.

 

Staff attended Waitangi Day celebrations to promote recruitment for youth development initiatives in 2020, and the 2020 Far North Youth Council has been formed and has held two virtual meetings, with presentations on initiatives around waterway restoration, driver education and youth development events. The Tuia Rangatahi Leadership Programme delegate for 2020 has been selected by Councillors and has attended the first wananga in Otorohonga.

 

Applications closed and have been assessed for the Kai Ora Fund 2020. As per usual the fund is over-subscribed. Project partner Mahitahi Hauora are mangaging to coordinate activity and hit key deadlines using an online only environment. The programme will come out of lockdown and proceed as normal, however the final stage to funding (a group workshop for successful recipients) will be delayed due to the inability to hold a workshop during the COVID-19 lockdown.

 

Haumaru Kai is being rolled out. It is a collaborative program involving the MPI Food Safety team, FNDC Compliance Team, Queenstown Resort College (QRC), Northland Inc, the Cycle Trail Trust and local Marae. The program is engaging Marae to host visitors and cyclists along the Twin Coast Cycle Trail. Built around Food Safety and Kiwi Hosting the program focuses on training, capacity building and verifying Marae for public catering, being part of a network booking system, business training and succession planning to expand our Food Safety verifier network. Other benefits evolving from the program include Marae facilities upgrade for water quality and supply, kitchens and catering equipment, toilets and showers and Marae hosting and entertainment.   

 

Staff conducted an initial strategic planning session with the Te Hiku Community Board and commenced the development of a new strategic planning template for each of the community boards. Draft documents have been produced and are ready to be workshopped with the boards.

 

The Aviation School at Kerikeri has 4 International Students in lockdown and is now completing theory studies via online tutoring. They have 23 students visa ready to start their courses, but this is now on hold with the aviation industry in turmoil. The school is having to re-look at its business model because of COVID-19.

 

Staff attended a Kaitaia Business Association event which included a consultation session on the Kaitaia Master Plan document commissioned by the Kaitaia Community Board.

 


 

Community Placemaking

 

Staff from across the business have enthusiastically supported Tūhono Kerikeri (200th Anniversary of Kerikeri). The much-anticipated family festival day which was to take place on March 21, 2020 has been postponed until later in the year due to COVID-19.

 

Staff continue to support the Te Hononga project. The focus is now on completing the infrastructure build, ensuring the service contract is revised and renewed and developing the operating structure alongside the Trust. Working to a late-June completion is now is to be re-scheduled due to COVID-19.

 

Staff participated in discussions and site meetings with Northland Regional Council around the potential to develop walkways in Kaitaia as part of the Awanui River flood protection programme projects that feature in the Kaitaia Community Plan.

 

Staff are supporting the Russell State Forest Trust (made up of hapū) to reach an agreement with Department of Conservation and Northland Regional Council for a staged bio-diversity program in Russell Forest. A contractor has been appointed to start a baseline study using trained local labour. Other parts of this program include Kauri Die Back prevention methods.

 

Staff are supporting the purchase of Elliot’s Farm to maintain public access to this taonga for future generations. Some donors have reduced their contribution due to a fall in personal circumstances relating to COVID-19. Despite that new donors have come in to balance those losses.

 

Staff led a community consultation session on the Awanui placemaking project allocated funds by the Te Hiku Community Board.

 

Staff supported community engagement toward the inclusion of the Awanui reserve placemaking project in the March Tourism Infrastructure Fund round (which has now been put on hold due to COVID-19).

 

 


 

District Planning

 

Genetic Modified Organisms Environment Court Appeal 

 

Far North District Council and Whangarei District Council jointly appealed the new Northland Regional Plan due to the Northland Regional Council’s decision not to regulate genetically modified organisms in the coastal marine area.  Mediation between the parties occurred on the 24 February 2020, with the Regional Council advising that they would have a neutral position and not present any new evidence at any court hearing. 

 

Whilst no other parties have appealed the decision, two of the s.274 parties aligned with the Northland Regional Council’s decision on non-regulation, Federated Farmers and Life Sciences Network Incorporated, both withdrew during March from the appeal.

 

A response from Northland Regional Council on their position given the withdrawal of the s.274 parties will determine if the matter will proceed through the court process and be heard by an Environment Court judge. 


 

Plan Review

 

Determining Far North’s housing and business land capacity

 

Section 31 of the Resource Management Act 1991 (RMA) specifies a functional responsibility for Councils to ensure that there is sufficient development capacity to meet the expected housing and business demands of the district in the short, medium and long term. Development capacity is defined in both the RMA and the National Policy Statement for Urban Development Capacity to include the provision of adequate development infrastructure to support the development of land. This will include the consideration of three waters and roading infrastructure.

Work is continuing on determining the capacity for housing and business land in the district’s urban environments. This work has made considerable progress during March and has been informed by updated population data, analysis of subdivision trends and business land demand.

This compilation will provide the evidence base for spatial planning of the urban environment in the draft proposed District Plan.

 

Indigenous Biodiversity Identification and Mapping Project

 

The Significant Natural Area (SNA) mapping project, implemented collaboratively with Whangarei and Kaipara District Councils, has now completed full identification of the potential SNAs throughout the region. The next stage was to involve consultation with affected landowners over the accuracy of the identification of potential SNAs against ecological criteria.

 

This approach has now been modified in response to the impacts of COVID-19 on consultation. Administration has now shifted the focus of the SNA process to technical development of the indigenous biodiversity policy framework and integration with the proposed district plan. This allows for release as a draft proposed plan, still aimed for the end of 2020, to then allow for feedback and engagement on draft content, including SNAs.

 

Administration also prepared a submission on the National Policy Statement Indigenous Biodiversity proposal, including responses to the questions posed in the discussion document ‘He Kura Koiora I hokia’. 

 

This planning document has the potential to further influence Council management of indigenous biodiversity; however the timing of the gazettal is unclear in the current context of COVID-19.

 


 

Northland Forward Together

 

Below is a snapshot of the active Northland Forward Together projects that are being progressed by Northland Councils. Priorities, set in January 2020, are:

·    The Waters

·    Climate Change

·    Regional Economic Development

·    Refinement of Northland Transports Alliance (NTA)

 

Due to the government’s response to COVID-19, the March Northland|Forward Together Strategic Planning workshop was postponed until late July 2020.  However, progress has continued and reported at the Mayoral Forum on the 25 May 2020.

 

Four Waters Advisory Group Update

 

As a result of the March Northland|Forward Together Strategic Planning Workshop being cancelled in March, elected members are yet to discuss the “service delivery” component of the Three Waters Review.  Recently, the Minister of Local Government has had a conversation on “service Delivery” with the Local Government National Council and is expecting local government to promptly embrace change in some form. 

 

Initial discussions have been progressed with the Department of Internal Affairs (DIA) regarding a Northland Water Council Controlled Organisation (CCO) and an alternative proposal of a Northland based Infrastructure CCO (three waters and transportation).

 

In February 2020 Whangarei District Council gave the DIA notice that Northland was interested in pursuing investigations into shared services and requested that the DIA co-fund an investigation.

 

Progress regarding the application for co-funding will be provided to the Northland Council and will also be provided to the next Northland|Forward Together Workshop in July 2020.

 

Regional Economic Development

 

The Mayoral Forum, at their meeting on the 24 February approved the proposal to re-arrange the service delivery of regional economic development and Northland Inc. Socialisation of the proposal was planned for the Northland Forward Together Workshop in March, however this did not happen due to COVID-19 response and is re-scheduled to the July workshop.

 

A standard agenda paper has now been approved by the Mayoral Forum at their meeting on the 25th of May for each Council to consider for inclusion in their respective Council agendas that meet the 2021-2022 Annual Plan and the 2021-2031 Long Term Plan development and consultation process.

 

The socialisation with elected members will commence with a presentation at the Northland Forward Together Workshop in July.  This will be followed by workshops with respective councils to enable greater understanding of the proposal. Northland Council’s will need to individually approve the proposal for inclusion in their 2021-2031 Long Term Plan consultation process.

 


 

Re-Cycling in the Northland Region

 

On-going changes in the market and central government policy related to solid waste and recycling requires Northland Councils to maintain a watching brief. 

 

An overview of services provided and the contractual situation in each of the three district council areas exposed some significant differences in the way each Council delivers solid waste services. 

 

The Ministry of the Environment has indicated that it wished to see more consistency in the collection of re-cyclables across the country.  Clarity needs to be given before Councils’ make changes to their collection systems.

 

A watching brief and reporting to the CE and Mayoral Forum are in place.

 

Overall the Waters, Climate Change and Regional Economic Development projects are ready for socialisation with Northland Councils and will be discussed with elected members at their Northland Forward Together (NFT) and Zone One Workshop on the 28 July 2020.

 


 

Corporate

 

Transformation and Assurance

 

Audit and Assurance

 

Recommendations from the 2017 KPMG Procurement Audit Report to develop evaluation criteria for scoring attributes prior to the scoring of tender submissions have been completed. Anchored scales have now been introduced for some parts of the business where this approach is best used, e.g. roading maintenance and dust seal contracts. Anchored scales are based on objective facts that are closely linked to the components that will differentiate bidders based on the value for money they bring to the contract.

 

The recommendation from the 2018 Annual Management Report from Audit New Zealand

to assess whether resource consent bonds still meet the definition of a liability and if not; they should be released has been completed.  There is now a process to review the bonds and have now completed site visits to ascertain if resource consent conditions have been met.

 

An internal audit has been completed to reviewing network logon accounts compliance with Council’s password rules and to verify if any accounts have become redundant. A small number of accounts were identified for further investigation.

 

21 out of 30 recommendations from the LGOIMA Compliance and Practice Audit Report

undertaken by the Office of the Ombudsman have been put in place and progress is being made on anything outstanding.

 

Risk

 

Regular reporting, to the Assurance, Risk and Finance Committee, on the top organisational risks and their treatment plans continues.

 

In accordance with the Risk Management Policy adopted by Council August 2019, the “Fresh Water Resilience” risk has been identified as an emerging risk. This risk was scored and prioritised using the FNDC IDEATE methodology which assessed this risk against the defined risk categories and risk tolerances. The outcome of this analysis was to recommend the addition of this risk onto the Organisational Top Risks Dashboard.  The Council adopted this recommendation in May.

 

Three risk progress reports with treatment plans are being prepared for a meeting of the Assurance, Risk, and Finance Committee. The updates are for ARF001 Climate Change, ARF004 Asset Management, and ARF011 Organisational Cohesion.

 

Transformation

 

Work has begun to re-orientate the Council’s transformation programme to support the delivery of a transformative crisis recovery plan.  This includes progressing a Target Operating Model which describes a future end state for the Council’s collective transformation programme.  This programme will be discussed with Elected Members at upcoming Big Ideas Labs.

