Agenda of Motutangi Drainage Area Committee Meeting

Motutangi Drainage Area Committee Meeting Agenda

3 November 2020

4.1 Motutangi Drainage Area 2019/2020 Expenditure

File Number: A2945600

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide the Motutangi Drainage Area Committee with expenditure details and the closing balance for the 2019/20 financial year.

Executive Summary

Over the 2019/20 financial year, the Far North District Council completed a selection of drainage area works. The work which included spraying, cleaning and access improvements for the drains, came to a total expense of $12,974.

Recommendation

That Motutangi Drainage Area Committee recommends Te Hiku Community Board note the following financial summary for the past financial year 2019/20:

Motutangi	Budget
2018-19 Residual funds (reserve funds available)	$44,840
2019 Opening Balance (rated income)	$37,032
2019-20 Expenditure to date	$12,974
2019-20 Correction (double up in 2018-19)	$-2,698
2019-20 Closing Reserve Balance	$71,595

1) Background

The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.

The works programme for the 2019/20 financial year was discussed at the previous Motutangi Drainage Area Committee Meeting on 2 September 2019. Through various conversations and onsite meetings with the spraying contractors, members of the public and Committee members, the list of required works had been put together.

2) Discussion and Options

Across both the Motutangi Area, there are several points which had work completed. This section further explains the work completed, and any uncompleted work that has been transferred into the current financial years programme.

2.1 Work programme summary 19/20

The past work programme from Financial Year 2019/20 is included below. This has been divided into completed and uncompleted work. There is also a column showing the amount budgeted through previous meetings.

The uncompleted works were delayed for a variety of reasons, most commonly wet ground conditions or over commitments in other areas.

*Motutangi*	*Budgeted*	*Expended*
*Completed Work:*
*Spraying of the drains during early spring and in the autumn if required*	*$13,037*	*$12,974*
*Total*	*$13,037*	*$12,974*
*Remaining Work & Allowances:*
*Machine cleaning of the Motutangi Stream in late spring*	*$8,000*
*Machine cleaning of the Motutangi Stream in autumn (Completed late and invoiced in 20-21)*	*$4,500*	*$11,405*
*Machine cleaning allowance for other drains*	*$2,500*
*The Motutangi Stream stockpile relocation programme (Deferred)*	*$34,000*
*Install a culvert, access track, gate and strainers at the Harvey/Bryan boundary on the Beazley Drain*	*$2,500*
*Install a culvert, access track, gate and strainers within Bede’s property on the Selwyn Drain*	*$3,000*
*Cut to Lands End Drain Track Widening*	*$2,000*
*Access track maintenance*	*$2,000*
*Northland Regional Council fee (Deferred)*	*$500*
*Department of Conservation Concession Agreement Fee (one off fee) (Deferred)*	*$1,540*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*Contingency allowance*	*$3,000*
*Total*	*$64,204*	*$11,405*

2.2 Current projects within the work programme

The Motutangi Stream stockpile relocation, access track installations and track widening projects from the 2019/20 work programme were deferred to the 2020/21 work programme. Specifically, the stockpile relocation programme was deferred due to delays with the Department of Conservation (DOC) concession agreement being signed off.

2.3 General maintenance within the work programme

Spraying

Spraying of the Motutangi drains were completed in January 2020 at a cost of $7,873. This was done some months later than planned due to the spray schedule / acceptance of works being delayed. In the winter prior (July/Aug 2019), an additional spray of the most affected drains was completed. This came at a cost of $5,101.

Machine cleaning

The Motutangi stream outlet was cleaned mid July 2020 with a long reach digger from the scientific reserve, to the drain intersection and downstream as required. This came to a cost of $11,405 (invoiced and included in the 2020/21 programme).

A long reach digger was used for the stream cleaning as there were promising results from the previous two. This has proved to be more expensive than using a medium reach digger, however removing all the weed mats reduces the need for a second clean later on in the year.

Accessibility issues & maintenance

There was no additional access maintenance completed for the Motutangi Drainage Area this year.

2.3 Drainage Area Requests for Service (RFS) summary

For the year, there was one new Request for Service received regarding the Motutangi Drainage Area.