 

We undertook a customer journey mapping exercise for roading related Requests for Service. This involved staff from Council and the NTA looking at our processes from a customer perspective. The exercise identified a series of immediate improvements to the customer experience that have already been implemented – including developing new codes for common requests and improving reporting from contractors.  We are working on a set of more fundamental changes to how roading RFS are handled that will also improve reporting to Elected Members and contractors.
Digital Information Services

 

Realignment Completed

 

March saw the completion of the realignment of the Information Services and Technology and the Programme Delivery and Business Intelligence Teams. This process saw the merger of these into a single department call Digital Information Services.

 

This new team has two distinct functions, the first a newly define ICT Operation and Deliver, which will be focused on Applications, Infrastructure and Support with a strong focus towards ensure clear service delivery and planning.

 

The second function will be called Data Insights and Programme Delivery. This team includes the Information Management Team, Business Intelligence & GIS team, and the Programme Delivery Team.

 

This realignment did not increase the FTE count that existed under the previous structure. Recruitment is underway to fill the vacant Team Lead position in the Programme Delivery team, Manager ICT Operations and Delivery and ICT Support Specialist. These positions are planned to be confirmed and/or in place during the next 4-8 weeks.

 

ICT Delivery and Operations

 

Server Infrastructure and Network

 

The new server and network Infrastructure project was completed days before the Government announced the Level 4 COVID-19 lockdown which allowed the move of the various existing applications and services to be moved from the old aging environment to the new infrastructure.  These migrations were completed during early with some instant performance benefits from teams across Council.

 

The feedback we have received from our Council teams have made all the effort and planning worth it.

 

Some of the primary benefits that are now in place are:

 

·    A new modern Citrix desktop with Office365 that will replace the existing Office2010 version – This will complete the rollout of Office365.

·    TechOne, Pathway and Objective will be migrated to the new server infrastructure – All applications will speed up, have faster response and processing times.

·    Skype for Business will be more reliable and less susceptible to poor call quality – No more garbled speaking when on the phone to customers.

·    Internet and Wi-Fi access will be improved – Less buffering and delays.

·    Remote access via Citrix will be greatly improved when working from home – No more waiting for your typing to catchup.

 


 

COVID-19 Response – Working from Home

 

The team performed an amazing feat when over two days deployed equipment, connectivity, and support for the 377 staff who started working from home in March.

 

This has meant that Council during the lockdown period has remained large productive and able to provide numerous services from home using Council’s new server and network infrastructure that had recently been completed.  Without this project being undertaken Council ability to deploy and support staff from home would have been greatly diminished.


The Office365 roll out was also completed just before the lock down was announced and the use of the Microsoft Teams platform has provided invaluable contact, collaboration and team engagement has seen a 377% increase during the month of March.

 

Digital Democracy

 

Elected members have been provided with Apple iPad and these have been used in conjunction with the Microsoft Team platform to support Council during the COVID-19 lockdown. Two meeting were held in April with live streaming planned for May.

 

This platform has also allowed elected members to stay in touch with each other and ensure Council governance is across Councils response to COVID-19.

 

Future deployment will see the LG Hub platform being used for electronic agenda delivery and markup.


 

 

Data Insights and Programme Delivery

 

Contact Tracing App

 

The Data Insights team created a contact tracing App to enable staff to track who they have been in contact with or in close proximity of when going about their regular tasks e.g. Building Inspectors going to sites or Animal Control Officers visiting and or dealing with animal incidents.

The App will assist Council to track interactions that FNDC staff might have with members of the public recording the contact details of the person and the location of the contact. This will enable council to accurately and in real-time report on all contacts with the public outside the FNDC offices.

 

Data Cleansing Initiative

 

The team launched several initiatives aimed at engaging staff members who are not able to do their usual jobs while working from home. The aim is to make use of people’s time in a productive way as possible. This also enables staff to feel that they are being productive and contributing in a meaningful way instead of just staying at home and this plays a key role in mental well-being.

 

Workstreams include:

 

RFS data clean-up - To do a clean and reconciliation of all RFS’s where one RFS is the ‘parent’ record for multiple RFS ‘child’ records. Aimed at any member of staff as the process is very simple to follow.


Benefits of this clean-up:

 

·    Using the related associate RFS link makes it easier and quicker for staff to find, read and update related RFS’s providing a better customer experience.

·    Having related RFS’s in one place also reduces the instances of duplicate RFS creation – new RFS’s can be created directly from the related RFS area. 

·    The reduction of duplicates and actual linking of RFS improve reporting accuracy.

·    The existing process created to extract data for the Customer Experience surveys already takes advantage of this feature where it has been used on an RFS. A survey will not be sent for a qualifying RFS where it is linked to another RFS that is still open. This prevents the survey from being sent for complex issues that have only been partly resolved, reducing waste on surveys and not adversely effecting customer satisfaction scores. 

 

LIM data clean-up - process for address updates on subdivisions, this affects property and LIMs searches. This is aimed specifically at Alexine and her team in Property Information.

 

BCA data clean-up – This is an ongoing and existing process in the BC team to clean existing open inspection data.

 

NAR To do a clean-up and capture of rate payer information. This is aimed at the CSO’s as they are very familiar with this data.


 

Server consolidation & upgrades

 

The team provisioned seven new database servers with the same version of Microsoft SQL Server installed on all the servers to enable us to create a standard configuration in-between all our data sources and retire old technologies. A project has been launched to identify application users and champions to facilitate the SQL migration process to provide council with flexible services. Overall speeds of database services have increased, and the environment is very stable. On track for completion by Q4.

 

A new on-premises BI server was installed to replace the old report server. With this change it will provide council with more dynamic and unified reporting experience as we move closer to one source of the truth. This enabled us to deliver reports that were only available in the cloud space with limited access to everyone in council and gives us more flexibility with our reporting going forward.

 

Building Consent Authority “BCA” dashboard

 

There is ongoing work on the BCA dashboard to reflect more usable data and to identify opportunities for process improvement or alignment of practice to documented processes. The development of this dashboard is nearing completion. The work in this reporting period has focused on responding to the business’ change requests as well as facilitating the improvement of data quality.

 

The team rebuilt the BCA report on our internal BI Reporting Server to accommodate users that do not have a license to connect to the cloud based BI system. It is available on the Citrix platform and can be accessed without a PowerBI license.

 

Mortgage Demand Process

 

Work continues with the Debt Management Team to redesign the process with a focus on automation, update to ‘Date report’ and providing better visibility of the process in Pathway. The initial run involved 200 assessments and rate arrears more than $1mil and an additional 300 were generated this month.

 

GIS Upgrade

 

Local Maps was successfully upgraded to the latest version 2.2 and has been configured in both our production and test environment. This has enabled the system to load maps faster and the use of search enhancements and automated reporting, to be more in line with the needs of the end users and existing workflows.   

 

GIS Based Projects

 

NRC – A request was received from NRC to assist with the Water allocation tool. The tool was not functioning and one of our staff members was tasked to assist with the repair. We are now able to get the information that we needed for the water crisis from NRC. 

 

Project Darwin has been identified as one of the key projects that will use GIS services. We have been actively assisting in integrating IPS with our ArcGIS platform to plot assets geospatially on the current data sets, providing a clear understanding of the data and areas of improvement prior to the data import into the IPS system. 


 

Online Services

 

Stage Two of Online Services is on track for completion and delivery:

 

·    LIM application migrated to production.

·    CityWatch is ready for release pending training and sign off from the customer contact team. This is on hold due to connectivity issues of Call Centre staff when working from home.

 

Stage three consists of Resource Consent and Building Consent applications. Work on Online Payments is on hold. Progress is being hampered by access and availability of the Rates team in Finance because of their increased workload.

 

·    Applications for Resource Consents are configured and ready for testing.

·    Development of Building Consent applications are underway.

·    Environmental Health licensing mobile inspections demonstrated to the Team Leader, further development on hold till after the lockdown.

·    Mobile inspections for swimming pools, Building Warrant of Fitness and buildings, RC inspections and engineering inspections for the RC process continue to progress.

 

Stage four will now consist of Permits and Licenses, Animal Registration and Mobile Inspections (other than building inspections) and is scheduled for release in July 2020.

 

 

Property File Digitisation Project

 

The team has been busy with the final reconciliation and review of the work carried out by DTI and creation of a final project close report that will be reported back to Council in the coming months. The report will provide Council with the final outcomes and deliverables achieved by the project and some options around what will be next and how Council is able to leverage this newly created digital asset.

 

Online Property File Requests:

 

·      April - 87 requests

·      March – 229 requests

·      February – 520 requests

·      January – 562 requests

 

The number of requests under Level 4 were 16 per week, this increased to 29 in Level 3.

 

Inwards mail process

We have successfully changed the inwards mail processes to account for working from home. This has involved digitising mail and processing electronically. This includes the collection and delivery of payments received in the mail (Cheques) to the Finance team.

Nothing but Net campaign
Council officers provided a risk analysis framework for the VideoAsk digital consultation tool and assessed the tool for compliance with Information Management Standard requirements. This tool is now live.


 

Council meeting recordings


Council officers completed an assessment of the recordkeeping requirements for recording of online council meetings.

 

Objective

 

Upgrade – Council officers have completed a business impact assessment workshop to introduce key users throughout the business to the upcoming changes to Objective and to demo the new look and feel of the web app.


Support –

Help/fix requests resolved: 391
Files and folders created and approved: 261

Objective users changes/movements: 48
New User setup: 14


 

 

Operational Financial Performance

As at 30 April 2020

 


 

Operations

 

Customer Service

 

Customer Service Statistics

 

Customer Satisfaction results

 

We received an extremely low number of responses in March and none for April (other than four for the libraries). Our metrics are calculated over the last four months (and scores are lower, having seen particularly high scores in December 2019).  The COVID-19 response, with Service Centres, Libraries and i-SITEs closed from 23 March, has affected results.

 

 

Contact Centre / Service Centres

 

·    65.54% decrease in the financial counter stats for Service Centres (865 down from 2,510)

·    35.28% decrease in calls to the Contact Centre (10,126 down from 15,647)

·    14.56% increase in the number of AskUs emails (3,594 up from 3,137)

·    44.65% decrease in the number of Building Inspection bookings (483 down from 873)

 

i-SITEs

 

·    37% decrease in visitor numbers (27,116 down from 43,089)

·    63.2% decrease in retail revenue ($10,188 down from $27,687)

·    68.95% decrease in transaction spend ($22,562 down from $72,652)

·    66.68% decrease in transaction numbers ($5,715 down from $17,150)

 

Libraries

 

·    108.7% increase in ebook and audiobook downloads (7,632 up from 3,657)

·    31.2% increase in library website sessions (66,827 up from 50,923)


 

Regulatory Services

 

Environmental Services

 

875 Requests for Service were received and 941 closed during March – April 2020. Compared to the previous two months, this is a reduction of nearly 50% where there were 1665 Requests for Service received and 1579 closed.

 

The above reduction is largely due to the COVID-19 Level four lock down period.

 

Resource Consents Management

 

651 resource consent applications have been received so far during the 2019 - 2020 financial year.

 

98 resource consent applications were received during the months of March and April.  This is an increase on the previous two-month period of 88 for January and February.

 

Note: the four-year average refers to the average number of consents received during the past four calendar years.


 

Animal Management

 

During the lock down period, Animal Management has operated as an essential service. Priority 1 Request for Service (dog attacks, aggressive dogs, stock on roads) were responded to as per normal process following Covid-19 guidelines. Priority 2 RFS were responded to by Officers remotely.  Some Requests for Service may require further follow up in Level three.

 

The Animal Management team received 375 Requests for Service during March – April; 71 of these Request for Service were Priority 1 and 98% of all RFS’ were responded to on time.

 

8,213 dogs have been registered for the current registration period. There are 3,003 additional dogs on record which are not currently registered. The team have not been able to do proactive registration follow up in the lock down period.

 

34 dogs were impounded across the District during the March-April period with one dog rehomed through Council’s website. Four dogs were transferred to rescue groups for rehoming and 17 dogs were claimed by their owners.

 

Eight Infringements were issued to dog owners for offences during March-April. These were from offences that occurred in February.

 

The southern shelter (Melka) settlement occurred on 25 March 2020. Due to level four restrictions, no progression on the design for the upgrades could occur. Once in level three the Architect was able to visit the site on 4 May 2020. This has now provided options to proceed within the allocated budget for design and building work.

 

Environmental Health and Monitoring Compliance

 

There were 59 verifications scheduled from 24 March 2020 to 30 May 2020. To 23 March 2020 the team had carried out 21 of these verifications. No food business verifications were conducted in the lockdown as no food outlets were open in Alert Level 4 and verifications could not be carried out within Alert Level three restrictions. These will continue in Level two.

 

There were 78 noise complaints received in the March-April period. During Level four lock down noise complaints were not responded to by the Council. Any noise complaints during this time were referred to the Police. Noise complaint response did resume in Level three.

 

A total of 63 Parking Infringements were issued during March and April.  Parking Enforcement did not occur during Levels four and three, so these offences will have occurred prior to 24 March 2020.

 

 


 

Building Consents Management

 

The number of building consent applications is tracking lower than the four-year average.

·    During the March to April period a total of 180 building consents were received

·    The BCA issued 189 building consents during the same period

·    96.3% of building consents were issued within the legislative time frame of twenty working days

Note: the four-year average refers to the average number of consents received during the past four calendar years.

North Drill are looking at a project in Takou Bay area that will see several dwellings built in Whangarei, but consented in the Far North, this will be worked out via an MOU with the Whangarei District Council Building Department.  Whangarei will inspect the buildings while under construction in Whangarei and FNDC will consent and sign the buildings off once on site at Takou Bay.

 

With consent numbers tracking lower, the BCA is less reliant on contractors to satisfy its capacity to meet processing demand and statutory time frames. However, some complex consents are still being processed externally because they require competencies that are not available in-house.

 

 

Building Compliance

 

·    92 RFS’ were received by Compliance during March-April and 33 RFS’ were closed

 

·    30 Notices to Fix were issued for breaches of the Building Act 2004 between March-April 2020

 

 

Swimming Pools

 

20 swimming pool inspections were carried out between March-April. These were done from March 1st until March 23rd when the COVID-19 lockdown commenced.  No inspections were carried out during the lockdown period.  

 

 

Building Accreditation Update

 

The BCA has cleared all General Non-Compliances (GNCs) identified in the October 2019 International Accreditation New Zealand (IANZ) biennial audit.

 

The focus now turns to the next audit in October 2020.

 

·      The BCA is currently working towards increasing in-house capacity and competencies that will facilitate less reliance on contractors in future.

·      Leading into the next audit an action plan is being developed that involves the contracted interim Quality Manager coaching the incoming Quality Manager on the BCA requirements for audit.

 

 

 

 

 


 

Infrastructure and Asset Management

 

Resilience Slips (Low Cost Low Risk), Minor Events and Emergency Slips

 

·    Wharau Rd RP1900 - COMPLETE

·    Broadwood Rd 6950 & 6970 - COMPLETE

·    Taumata Rd 5900 – COMPLETE

·    Kaitaia Awaroa 26991 – Start delayed due to COVID-19

·    West Coat Rd RP 16005 – Start delayed due to COVID-19

·    West Coast Rd RP 9563, Fairburn Rd RP9588, & Diggers Valley Rd RP12722 - Waiting approval to Supplier Recommendation Report

·    Fairburn Rd RP 9588 - Waiting approval to Supplier Recommendation Report

·    Diggers Valley Rd - Waiting approval to Supplier Recommendation Report

·    Wharekawa Rd RP3552 & 3663 – Tenders close delayed to 1 May due to COVID-19

·    Waiotehue Rd RP5400 and RP5251 – Complete

·    Rawhiti Rd – Risk assessment found danger of loose material falling onto road. Remediation delayed due to Covid19 – Expect to happen in May

·    Paponga Rd – Remediate in May

·    Waikare Road – Delayed due to Covid19 – Expected start June

·    Wainui Road – Unsure at this stage whether will Tender this year due to other programme and budget changes

 

Panguru Flood Mitigation (Low Cost Low Risk)

 

Design work Completed. Project requires additional budget for identified provisional items. Report compiled for Council approval, to be confirmed by end of April 2020.

 

Minor Safety Improvements (Low Cost Low Risk)

 

Starting to procure physical work for the following Route Treatment safety improvement works (various treatments):

·    Kaitaia-Awaroa Road

·    Te Ahu Ahu and Old Bay Roads

·    Wiroa Road, Waiare Road, Wehirua Road and Kerikeri Road

·    Oruru Road, Fairburn Road and Peria Road

·    Matauri Bay and Loop Roads

 


 

Progressing the following Site-Specific safety improvement designs (guardrail)

 

·    West Coast Road Route Position 14.7km – Construction complete

·    West Coast Road Route Position 17.1km (design only) – Design complete

·    Pawarenga Road Route Position 1.7km (design only) – Design complete

·    Broadwood Road Route Positions 0.3km – Construction complete

·    Broadwood Road 6.9km – Design complete

 

Consultation on Northland Speed Limits

 

A Recommendations Report for the Okaihau-Kaeo-Waimate North Speed Limit Review has been prepared and is expected to be presented to Council at its 21 May meeting.

Once the proposed speed limits are approved in principal, NTA Staff will finalise mapping and the programme for replacing speed limit signs and prepare the required changes to the Speed Limit Bylaw.  Council will then need to make the required changes. Background technical work on the Kaitaia-Awaroa and Kohukohu-Broadwood Catchments will commence in late June. It should be noted that the Kaitaia-Awaroa Road has the highest risk rating in Northland.

 

Hokianga Ferry

 

Fullers Bay of Islands have taken over the operation of the Hokianga Ferry from the 1st of May 2020.

Revenue processed in April was $20,454. This was for ticket sales received (but not able to be banked due to Covid-19 restrictions), prior to the 24th March when the New Zealand Transport Agency (NZTA ) announced the ‘fare free’ policy on Public Transport due to the associated health risk.

The NZTA will fund 100% from the National Land Transport Fund the foregone revenue associated with the COVID-19 crisis.

 

Utility Services – Corridor Access Request and Traffic Management Plan

 

·    Kaikohe, Kaitaia, & Ahipara - Laying of Fibre has not complete

·    Coopers Beach and Mangonui - Fibre work is in progress

·    Waipapa - Next stage of Fibre installation called 2+ is starting shortly

·    Kaitaia UFB has now resumed

·    Traffic Management Plan's for slip repairs have been approved

·    Traffic Management Plan's for several other maintenance projects have also been received, and other projects that were started before the shut- down, have now resumed

·    Waipapa Roundabout work has resumed

·    Proposed Puketona Junction, Highway 11 and Highway 10 roundabout is also about to start

 


 

Road Seal Extensions

 

Seal Extension sites in the below table have been approved by Council to proceed with construction. The unsubsidised roads have progressed through testing, design and commenced however the COVID-19 lockdown has been the cause of at least one month delay in construction operations. The subsidised Koropewa Road is still in the NZTA Business Case Approval process.

 

Unsubsidised Seal Extension

 

Kumi Road – Enabling works, Drainage (Culvert extensions and renewals including Headwalls) complete, Pavement aggregate placed and compacted, 250mm Stabilising (<2% lime/cement) is complete. Driveways and carriageway have been sealed and site is being tidied up presently.

Porotu Road – Road legalisation discussion with the IWI group has commenced, with a formal meeting planned in the coming weeks. The contractors design reports are under review. 

Puketi Road – Enabling works have commenced.

 

Subsidised Seal Extension

 

Koropewa Road - Business case to NZTA delayed for data verification required by NZTA

NB: Koropewa Road is not expected to be physically constructed this financial year.

 


 

Structures

 

The following works have been undertaken:

·    Otaua Road Bridge N28 – The contractor has re-established after the lifting of COVID-19 lockdown. The physical works are programmed to complete around July subject to NRC approval.

·    West Coast Road Bridge G01 – The contract has been awarded and the contractors have commenced with the design of the bridge. The contractors design team have also commenced work on the Resource Consent application. Due to time constraints with design completion and Resource Consent, the physical works will commence next financial year.

·    Matawherohia Rd Bridge I48 – Road legalization in progress and Design to be further reviewed. This bridge will be designed this financial year and constructed next financial year.

·    Inkster Rd Culvert W35 Replacement – This project has been awarded to the successful contractor and physical works has commenced after lifting of the COVID-19 lockdown.  

·    Kenana Rd Culvert E16 Replacement – The contractors have re-established on site and programmed to complete by end of June.   

·    Mangamuka Rd Culvert H40 Replacement – The contractor has re-established on site however due to COVID-19 lockdown and restrictions implemented the physical works will be carried forward into the next financial year. 

 

Pavement Rehabilitation and Associated Improvements

 

There is approximately 5.5km Rehabilitation programmed for this financial year, which is distributed into 8 different sites. Sites are as follows:

 

North

-      Mangamuka road RP0-1736 – Construction is 95% complete, minor safety works ongoing.

-      Broadwood Road RP13350-13780 – Due to COVID-19 the pavement works could not be completed and the with unfavourable atmospheric temperature now being experience this site will be left unsealed until next construction season.

South

-      Ngawha Springs Road RP2610-3163 – Differed until the development are complete.

-      Punakitere Loop Road RP0-346 – Physical works are completed.