· RFS 3967718 – 93 Motutangi Road, Northern Aupouri – Query on the management of the area and a drainage easement – Completed Sept 2019

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Motutangi	Budget
2018-19 Residual funds (reserve funds available)	$44,840
2019 Opening Balance (rated income)	$37,032
2019-20 Expenditure to date	$12,974
2019-20 Correction (double up in 2018-19)	$-2,698
2019-20 Closing Reserve Balance	$71,595

Attachments

Nil

Compliance schedule:

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

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019).
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report seeks a recommendation from the Committee to the Te Hiku Community Board.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Motutangi Drainage Area Committee Meeting Agenda

3 November 2020

4.2 Motutangi Drainage Area 2020/2021 Programme

File Number: A2945603

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide the Motutangi Drainage Area Committee with an outline of the proposed works and costs for the 2020/21 financial year.

Executive Summary

Over the 2020/21 financial year, the Far North District Council proposes to complete a selection of drainage area works. The work includes spraying, cleaning and access maintenance of the drains. It is recommended a budget of $55,809 is allocated to cover the required and potential work for Motutangi.

Recommendation

That the Motutangi Drainage Area Committee recommends Te Hiku Community Board approve the Motutangi Drainage Area 2020/21 work programme.

1) Background

The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.

The works programme for the 2020/21 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2019/20 is completed as planned. It is also due to change in line with any additional work agreed upon in the DOC Concession Agreement.

2) Discussion and Options

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

2.1 Proposed work programme summary

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

*Motutangi*
*Spraying of the drains during late spring and in the autumn if required*	*$14,900*
*Status report on the drains*	*$300*
*Machine cleaning of the Motutangi Stream in winter (July 2020)*	*$11,405*
*Machine cleaning of the Motutangi Stream in autumn*	*$10,000*
*Machine cleaning allowance for other drains (Selwyn Drain)*	*$4,000*
*Install a culvert, access track, gate and strainers at the Harvey/Bryan boundary on the Beazley Drain*	*$2,500*
*Install a culvert, access track, gate and strainers within Bede’s property on the Selwyn Drain*	*$3,000*
*Cut to Lands End Drain Track widening*	*$2,000*
*Access track maintenance*	*$2,000*
*Northland Regional Council fee*	*$500*
*Department of Conservation Concession Agreement Fee (one off fee)*	*$1,540*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*Contingency allowance*	*$3,000*
*Total*	*$55,809*

2.2 Proposed projects within the work programme

Beazley Drain access at the Harvey/Bryan boundary

This will enable better access to the Beazley Drain for maintenance. An allowance of $2,500 has been programmed for this work.

Selwyn Drain access on the Bede property

This will enable better access to the Selwyn Drain for maintenance. An allowance of $3,000 has been programmed for this work.

Cut to Lands End Drain access widening

The spraying contractor identified the need for access track widening along the ‘Cut to Lands End’ drain. There is minimal room for the spraying truck to drive through and at points can get quite dangerous. A budget of $2,000 has been programmed for the access track widening. This is to be completed early in the season before spraying is to begin.

2.3 General maintenance within the work programme

Spraying

Spraying of the Motutangi Area is to be completed during late spring / early summer 2020/21. If additional spraying is required in autumn, the spraying item includes an extra 50% to cater for spraying half the drains again.

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

An EPA “Permission for Use of Substances” & Northland Regional Council consent is required specific to the areas to be sprayed, for the correct type of spray. The spray used has to be applied with considerable forethought as it can affect crop growth, for some distance downstream.

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

Motutangi Area Total Spray Cost

Motutangi Stream	2,600 m	2,600 m	$1,430.00
Main Outfall Drain	1,150 m	1,150 m	$632.50
Bryan Drain	2,900 m	2,900 m	$1,595.00
Beazley Drain	2,050 m	2,050 m	$1,127.50
Aspin Drain	2,250 m	2,250 m	$1,237.50
Cut to Lands End Drain	1,700 m	1,700 m	$935.00
Selwyn Drain (Approx. 500m for cleaning)	2,950 m	2,450 m	$1,347.50
Seymour Drain	750 m	750 m	$412.50
Bacicas Drain	2,050 m	2,050 m	$1,127.50
Subritzky Drain	160 m	160 m	$88.00
Totals	8,560 m	8,060 m	$9,933.00

Machine cleaning

Over the 2019/20 year, the Motutangi Area has been investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require mechanical removal. The Motutangi Stream and part of the Selwyn Drain have been identified for cleaning as discussed below.

In the past, the Motutangi stream has required 2 partial cleans a year. In the 2017/18 FY, both cleans were completed using a medium reach digger as this machine is quicker and therefore cheaper. To assist the effect of using a medium reach digger along the Motutangi Stream, the far bank was sprayed with an extended spray gun during a very low tide. A recent inspection has confirmed that this method provides good value.

In the winter (mid July 2020), the Motutangi Stream outlet was cleaned with a long reach digger from the scientific reserve, to the drain intersection and downstream as required. This cost $11,405 and is carried over from the 2019/20 programme.

Even though this particular clean was more expensive than previous with the medium reach digger, the timing of the clean may allow the Motutangi Stream to remain relatively clear until next autumn 2021. This relies on the spraying being completed in October / November 2020.

The Selwyn Drain reaching out towards State Highway 1 has been affected by significant weed growth last summer. The spraying was completed too late to push the weed back, and therefore the drain will need to be machine cleaned this year. It’s proposed that the end of the drain near the State Highway is not sprayed this year, rather be cleaned early autumn 2021.

The work programme’s cleaning costs are based on using a long reach digger for 1 autumn clean in 2021, and then any additional cleaning completed by a smaller digger. The total length that requires cleaning will vary depending on the weather conditions and growth.

A machine cleaning allowance of $25,405 has been included in the 2020/21 year.

Accessibility issues & maintenance

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

In addition to maintenance of the new tracks, the spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009 (Rev 2019):

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

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

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

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

Council staff will analyse this information and make recommendations to the Committee on work which may be required. Staff, or as agreed by the Committee, may also contact the landholders directly where they are in breach of the Bylaw.

A notice was sent in 2017 to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues. Another notice to remind property owners of their obligations is planned for summer 2020.

2.4 Motutangi Drainage Area management plan / DOC concession agreement

After an initial response from DOC on the 19^th of December 2018 along with their further revised concession agreement; there has been little communication between Council and DOC. Council are attempting to follow up with DOC to find out if there are any updates or if further information is required.

Once the concession management plan is approved by the members, Council and DOC, the next step is to have the complete document reviewed by the Northland Regional Council. This is required under section 27.3 Rules for Drainage and River Control Activities - Discretionary Activities, of the Regional Water and Soil Plan for Northland.

An allowance of $1,540 and $500 for the DOC and NRC fees has been included in the programme for this year.

2.5 Drainage area mapping

Late 2017, Council began using GIS (Geographic Information System) or mapping tools to log the location of the Drainage Area Drains electronically. The aim of this project is to put together a relatively accurate database of the drain width, depth, grade and location. Once gathered, the information will be added as a new layer in the Far North District Council’s online maps which are available to the public.

To date the entire Kaikino Drainage Area has been mapped although it is not yet available online.

The other Drainage Areas, Waiharara, Kaitaia and Motutangi, are planned for mapping when we have the available staff.

2.6 Drainage Area Requests for Service (RFS) Summary

Since the end of June 2020, there have been no new Requests for Service received regarding the Motutangi Drainage Area.

Reason for the recommendation

To confirm the expected works and their associated costs. With the work programme to be completed by 30 June 2021.

3) Financial Implications and Budgetary Provision

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

Motutangi	Budget
2019-20 Residual funds (reserve funds available)	$71,595
2020 Opening Balance (rated income)	$34,000
2020-21 Proposed Expenditure	$55,809
2020-21 Closing Reserve Balance	$49,786

Attachments

Nil

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019).
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report seeks a recommendation from the Committee to the Te Hiku Community Board.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Motutangi Drainage Area Committee Meeting Agenda

3 November 2020

4.3 Motutangi Drainage Area 2021/2022 Programme

File Number: A2945605

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To advise and seek feedback from the Motutangi Drainage Area Committee on the proposed works and costs for the 2021/22 financial year.