-      Pungaere Road RP5547-6572 – The site was planned to complete early April but due to the COVID-19 lockdown work had to be stopped. This site will be left unsealed until next construction season.

-      Purerua Road RP6251-6794 – Designs under review.

-      Stanners Road RP1580-1720 – Construction has been completed.

-      Waimate North Road RP20-425 - Construction has been completed.


 

Sealed Road Resurfacing

 

·    North and South Contract Seal Design & programme confirmed.

·    Sealing in the South region is 98% complete with the pending surfacing not completed due to COVID-19 lockdown. The balance of the works is carried forward to next Financial year.

·    Sealing in for the North Region is 89% complete with the pending surfacing not completed due to COVID-19 lockdown. The balance of the works is carried forward to next Financial year.

 

Footpaths 

 

Renewals and maintenance work for the 2019/20 FY are prioritised programmed to meet the budget available and as per the condition assessment. All renewals have been put on hold due to COVID-19.


 

Programme Darwin

State of Play

Last Month

Next Month

·    After completing 3 interviews, the decision was made to appoint a consultant until 31 December 2020.  He will commence in May

·    Asset hierarchy signed off by key stakeholders (finance and asset management team)

·    FieldForce 4 assessment received and debriefed with project team, then IAM managers.  Recommendations under review

·    Alignment of FieldForce 4 findings and programme plan commenced

·    Process for updating end-to-end points on underground pipes agreed.  Training of Daniel, Phillip and Jason to learn ARC GIS and the process of how to update these records commenced

·    Targets for improving EAM culture survey drafted, but to be checked alongside analysis undertaken by FieldForce 4

·    ION (connection allowing systems to connect) server configuration issue resolved

·    Meeting with Dunedin City Council who are running a similar programme was useful – insights on working with INFOR and FieldForce 4 shared, and there is a willingness for further collaboration

·    Programme Darwin to be handed over to consultant

·    Complete programme review, and agree process and timeframe for roles & responsibilities work to be undertaken

·    Engagement with Far North Waters on system detail and long-term vision including their use of the system and field technology

·    Process efficiencies identified by FieldForce 4 to be reviewed

·    Update of 30,000 end-to-end points on underground pipes records commences

·    Configure ION server and INFOR operating system (system build)

·    Stakeholder workshop to debrief on culture survey results and how this relates to the roles & responsibilities work to be undertaken

·    Competency framework to be reviewed

·    Budget for condition surveys in the annual plan to be confirmed following discussion with EMs as part of rates relief / economic stimulus package for the far north

 

 


 

Infrastructure Planning

·                

·                 Stormwater

·                  

·                 District Facilities

·                

·                 Wastewater

·                

·                 Water

·                

·                 Transport

·                Activity

·                Asset Group

·                Expected Completion

·                Comment

·                Strategies / Plans / Policies

 

District Transport Strategy

FY19/20

The Integrated Transport Plan draft recommended programme and 10 year cost staging has been completed and integrated into the draft Transport Capital Works Programme. This also incorporates transport projects arising from NZTA’s many Twin Coast Discovery Route Business Cases (including the very topical Township Plans) and the Twin Coast Cycle Trail 10 year Plan. Both programmes will now be workshopped internally with NTA for further integration and alignment with the emerging regional AMP, being the primary delivery mechanism. The associated Programme Business Case for NZTA funding is nearing completion.

Rawene WWTP Optioneering

On-going

Te Mauri o te Wai hosted a workshop with the engineering consultants and wider community.  A number of conflicting events and increased restrictions to manage Covid19 meant that fewer people were able to attend the hui than we would have liked but there was a wide audience and good discussions. The purpose of the meeting was to present the options report and answer any questions the group had on the day.  In time a preferred solution will be identified by Te Mauri o te Wai.

Water Demand Management Plans

TBA

Water Demand Management Plans (WDMP) aim to identify ways a particular scheme can manage demand to limit the need to invest in increased capacity.  Parked until BRANZ household water use data is available.

Backflow Prevention Policy

FY20/21

A renewed look at Water Safety Plans (required by Drinking Water Standards) took place in September across Asset, Planning and Operational teams. Backflow prevention policies contribute to this requirement and will be programmed to align with our goals in this space. Vacancies in 3 Waters Planner roles has stalled progress on this project.  Recruitment has now been completed and so this project will be included on the three waters work programme. The project will not be completed this financial year as a result of recruitment delays. 

Water and Wastewater Service Area Review

FY19/20

A policy or internal guideline for water and wastewater connections will increase transparency and support consistent decision making when considering requests to connect to the water and wastewater networks. A project to undertake an initial review of FNDC’s water and wastewater service areas has been initiated as a first step to developing a connection policy. The purpose of the review is to is to analyse the nature of the issues affecting the service areas, the cause of these issues and to identify practicable options to address these matters. The review has been placed on hold given resourcing constraints associated with drought management.  

WWTP consent replacement programme

On-going

A programme initiation document has been approved which sets the process by which the replacement resource consent applications will be programme managed. The objective of the programme is to ensure resource consent application project is adequately resourced, prepared in accordance all relevant provisions of the RMA and the best practicable option for each consent application has been determined though the appropriate LGA financial planning process prior to lodgement. An engagement plan for the programme has been developed and a planning and risk assessment is presently being drafted. The programme in running behind schedule due to resourcing limitations associated with secondments to the drought management team.


 

Paihia Water Strategy

TBC

Consultants Harrison Grierson (HG) further refined the assumptions made during the detailed options assessment for a new Water Treatment Plant for Paihia.  A preferred option has been identified and we will include this high-level information in our LGA planning processes.  The final report by HG concludes the work they were engaged to do using the approved Tourism Infrastructure Funds (TIF) for Paihia.  A separate engagement for modelling work using the TIF for Paihia was planned to commence in the first quarter of 2020. However, there are some potential delays with this due to resourcing limitations associated with secondments to the drought management team. Staff consequently sought an extension from MBIE to the deadline set out in the TIF funding agreement (set to June 2020). That request has been approved and FNDC now has until December 2020 to complete the TIF related work. Procurement for the modelling work is underway.

Proposed Regional Plan for Northland

All

FY19/20

Working closely with WDC, FNDC has joined six appeals on the Proposed Plan, with a focus on ensuring that it enables public water supply. Mediation with appellants started in early August and is now largely complete. Most of the matters have now been resolved, however it is likely the appeal on the water allocation rules will proceed to Court. WDC and FNDC will be appearing to at court.


 

 


3 Waters Operations

 

Summary

 

During the month of April there were no LTIs or MTI’s, and we are currently operating with 939 days LTI free.

We attended 199 requests for service (RFS) call outs in April, down from 415 during March.

Planned Maintenance (PM) completion was 18% for April. The non-critical backlog from April has been rescheduled across the remainder of the year.

Final commissioning of the Omanaia water treatment plant remained delayed across April due to the water shortage and the amount of water necessary to send to waste during the commissioning process. Timing has been reviewed with key considerations around water shortage direction and COVID-19alert levels moving to L2 allowing for greater movement of resource including availability of the design consultants required for commissioning. Commissioning of the plant is scheduled to commence 18th May 2020 and is expected to take several weeks before potable water is available to communities due to compliance approval requirements for the plant and existing raw water line.

Kaitaia, Bonnetts Road temporary supply has been successfully operating as a supplementary supply for the township with testing carried out to fully integrate with the water treatment plant controls in order to maximise the benefit. This work was delayed due to Covid-19 restrictions and commenced at Covid-19 L3 late April and will continue into May.

 

Health and Safety

 

During April there were no LTIs or MTIs and we are currently 939 days LTI free.

There have been no high potential incidents, recognising the business has been identified as an essential service working through the level 4 COVID-19 lockdown. There have also been no vehicle incidents or close calls reported.

During April we had a total of four environmental incidents, all of which were spills to water. The first two were in Haruru Falls – a broken sewer pipe under a walkway bridge and a broken sewer line by the Sewer Treatment Plant. The third incident was a blocked sewer and overflowing manhole in Kaitaia, and the final was a blocked manhole in Rawene. All four incidents were managed as per our protocols.

A review is underway of the online training options during COVID-19 isolation. Consistent monitoring is taking place around staff wellness, including COVID-19 working as an essential worker and the stresses this can cause.

 

Customers

 

The request for service (RFS) total for April was 199, a significant decrease from the 415 recorded for March and the 545 recorded for February. There was a significant reduction in the number of water leaks attended during April compared with previous periods during the height of summer. Far North Waters have not yet received a customer satisfaction figure as there have not been any survey responses yet.

 


 

Assets

 

Planned Maintenance completion attainment was 18% for April. The April Planned Maintenance schedule consisted of 139 jobs. COVID-19 protocols during this period suspended all non-critical maintenance activity. These non-critical backlog jobs will be reviewed and scheduled over the coming months, although, moving forward water flushing will only be done on an as required basis and pump station planned maintenance will also be reduced to critical pumps to save the water required for cleaning during a drought.


 

District facilities

 

Parks and Reserves

 

COVID-19 took center stage over April as staff and contractors monitored and continued to update requirements as needed.

Much of the focus was on keeping the public toilets open (and cleaned to the higher hygiene standards), playgrounds and skate parks closed (although many felt the need to regularly remove temporary fencing installed to gain access), weekly disinfectant cleans of main town centers and mowing of sports fields, high use parks and areas where there is a genuine HAS and fire risks continued.

Kerikeri Skate park required additional measures to prevent people from removing the temporary fencing.

Kerikeri Domain skate park – new and improved temporary fence

Kerikeri Domain – The grass where the Pavilion was situated has come away well and the seeding programme a success. The additional area is being maintained by Recreation Services.

Kerikeri Domain - Grassed area where the Kerikeri Pavilion was located

Ti Point, Waitangi –Discussions have started in terms of finding a solution concerning the placement of a container he Ti Point, Waitangi. A Proposal has been made that the container will house his Taimai Tour operation going forward.

Encroachments – A number continue to be addressed concerning the ‘private’ use of public property by individuals where complaints have been received including a number of legacy issues.

Boulders were installed at the beginning of April to stop vehicles entering Parkdale Reserve, Kaitaia.  No further complaints have been received.

 

Cemeteries

 

COVID-19 again had a huge impact on cemeteries and how burials were to be held with minimal numbers permitted at gravesides. This placed a lot of pressure on the Funeral Directors and our grave diggers. Thankfully there were only a few burials in April and none caused any unnecessary concern.

Plans can now be considered concerning the need to extend the Kerikeri Cemetery to increase the number of burial plots.

cid:image003.jpg@01D62836.37A39220Positive feedback was received from the BOI – Whangaroa Community Board on May 12 in relation to the relocation an unused flagpole from the Russell Cemetery into the Kerikeri Domain carried out in April.

Unfortunately, due to the lockdown, all ANZAC Day services were cancelled. It is proposed that later in the year, an ANZAC service in conjunction with another RSA commemorative date will be held on the Kerikeri Domain.

However, questions were raised as to whether or not correct Tikanga practices were followed when the flagpole was removed from the Russell Cemetery in order to remove “Tapu”

Enquires are currently being made with the Russell RSA asking if they carried out a blessing prior to the flagpole’s removal. 

 

Kerikeri Domain – new flagpole location

Public Toilets

COVID-19– All with an exception of the Hundertwasser, Houhora campground and Lilly Pond toilets near Puketona remained closed.

Kaimaumau Toilets – External Doors to the toilets were installed on the last days of April.  (The first days of moving into Level 3). The refurbishment of the Kaimaumau toilets is now completed.

Melba Street toilet / shower and office facility housed Dr Lance O’Sullivan’s mobile COVID testing station.

 

Kaitiaki Rangers 2019/2020

 

Due to COVID-19 lockdown, all works were closed although MBIE did allow for the Rangers to extend their duties to include assisting with food parcels preparation and delivery duties, where it could be done safely. The final report is due Friday 15 May.

It appears at this stage, the Rangers programme was again extremely successful however, due to the early end of the programme, a portion of the funding received will be returned. The final amount is yet to be determined.

It must be acknowledged at this stage the valuable work and ongoing contribution by the Department of Conversation and local hapu / Iwi in the Te Hiku ward that make this programme so successful.

 

 


Project Delivery

Southern Animal Shelter

 

Project Phase: Construction

 

Northern Animal Shelter

 

Project Phase: Construction

 

 

 


 

Rawene-Omanaia Water Treatment Plant

 

Project Phase: Construction

 

 

Paihia WWTP Upgrade

 

Project Phase: Construction

 

 


 

TIF Toilets

 

Project Phase: Design/Consents

 

 


 

Kawakawa WTP Structural Repairs

 

Project Phase: Delivery

 

Status Item

Current Status

Prior Status

Summary

Overall Project Status

Green

Amber

A Compliance audit of the water treatment Plant took place in December 2019. The audit established that the plant was non-compliant to the regulations. Temporary emergency works were put in place by FNW to keep the plant operational. FNW to resume with the compliance works during May.

Scope

Green

Green

A design and scope for the compliance work has been provided by FNW.

Schedule

Green

Amber

Revised schedule provided by FNW. Physical works planned to start during May.

Cost

Green

Amber

The emergency and compliance work to completion has been estimated to cost $252K.

Additional funding has been made available and should be sufficient to cover the costs associated with the remainder of the works.

Project Risk

Amber

Red

The Covid-19 pandemic will possibly have an impact  on the project schedule, resources and materials required to complete. Controls have been put in place to try and mitigate these risks.

 

 

Opononi New Water Source – Smoothy Road Bore

 

Project Phase: Pre-Implementation of Stage 2

 

Status Item

Current Status

Prior Status

Summary

Overall Project Status

Amber

Green

Due to FNW/BSL staff working on an emergency job on another site, the start was delayed. In addition, the farmer gave permission to enter site from the 4th May ‘20 to commence works, which FNW/BSL are preparing for.

Scope

Green

Green

No changes in scope, but additional staging of the project.

Schedule

Amber

Green

Commencement of works: 4th May ’20, expected completion: 29th May ‘20

Cost

Green

Green

Cost of project is unlikely to exceed current budget.

Project Risk

Amber

Amber

Ongoing negotiations with the landowner but received a positive and willing response from the landowner to sign off easement and land purchase agreements.

 

 


 

Kaitaia Water – Sweetwater Bore and Pipeline

 

Project Phase: Procurement

 

Status Item

Current Status

Prior Status

Summary

Overall Project Status

Green

Green

Project progressing on target on assumption that Crown funding will be granted.

Scope

Green

Green

Scope understood for this stage of project.

Schedule

Green

Green

Schedule acceptable for this stage of project. Likely to be updated as scope and delivery strategy confirmed 

Cost

Red

Amber

Cost estimate updated to $16.7M vs. allocation in LTP of $11.3M. Crown funding applied for via Shovel Ready projects.

Project Risk

Amber

Amber

Property and Easements.

 

 

Kerikeri WWTP

 

Project Phase: WWTP Construction

 

Status Item

Current Status

Prior Status

Summary

Overall Project Status

Red

Red

Current completion of WWTP construction programme is expected for late September 2020. Reticulation completion anticipated by January 2021.

Scope

Red

Red

Scope creep from design issues due to awarding contract without “IFC” drawings, and a recent essential revisit of the HAZOP for the new site.

Schedule

Red

Red

Design discrepancies and resolution of compliance and health and safety issues identified in HAZOP have significant schedule implications.

Cost

Red

Red

Design discrepancies and resolution of compliance and health and safety issues identified in HAZOP have significant cost implications.

Project Risk

Red

Red

Schedule extensions and cost increases. Area of Benefit pipework damage discovery during commissioning.

 

 


 

Kaitaia Awanui Intake Improvements

 

Project Phase: Work in Progress

 

Status Item

Current Status

Prior Status

Summary

Overall Project Status

Green

Green

Construction started on 7 of January 2020. Construction is 85% complete.

Scope

Green

Green

Installation of dual pump system at the Awanui Intake.

Schedule

Green

Green

Project is out of schedule due to the drought resilience projects and COVID-19 pandemic.

Cost

Amber

Amber

Project remains within Projected Budget

Project Risk

Red

Red

Entails closing off the Awanui supply for a few hours

 

 

Proctor Library HVAC System

 

Project Phase: Work in Progress

 

 

Status Item

Current Status

Prior Status

Summary

Overall Project Status

Green

Green

Construction started in March this year and was interrupted by the Covid 19 lock down. Works resumed when we reached level 3 restrictions and the physical works are now practically complete but the commissioning of the HVAC units will not be carried out until 28 May, due to the availability of the HVAC Unit suppliers.

Scope

Green

Green

Installation of a new air conditioning system, as designed by MEPS.

Schedule

Green

Green

Project is late in delivery due to the COVID-19 pandemic restrictions.

Cost

Green

Green

Project remains within current contract value and the budget.

Project Risk

Green

Green

There are no further project risks other than risk of failure to successfully commission the system which is minimal.

 

 

 


 

Solid Waste

 

FNDC Solid Waste Services

 

Solid waste services expanded as we moved down to level 3 restrictions. Refuse Transfer stations remained open to specific hours under COVID-19 level 3 protocols:

§ Vehicle and customer numbers will be restricted

§ Social distancing applies

§ No assistance can be provided by attendants

§ Contact tracking is required (vehicle registrations are recorded)

§ Limited cash handling – use of EFTPOS where available encouraged.

§ Adhere to Government PPE and hygiene guidelines

Recycling services were suspended as these items require manual handling and sorting which put staff at a greater risk of being exposed to the COVID-19 virus. 

For this reason, all Community Recycling Centres remain closed as these facilities are mainly unstaffed, resulting in higher contamination rates and the need for increased sorting manually before being processed / on-sold.

Kerbside rubbish collections continued as normal. Kerbside recycling was suspended.

 

Solid Waste Contracts

 

Meetings have been held with all four contractors who deliver solid waste services to FNDC to discuss extending these contracts to align with the proposed expiry date of October 2022. Initial discussions have been positive overall but some changes to rates have been requested.

 

Standardisation of Kerbside Recycling Services

 

The Ministry for the Environment in partnership with WasteMINZ organised regional meetings throughout the country to discuss the standardisation of kerbside recycling services. This includes both the collection methodology and the range of materials accepted. These meetings included input from Central Government, Councils, waste companies, recycling processors and manufacturers who use the material.

Standardisation of recycling services would reduce confusion to people moving around the country and would make nationwide publicity campaigns possible. There is still a long way to go with this due to variations of population densities, geographic features, distances to market and a range of other variables which influence the efficiency of various collection methods. There are also the conflicting priorities of the public who want ease of service with the recycling buyers who want quality product.


 

Solid Waste Statistics for March

 

 


Civil Defence Emergency Management

 

National Emergency Management Agency

 

·    On 13 May 2020 changes to the Civil Defence Emergency Management Act 2002 (CDEM Act) were made to ensure a nationally consistent approach to the response to and management of risks arising from COVID-19, and to better deal with concurrent emergencies during COVID-19. These changes are in place until up to 12 May 2022 (two years from commencement of the COVID-19 Public Health response Act 2020), unless revoked earlier

·    A National Transition Period is now in place for all New Zealand owing to the impacts of COVID-19. The National Transition Period came into force at 12.21pm on Wednesday 13 May 2020 – the point at which the state of national emergency expired. The transition period will remain in place for 90 days unless extended or terminated earlier. The National Transition Period does not change the COVID-19 Alert Level.

·    A COVID-19 Public Health Response Bill was introduced into the House of Representatives under urgency on 12 May and became law on 13 May. The Bill establishes standalone legislation that provides a different legal framework for responding to COVID-19 over the next 2 years or until COVID-19 is sooner brought under control


 

 

Regional and Local

 

COVID-19

 

·    The Northland CDEM Group Emergency Coordination Centre established to manage the northland drought response on Monday 3 February, has continued to be fully staffed throughout the period of the Covid19 lockdown to manage the overall regional multi-agency response to both events. I.e.; Northland drought and Covid19. There are currently 38 staff working directly within the Northland Emergency Coordination Centre (ECC) CIMS structure liaising with the wider response network. Ongoing continuity of staff for response activities is being managed with a number of staff required to work remotely for the past eight weeks. It is anticipated that staff numbers will reduce each week with the transition to Alert Level 2 of the Covid19 response.

·    At the directive of the National Emergency Management Agency, Civil Defence Groups were required to establish with urgency an 0800-phone number to be staffed 24/7 until further notice to receive and action requests for support for household goods and services from the public. This has been undertaken and staffed by the Whangarei District Council on behalf of the Northland CDEM Group but will likely be managed by the Northland Regional Council moving forward in Level 2. Food is the largest need required in the region and accommodation and financial support next.

 

·    The Northland CDEM Group have developed and established a regional funding model to allocate funds to community organisations who undertake the provision of emergency household goods and services in Northland during the COVID-19 response. The funding is supplied through the $30 million appropriation established for local authorities and CDEM Groups. CDEM Groups in New Zealand do not directly receive central government funding. Funds used by CDEM Groups to meet the needs of the community are from Council contributions to CDEM Groups through district rates. Funds used for meeting the needs of the community during a civil defence emergency go through a central government claims process for reimbursement. For the approval and reimbursement of these expenses to a CDEM Group, the reason for the expenditure must meet a strict criterion set by central government. If expenses are not approved and reimbursed, the CDEM Group must absorb these costs into its operating budget provided by the councils in its region.