Executive Summary

Over the 2021/22 financial year, the Far North District Council wishes to complete a selection of drainage area works. The work includes spraying, cleaning and access maintenance of the drains. Currently there is a proposed budget of $77,612 to cover the required and potential work for Motutangi. The work programme and associated budget is up for discussion.

Recommendation

That the Motutangi Drainage Area Committee recommend the report Motutangi Drainage Area 21/22 Programme be referred to Te Hiku Community Board for information.

1) Background

The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.

The works programme for the 2021/22 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2020/21 is completed as planned. It is also due to change in line with any additional work agreed upon in the DOC Concession Agreement.

2) Discussion and Options

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

Further review of the programme must be done during the following Drainage Area Committee Meeting held in March 2021 and over the next financial year. This is due to the highly estimated nature of the work programme.

2.1 Proposed work programme summary

Work is to be completed before 30 June 2022, with the spraying programme to start during late 2021:

*Motutangi*
*Spraying of the drains during early spring and in the autumn if required*	*$15,312*
*Status report on the drains*	*$300*
*Machine cleaning of the Motutangi Stream in late spring*	*$8,000*
*Machine cleaning of the Motutangi Stream in autumn*	*$4,500*
*Machine cleaning allowance for other drains*	*$2,500*
*The Motutangi Stream stockpile relocation programme*	*$42,000*
*Access track maintenance*	*$2,000*
*Contingency allowance*	*$3,000*
*Total*	*$77,612*

2.2 Proposed projects within the work programme

Motutangi stream stockpile relocation

The Motutangi Stream stockpile relocation area has to be positioned in accordance with the Department of Conservation (DOC) Concession conditions. These are planned to be finalised by the end of the 2021 calendar year.

Additionally, any dumpsites would be identified by DOC before work commences.

An allowance of $42,000 has been included in the proposed work programme. This is slightly increased from previous years due to rising work costs, however is only a rough estimate.

2.3 General maintenance within the work programme

Spraying

Spraying of the Motutangi Area is to be completed during late spring / early summer 2021/22. If additional spraying is required in autumn, the spraying item includes an extra 50% to cater for spraying half the drains again.

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

Motutangi Area Total Spray Cost

Motutangi Stream	2,600 m	2,600 m	$1,430.00
Main Outfall Drain	1,150 m	1,150 m	$632.50
Bryan Drain	2,900 m	2,900 m	$1,595.00
Beazley Drain	2,050 m	2,050 m	$1,127.50
Aspin Drain	2,250 m	2,250 m	$1,237.50
Cut to Lands End Drain	1,700 m	1,700 m	$935.00
Selwyn Drain	2,950 m	2,950 m	$1,347.50
Seymour Drain	750 m	750 m	$412.50
Bacicas Drain	2,050 m	2,050 m	$1,127.50
Subritzky Drain	160 m	160 m	$88.00
Totals	8,560 m	8,560 m	$10,208.00

Machine cleaning

Over the 2020/21 year, the Motutangi Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which may require mechanical removal. Other than cleaning a section of the Motutangi stream, there is no further cleaning scheduled. Below is a review of what’s been undertaken in the past.

The Motutangi stream has required 2 partial cleans a year. In the 2017/18 FY, both cleans were completed using a medium reach digger as this machine is quicker and therefore cheaper. To assist the effect of using a medium reach digger along the Motutangi Stream, the far bank was sprayed with an extended spray gun during a very low tide. A recent inspection has confirmed that this method provides good value.

The work programme’s cleaning costs are based on this method.

The total length cleaned will vary depending on the weather conditions and growth.

A machine cleaning allowance of $15,000 has been included in the 2021/22 year.

Accessibility issues & maintenance

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

In addition to maintenance of the drains, the spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009 (Rev 2019):

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

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

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

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

Reason for the recommendation

To discuss the expected works and their associated costs. With the work programme to be completed by 30 June 2022.

3) Financial Implications and Budgetary Provision

A summary of the expected 2021/22 financial year is as follows:

Motutangi	Budget
2020-21 Residual funds (reserve funds available)	$49,786
2021 Opening Balance (rated income)	$34,000
2021-22 Proposed Expenditure	$77,612
2021-22 Closing Reserve Balance	$6,174

Attachments

Nil

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019).
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report seeks a recommendation from the Committee to the Te Hiku Community Board.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report