An invitation to apply to the fund was disseminated to CDEM key stakeholders, welfare agencies and known community service providers. The funding application can be accessed through the email invitation and is a simple online form. The process for applications to be assessed and receive funding has a targeted two working day turn around to ensure welfare operations can be supported and continue uninterrupted.


 

Northland Drought

 

·    While the drought situation initially impacted and threated the urban reticulated water supplies in Kaitaia, Kaikohe and Rawene, very low rainfall of any significance since September is still impacting on continuity of supply for the rural Far North and North Hokianga communities. These areas have continued to require deliveries of bulk and bottled water for emergency supply.

·    The response to COVID-19 has in some ways taken the focus away from the ongoing effects of the drought situation but has also added to the challenges of maintaining enough potable water in tanks for rural households. The COVID-19 lockdown resulted in hundreds of whanau returning to family homes from the cities and elsewhere increasing household numbers in multiple dwellings across wider northland from two up to fifteen or more persons, placing strain on already compromised tank water supply.

·    Total emergency water tank fills for the Far North District (as of the writing of this report) is 219 which equates to 84% for the total deliveries across the northland region.

 

 


Ordinary Council Meeting Agenda

25 June 2020

 

7.3         Learning from the 2020 Drought and Improving the Resilience of our Drinking Water Supplies

File Number:           A2894873

Author:                    Melissa Parlane, Team Leader - Infrastructure Planning

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

 

Purpose of the Report

The purpose of this report is to summarise the efforts and outcomes of the 2020 drought as it related to FNDC drinking water supplies.  To also present for comment, a programme of urgent unbudgeted work identified as learnings from the 2020 drought.

Executive Summary

·        The Northland region experienced a significant drought in the first half of 2020 and this event impacted on the Far North District Council’s ability to maintain reticulated water supply in some of its communities.

·        Council responded with a variety of demand management efforts including:

o   Water restrictions

o   Extensive and varied communications to the public

o   Private leak campaign in Kaikohe

·        FNDC worked closely with Regional Civil Defence Emergency Management team to roll out emergency drinking water stations in areas where the reticulation was a risk of failing.

·        FNDC worked closely with local iwi to design and construct emergency alternative sources of water for the treatment plants at Kaikohe and Kaitaia.

·        The experience highlighted a programme of work required to improve the resilience of water supply in the Far North. This programme will be further refined, including costings, before it is presented again for funding.

 

Recommendation

That Council note the report entitled Learning from the 2020 Drought and Improving the Resilience of our Drinking Water Supplies.

 

1) Background

The Far North District Council own and operate eight drinking water schemes supplied by 14 primary and supplementary sources and treated with nine water treatment plants.

The meteorological drought experienced in early 2020 has been compounded by very low total rainfall in 2019. Both aquifers and surface water sources have been hit hard and the impact on our water schemes right across the District have been, and continue to be, significant.

·    Figure 1 - Kaikohe rainfall accumulation provided in MetService Four Week Forecast issued 12 May 2020.  In mid-May Kaikohe rainfall is 44% of year to date average rainfall.

·    Figure 2- Kerikeri rainfall accumulation provided in MetService Four Week Forecast issued 12 May 2020.  In mid-May Kerikeri rainfall is 52% of year to date average rainfall.

FNDC have a Water Shortage Management Plan which outlines processes and provides guidance on how water restrictions can be implemented to manage demand.  The plan sets out the make-up of the Water Shortage Management Committee.  The current version (Nov. 2019) of the plan sets out the following roles comprise the committee (with names of staff currently filling that role/position in the committee):

·    FNW Alliance Risk and Portfolio Manager (Martin Baker)

·    FNW Alliance Treatment Manager - Water (Peter Cowdell)

·    FNW Alliance Operations Manager (Corey Hutchinson)

·    FNDC Infrastructure Compliance Planner (Vacant – Melissa Parlane filling in)

·    FNDC Infrastructure Consents Planner (Jessica Crawford)

·    FNDC Support Officer (Ngawiki Cooper)

·    FNDC Communications and Stakeholder Engagement Advisor (Ken Lewis)

·    FNDC Manager – Infrastructure Operations (Glenn Rainham)

Water restrictions are enabled by the Water Supply Bylaw.  The General Manager of Infrastructure and Asset Management (GMIAM) has the appropriate delegations to issue restrictions and the committee makes recommendations for the GMIAM to consider.

The Water Shortage Management Plan lays out each scheme, key conditions of consent and learnings from previous water shortages.  In an organisation which experiences high staff turnover this document has provided the structure required for a team to work effectively every year for only 3 or 4 months at a time.  The Water Shortage Management Plan will be updated again this year and there are many opportunities to learn from our experiences in 2020.

This season the Water Shortage Management Committee first met in November 2019 and has met weekly or twice weekly since then. In mid-January the then chair of the committee highlighted the escalating drought as a risk to GMIAM.  By the first week of February a dedicated team of four staff were managing and coordinating the district’s response to the on-going and increasing water shortage on behalf of FNDC.  The workstreams identified at that time were:

·    Twice weekly Water Shortage Management Committee meetings

·    Weekly briefing meetings to stakeholders

·    Recommending and implementing water restrictions

·    Media releases and responses

·    Signs, letter drops, social media campaigns

·    Private leak campaign in Kaikohe

·    Water restriction monitoring and enforcement

·    Water Shortage Direction applications

·    Contingency planning

·    Water Shortage Direction compliance

·    High user monitoring and reporting

·    Water management plans for high users

·    Reporting on leak management

·    Reporting on restriction monitoring and enforcement

The need for coordination and collaboration with other agencies was quickly apparent.  As a result, a Drought Response Team (later the Crisis Response Team) was formed in early March with a larger dedicated team of 20 experts from within the organisation. This structure enabled better communication with external stakeholders and a more focussed and agile response to the drought.

FNDC initiated a series of meetings with the Northland Regional Council (NRC) regulatory team and Civil Defence Emergency Management (CDEM)), the Northland District Health Board (NDHB), Drinking Water Assessors (DWA), Fire and Emergency NZ (FENZ, rural and urban sectors).  At these meetings agencies were able to convey the criticality of the situation much more effectively and quickly understand how this would change the way they do business for a few months. Key changes included:

·    Water storage specifically for firefighting because opening and shutting fire hydrants put the fragile reticulation at risk in the dry conditions.

·    Emergency drinking water facilities set up by CDEM in case the reticulated water supply could not be maintained.

·    Updated information on the whereabouts and waters needs of dialysis patients in the Far North.

Council also built on existing relationships with key stakeholders in the community and high-water users.  The Waikotihe Trust is Kaitiaki of the Monument Hill aquifer and keeping them informed throughout the early stages of the drought played a key role in maintaining our reputation in Kaikohe.  Early engagement with the Northland Region Corrections Facility saw it substantially change how it uses water in the facility and carry the burden of importing water from outside of the district.

Figure 3- Sample of water use data from NRCF.  Annual average water use for the Facility is about 225m3/day.  Changes to infrastructure and procedures brought water use down to 150m3/day and NRCF were importing nearly half of that from outside of the region. At the time of writing this report NRCF were no longer importing water and the 75% restricted supply was meeting their needs.

In Kaikohe, senior staff and elected members attended a series of public meetings and worked closely throughout the drought with the Kaikohe Business Association.  In Kaitaia, FNDC maintained contact with the Juken Nishu Mills to ensure they were using water in-line with the restrictions.

Communications throughout the drought were targeted and well considered. Traditional media was well used with media releases, editorials, and a joint radio campaign with the region’s four councils.  Social media was a key player and Council’s social media presence regularly featured drought related communications and posts including videos of local kaitiaki and water treatment plant operators driving home the criticality of the drought. Staff and elected members featured in person at Kaikohe and Kaitaia A&P shows, there were T-shirts, posters, display banners, signs and pamphlets to name a few.

A particularly successful program was the Kaikohe Private Leak Campaign.  The drivers for the campaign were two-fold; to save water by fixing private leaks that residents had not got around to (or couldn’t afford to) fix and to promote the seriousness of the drought by getting people talking about water use and leaks. The community appreciated the assistance and saw that Council was doing their part; not just enforcing rules.  The volume of water saved directly through this initiative is very difficult to quantify because domestic meters are only read every six months. However, the fact that Kaikohe regularly had the greatest water savings (compared with a pre-drought benchmark) of schemes in Level 4 is telling.

The Northland Regional Council (NRC) were supportive through-out the drought period, particularly the water compliance team and the Civil Defence Emergency Management team. In particular, the pragmatism in issuing Water Shortage Directions for five of our primary sources when we were unable to meet the conditions of consent and maintain the water supply was appreciated.  Professional and productive relationships between FNDC and NRC are an essential part of our business.

Accelerated and emergency supply solutions

The Water Shortage Directions allowing FNDC to temporarily operate outside of its residual flow limits were imperative in our successful response to the drought but ultimately the severity of the drought posed too great a risk to rely on them alone.  The Emergency Works section of the Resource Management Act enabled FNDC undertake works that would normally be subject to consenting timeframes that just weren’t feasible in this situation. FNDC will be applying for retrospective consents for the following activities relating to the drought in 2020:

·    Installation of a rock weir immediately downstream of the Awanui River.  The weir was installed to increase the water level around the intake structure to eliminate the risk of air being drawn into the network and causing an unplanned shut down or infrastructure failure.

·    Temporary and emergency water take from Lake Omapere to supply Kaikohe. 

·    Temporary and emergency change of use for the consented water take from Te Rarawa’s bore at Sweetwater.

In the hills behind Opononi and Omapere, works on the new groundwater source was accelerated in January to bring the bore online earlier.

In Kaikohe, our primary source is the Wairoro Stream which supplies the Taraire Hills Water Treatment Plant (WTP). Our secondary source is a bore in the volcanic cone of the Monument Hill aquifer which supplies another water treatment plant.  The lack of rainfall in 2019, and previous operational challenges led to low levels in the Monument Hill aquifer from December.  FNDC was reliant on the Wairoro Stream entering the peak of summer.  The Wairoro Stream is a very small stream for a town of Kaikohe to be reliant on (without the resilience usually provided by the Monument Hill aquifer).  The town typically demands approximately 2,200m3/day; an average of 25 litres per second.  The design minimum flow (DMF) for the Wairoro Steam is assumed to be the consent limit of 13 litres for second. DMF is the stream flow that has a 20 percent chance of occurring in any one year (or a likelihood of occurrence of once in every five years, also termed a '5year return period').  There was a very real risk that Kaikohe would not have sufficient source water to maintain the reticulated supply in town.

As the significance of the event became apparent FNDC took a three-pronged approach to mitigating the risks of a failing water supply:

1.   encourage conservation to extend the time that Wairoro Stream can be used.

2.   prepare an emergency water distribution system in case a reticulated supply is not feasible.

3.   Exhaust all options for an alternative water supply for the Taraire Hills WTP.

Following on from public meetings and targeted online communications, Kaikohe residents and businesses have managed phenomenal water savings throughout this period.  The greatest savings were 40% of typical demand during the lockdown but even while schools and businesses were open, Kaikohe regularly achieved 25-30% savings. Regional Civil Defence (Northland CDEM) supported FNDC to establish storage tanks, a manifold supply system and a stock of containers for individuals to refill in case the reticulated supply failed. And finally, FNDC exhausted many options to find an alternative supply of water for Kaikohe.  All of the local streams were experiencing the same drought related low flows.  We found the most promising option (downstream of our take on the Wairoro) was suffering from a significant algae bloom and contained cyanotoxins.  After an exhaustive search, Lake Omapere (with all its challenges) presented the most reliable option for an emergency supply of source water for the town of Kaikohe. The Council is grateful to the Lake Omapere Trust and the Omapere Taraire E Rangihamama X3A Ahuwhenua Trust for making the lake available to the community as a temporary emergency water supply.

The technical nature of the solution in Kaikohe is:

A buoyancy device is attached to a pump placed in the lake. Raw water is pumped via 2 x 100meters of 125mm MDPE pipe and 800meters of 180mm layflat pipe to 3 x 30m³ tank farm. The raw water is then gravity fed with a 450meters of 125mm MDPE pipe to the Taraire Hills water treatment plant. 

The Taraire treatment plant is modified by installing a new 30,000 litre PAC mixing/contact tank, a new 30,000 litre ACH mixing/contact tank, new waste tank and pertaining reticulation system to accommodate treatment of the water from the lake.

In Kaitaia the drivers for an emergency supply were different. Where in Kaikohe we risked the stream having insufficient flows to supply the town, in Kaitaia the stream continued to flow with more water than the town needed.  The Awanui River is the primary source for Kaitaia’s water treatment plant (WTP). The Awanui River and its tributaries drain the northern side of the Mangamuka Range and flow northwards through Kaitaia and across the Awanui flats to enter the Rangaunu Harbour. The river is the lifeforce for a vast area as it winds 30km to the sea. The NRC were quick to place a Water Shortage Direction on the entire catchment which severely limited the utilisation of the water to essential human and livestock uses. Maintaining a strong flow in the river is very important from an ecological perspective but also to provide enough dilution for Kaitaia’s wastewater treatment plant discharge downstream.

An alternative to the Awanui River had to be a groundwater source to realise any benefits. Again, Council are grateful to the Te Rarawa and Ngai Takoto Sweetwater Farm at Bonnetts Road in agreeing to provide a temporary supply solution given so much of the infrastructure accessing the Aupouri aquifer north of town was in place, and the relatively close proximity to the Te Rarawa pumping station in Bonnetts Road to the Kaitaia WTP. With this source in operation as a temporary supplementary supply for a 100-day period, the river would be spared our substantial take and allowed to flow more naturally through the intense drought.

The technical solution at Bonnetts Road, Kaitaia can be described as:

Raw water is sourced from Te Rarawa’s existing farm infrastructure on the corner of Gill Road and Bonnett Road. The raw water is pumped 3.9km to the Kaitaia treatment plant where the pipe reticulation connects alongside the existing Awanui river supply inlet line.

The total raw water reticulation system is as follows: 2 x 100 mm tapping bands was used to connect into the existing 410 mm existing farm irrigation supply. 2 x 125 MDPE pipes conveys the raw water into 3 x 30m³ storage tanks. The raw water is then pumped with 2 x 125mm MDPE pipes 3km east to another 3 x 30m³ storage tanks. The raw water is then pumped via another section of 2 x 125mm pipes to the Kaitaia treatment plant inlet line. 

Electricity is reticulated from the existing farm pumping shed into a 10-foot container to be used as a control unit for pump 1 and valves. A Heavy-duty diesel generator is being used to drive Pump 2.

Further drought resilience was also considered. The most unpredictable demand on the Kaitaia WTP is the demand of private water haulers supplying bulk water to homes outside of the reticulated area. The Kaitaia WTP services the entire Aupouri Peninsular, Ahipara and North Hokianga as well as out to Whatuwhiwhi on the east coast. After weeks with no substantial rain the demand from these tankers will spike dramatically as homes on rainwater tanks run dry. A dedicated supply to support bulk tankers enables the town supply to focus on providing a sustainable town supply and relieve some pressure on the infrastructure and resources managing Kaitaia’s water supply. FNDC’s bore north of Kaitaia would have been ideal for Kaitaia but the infrastructure required to get it to town was too significant to install in an emergency, whereas bulk tankers are inherently mobile and can easily take advantage of this plentiful clean water source.  Installing a small water treatment plant, on loan from Watercare Services Ltd, at the bore provided bulk tankers with a plentiful potable water source without imposing any pressure on the already strained Kaitaia town supply.

 

The technical nature of the solution at Sweetwater Bulk Tanker fill point is:

100m deep production well and raw water bore pump, poly aluminium chloride dosing, 2 x silt busters, clarified to waste tank, ultraviolet dosing, sodium hypochlorite dosing, 2 x 30m³ contact tanks, 2 x 30m³ storage tanks, booster pumps, 700m 150mm pipeline and metered tanker filling point.

 

Costs associated with the 2020 emergency supply solutions

As at 5/6/2020

Committed

Actual

Total

Te Rarawa/Bonnetts Rd, KTA

$  287,329.21

 $  784,614.39

  $1,071,943.60

Lake Omapere, KHO

$  382,162.50

 $  495,965.73

  $   878,128.23

Sweetwater Tanker Supply, KTA

$  988,561.43

 $  544,808.23

  $1,533,369.66

 

In addition:

1.   The agreement with Te Rarawa provides for the compensation of substantiated farm losses up to the value of $700,000

2.   FNDC has entered into a funding agreement with MBIE for a PGF grant of up to $2,000,000

3.   FNDC has applied for additional drought related funding from NEMA. Outcome pending.

4.   Operational savings have also been identified from within the 2019/20 budgets

5.   The sums relating to points 1, 2 and 4 have been excluded from the above table

 

2) Discussion and Options

The primary source for Kaikohe, Kaitaia, Opononi, Rawene, Kawakawa and Paihia are surface water takes from local rivers and streams. Kerikeri also relies heavily on surface water as its secondary source. For each of these surface water takes FNDC hold a consent issued by the Northland Regional Council (NRC). The consents have conditions relating to many things but most importantly:

·    the volume of water FNDC is authorised to take, and

·    the instantaneous residual flow we are required to leave in the environment.

The instantaneous residual flow rate is typically the 7 day Designed Minimum Flow (DMF).  DMF is the stream flow that has a 20 percent chance of occurring in any one year (or a likelihood of occurrence of once in every five years, also termed a '5-year return period'). The DMF is calculated from the lowest seven consecutive days of flow in each year.

Therefore, irrespective of the volume of water we are consented to take, there is a 20 percent chance each year that we will not be authorised to take water from the surface water sources for a week or more.

The drought we have experienced this year is as a result of dry weather in both 2019 and 2020.  The 2020 drought has not yet been defined or given a label in terms of return periods, but some rivers set new record low flows and most rivers in Northland have been flowing below DMF for more than 2 months.  In theory this means there has been no consented surface water available for this period. 

Fortunately, both the legislation and regulations recognise the supply of drinking water to humans to be critical. As we approach our consented limits in catchments reliant on surface water we engage with NRC and agree temporary conditions of operation using a Water Shortage Direction (s329 of the Resource Management Act). With the issuing of a Water Shortage Direction there is an expectation that our customers will use this water wisely as we are breaching the consent conditions which were developed to protect the fine balance between the ecology of the stream and the needs of the human environment.

Droughts typically cover a large geographically area; not just a single catchment or community.  Having several surface water sources for a community drinking water supply does not increase its drought resilience. All the local streams are going to approach their own unique DMF at roughly the same time. Practical solutions for drought resilience are large reservoirs of water in form of

·    lakes,

·    man-made storage, or

·    aquifers.

Our experience in 2020 was that the Kaikohe and Rawene water supplies were at the greatest risk of having insufficient source water available (even with water shortage directions in effect) to meet the demands of the town. Table 1 considers the ratio of water available in drought to water demanded by the supply. Kaikohe and Rawene both have a ratio of less than 1 meaning their respective towns have a demand greater than the residual flow of the source in a one in five-year drought (if the consent limit is DMF).

Table 1- Water scheme surface water consent limits and demands

Scheme

Residual Flow Consent Limits for Surface Water Sources

Approximate Daily Demand in Summer in m3/day

Equivalent Daily Demand in l/sec

Ratio of consent limit to demand

Kaikohe

Wairoro: 13 l/sec

2,200 m3/day

25 l/sec

0.52

Rawene

Petaka: 1.9 l/sec

300 m3/day

3.5 l/sec

0.54

Kaitaia

Awanui: 460 l/sec

2,600 m3/day

30 l/sec

15

Kawakawa

Tirohanga: 170l/sec

1,200 m3/day

14 l/sec

12

Kerikeri

Puketotara: 113 l/sec

2,200 m3/day

25 l/sec

4.5

Paihia

Waitangi River: n/a

2,300 m3/day

26 l/sec

n/a

Opononi

Waiotemarama: 14 l/sec

410 m3/day

4.75 l/sec

2.9

Okaihau

no surface water sources

160 m3/day

1.85 l/sec

n/a

 

Water Shortage Directions are a cost-effective treatment to the risk of drought but only if there is enough water remaining in the stream at the time of drought. This is not the case for Kaikohe and Rawene and drought resilient sources should be a priority for these schemes.

As a water supplier FNDC saw new challenges with the drought of 2020:

·    the wide-spread nature of the drought saw resources spread thin

·    the severity of the drought saw the possibility of reticulated water supply being impractical

·    the harshness of the drought saw the network threatened by large cracks and moving ground

·    the longevity of the drought saw massive peaks in bulk water demand and demand overwhelming the local supply of tankers

·    the permanency of the drought saw resources stretched and fatigued; this was only intensified as the drought overlapped with an international pandemic and nationwide lockdown

·    as infrastructure and people were pushed to their limits risks that have previously been deemed acceptable were viewed as the straw that could break the camel’s back.

The need to invest to improve the resilience of the water supply in some areas is urgent, in other areas there is important work already planned in future years. The programme of work for water infrastructure being developed in the early stages of the 2021/2031 Long Term Plan is significant and includes many renewals projects to the treatment plants and the networks. 

Appendix 1 includes a list of resilience projects compiled from learnings from the 2020 drought.  The projects are identified as being in one of three categories:

·    Urgent projects required to prepare for the next dry season which are not currently funded

·    Important projects which will be considered in the 2021/2031 Long Term Plan prioritisation

·    Important projects which are already timed and funded in the Long Term Plan.

A summary of the urgent projects is in Table 2. The costs are currently being refined and will be presented in a decision report for council to consider unbudgeted funding to support this work.

Table 2 - summary of urgent projects identified as part of the 2020 drought learnings

Scheme

Issue / Problem Statement

Actions to improve resilience

Capital

Operational

Kaikohe

The residual flows in the primary surface water source are a fraction of the town's demand and there is high risk of the town running out of water in drought.

Develop a bore in the deeper aquifer under Monument Hill.

ü

Kaikohe

Raw water storage is limited due to concerns about the structural integrity of the raw water reservoir (dam) at Taraire Hills WTP.

Structural dam inspection and design for repairs.

ü

Kaikohe

The water treatment plant at Taraire Hills has relatively high losses due to backwash processes.

Investigate the whole of life costs and cost/benefit analysis of process modifications to reduce the water wasted in treatment.

 

ü

Kerikeri

The condition of the clarifier is very poor.

Investigate options for the renewal of the clarifier alongside options for replacement of the water treatment plant.

ü

Kerikeri

The condition of the clarifier is very poor.

Initial assessments determined that the clarifier will need to be replaced, not repaired and funding beyond what is available in the 2020/21 year will be required.

ü

 

Opononi

The Smoothy Road bore has high pH and may not be able to meet drinking water standards without blending or treatment

Installation of pH correction at the WTP would allow greater use of the bore (less blending with drought-stricken sources) and improve resilience.

ü

Kawakawa

Water treatment plant operators have not seen evidence of the connection between the Tirohanga Stream and the bore source.

Commission hydrogeologist to investigate the connection between groundwater and surface water in the area to support a change to the resource consent residual flow limits.

ü

Paihia

Dry and warm weather increases the algae present in the Waitangi River and each drought we experience difficulty extracting water from the river as the screen blocks.

An automated screen would regularly clear the screen of any build up.  This would significantly reduce the risks associated with water supply at the Paihia water treatment plant.

ü

Kaitaia

The shallow, soft-bottom nature of the Awanui River makes it difficult to abstract water from the river in low flows.

A permanent weir with a suitable screen and fish ladders to promote the ecological health of the stream in drought

ü

All Schemes

Keeping up with demand of our customers is always our goal.  Some of our customers use more water than necessary.

Demand management is a soft approach to infrastructure management where we try and minimise necessary upgrades and make the best use of the existing infrastructure and sources.  BRANZ is undertaking a nationwide study into how water is used domestically and how we can best focus our attention on making more efficient use of water in the home. Funding required to develop a methodology to assess each township and mentoring to complete work on one plan.

ü

All Schemes

All schemes would benefit in drought with improved leakage rates.  Kaitaia and Paihia have our highest leakage rates in the Far North.

Purchase leak detection equipment to locate and repair leaks quickly. Leak detection equipment uses listening devices and vibrations to locate water leaks which can’t be seen from the surface.

ü

All Schemes

Communications challenging with 8 different schemes and varying levels of water restrictions

More permanent, but variable, signage would improve consumer knowledge about restriction levels.  Communications team is working on a plan for permanent signage in all 8 towns.

ü

 

 

3) Financial Implications and Budgetary Provision

Information report only

 

Attachments

1.       Resilience Programme Appendix - A2895547  


 

Compliance schedule:

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

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

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

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

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

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

Compliance requirement

Staff assessment

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

The recommended work does not meet the threshold of any criteria in the Significance and Engagement Policy.  Although the aim will be to improve the level of service provided through drought, we do not consider the proposal to be “major and long-term”.  These are relatively small tweaks which will lead to improved levels of service. particularly in drought conditions.

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

The recommendation will contribute to the community outcome “Connected and engaged communities prepared for the unexpected” by improving drought resilience in our drinking water supplies.

The recommendation will contribute to the community outcome “Communities that are healthy, safe, connected and sustainable” by ensuring that safe drinking water is available at all times.

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 is for a programme of work which will impact on communities differently. The Community Board’s views have not been sought.

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

Water is the lifeforce of Māori and the recommendation includes seeking a new source of water for Kaikohe.  Waikotihe Trust are kaitiaki of the aquifer and springs around Monument Hill in Kaikohe.  Their views have been sought on the proposal. It has been agreed that when further information on the potential impact this water take will have on local springs, we will consult further with the Waikotihe Trust.  The requirement to consult is also included in the Resource Consent Application process.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.

The right to clean drinking water is universal.  In time of significant drought some persons are affected more greatly. It is more difficult to maintain a small business when Council restricts the use of water. The inconvenience or extra effort required to save water are felt more by elderly and disabled persons. The importance of abundant clean water is critical to those on dialysis at home.  A more resilient water supply will reduce the barriers faced by persons identified above.

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

Financial implications are discussed in section 3 of the report and budgetary provisions are requested in the recommendation.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 

 


Ordinary Council Meeting Agenda

25 June 2020

 

 

Urgent projects required to prepare for the next dry season which are not currently funded.

Important projects which will be considered in the 2021/2031 Long Term Plan prioritisation.

Important projects which are already timed and funded in the Long Term Plan.

Scheme

Issue / Problem Statement

Actions to improve resilience

"Shovel Ready"

Detailed Design required

Options/Feasibility Required

 

Capital

Operational

 

Kaikohe

The residual flows in the primary surface water source are a fraction of the town's demand and there is high risk of the town running out of water in drought.

Develop a bore in the deeper aquifer under Monument Hill.

 

 

Kaikohe

The residual flows in the primary surface water source are a fraction of the town's demand and there is high risk of the town running out of water in drought.

Investigate the feasibility of an irrigation dam in the Mid-north with capacity to supplement Kaikohe.

 

ü

 

Kaikohe

Raw water storage is limited due to concerns about the structural integrity of the raw water reservoir (dam) at Taraire Hills WTP.

Structural dam inspection and design for repairs.

 

ü

 

Kaikohe

The water treatment plant at Taraire Hills has relatively high losses due to backwash processes.

Investigate the whole of life costs and cost/benefit analysis of process modifications to reduce the water wasted in treatment.

 

 

 

 

ü

 

Rawene

The residual flows in the primary surface water source are a fraction of the town's demand and there is high risk of the town running out of water in drought.

Investigate the feasibility of a bore or manmade storage facility.

 

ü

 

Kerikeri

FNDC are reliant on a third party for the supply of raw water as its primary source.  The supply has proven to be unreliable in the drought of 2020 due to breaks caused by moving ground and aged infrastructure.

Investigate the feasibility of a bore or new FNDC dam infrastructure to eliminate the risk of third-party provisions.

 

ü

 

Kerikeri

The secondary source for Kerikeri is increasingly required as the sole supply for Kerikeri.  The infrastructure from this secondary source is fragile and under-spec'ed.

Install new: screen, electrical cabinet and rising main.

 

 

Kerikeri

During peak summer demand the water treatment plant is running at capacity and any setbacks put the water supply at risk.  The growth in the Kerikeri area will see the community quickly outgrow it's WTP.

Investigate options for a new water treatment plant for Kerikeri.

 

 

Kerikeri

The condition of the clarifier is very poor.

Investigate options for the renewal of the clarifier alongside options for replacement of the water treatment plant.

 

 

Kerikeri

The condition of the clarifier is very poor.

Initial assessments determined that the clarifier will need to be replaced, not repaired, and funding beyond what is available in 2020/21 year will be required.

 

 

 

 

 

 

Opononi

The Smoothy Road bore has high pH and may not be able to meet drinking water standards without blending or treatment

Installation of pH correction at the WTP would allow greater use of the bore (less blending with drought-stricken sources) and improve resilience.

 

 

Kawakawa

Water treatment plant operators have not seen evidence of the connection between the Tirohanga Stream and the bore source.

Commission hydrogeologist to investigate the connection between groundwater and surface water in the area to support a change to the resource consent residual flow limits.

 

 

Paihia

Dry and warm weather increases the algae present in the Waitangi River and each drought we experience difficulty extracting water from the river as the screen blocks.

An automated screen would regularly clear the screen of any build up.  This would significantly reduce the risks associated with water supply at the Paihia water treatment plant.

 

 

Paihia

During summer demand the water treatment plant is running at capacity and any setbacks put the water supply at risk.  Compared to other communities the peak demand lasts much longer and is therefore a greater risk.

A new water treatment plant is required for Paihia.  Options assessment has been completed; a preferred location and treatment technology has been identified using TIF funding.

 

 

Kaitaia

The shallow, soft-bottom nature of the Awanui River makes it difficult to abstract water from the river in low flows.

A permanent weir with a suitable screen and fish ladders to promote the ecological health of the stream in drought

 

 

Kaitaia

Water resilience

Long term solution for Kaitaia Water

 

 

Okaihau

The existing operational bores suffer from high sulphur content and take up solids on start-up.

A new well has been drilled and a consent has been obtained. Infrastructure is required to bring this new bore online

 

 

All Schemes

Keeping up with demand of our customers is always our goal.  Some of our customers use more water than necessary.

Demand management is a soft approach to infrastructure management where we try and minimise necessary upgrades and make the best use of the existing infrastructure and sources.  BRANZ is undertaking a nationwide study into how water is used domestically and how we can best focus our attention on making more efficient use of water in the home.

 

 

All Schemes

All schemes would benefit in drought with improved leakage rates.  Kaitaia and Paihia have our highest leakage rates in the Far North.

Purchase leak detection equipment to locate and repair leaks quickly. Leak detection equipment uses listening devices and vibrations to locate water leaks which can’t be seen from the surface.

 

 

All Schemes

Repairing known leaks isn’t the complete solution.  Leaks that have developed overtime in old infrastructure are an indication of the need to replace the assets.  They are a natural pressure relief system and fixing the leak will usually create another one somewhere else. 

When leaks occur on asbestos concrete pipe we can take a sample of the pipe and determine its condition using Phenolphthalein Indicator tests which provides a good indication of the deterioration of the pipe. 

Programme of pipe renewals based on asset condition, age and failure rate.

 

 

 

 

 

 

 

 

 


Ordinary Council Meeting Agenda

25 June 2020

 

8            Public Excluded  

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

8.1 - Confirmation of Previous Minutes - Public Excluded

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.2 - Council Civic Hub and Library Reset

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.3 - Regional Economic Development

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.4 - Far North Rural Education Activity Programme Contract

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.5 - Contract 7/15/108 Lighting Maintenance and Renewals - Contract Extension

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.6 - Extension to Russell Landfill and Recycling Contract

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.7 - Extension of the Community Services and Maintenance Contract to Recreation Services Limited

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.8 – Draft Chief Executive Officer Key Performance Indicators 2020-2021

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

 

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

 

 

 

 

 


Ordinary Council Meeting Agenda

25 June 2020

 

9            Karakia Whakamutunga – Closing Prayer

10          Meeting Close