Agenda of Te Hiku Community Board Meeting - Tuesday, November 17, 2020

Te Hiku Community Board Meeting Agenda

17 November 2020

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

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

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

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

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

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

Council Delegations to Community Boards - January 2013

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

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated storm water systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12. Recommend new bylaws or amendments to existing bylaws.

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

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

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

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

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

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

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

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

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

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

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

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

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

Terms of Reference

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

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

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

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

4. Have special regard for the views of Maori.

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

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

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

a) Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a. the disposal and purchase of land

b. proposals to acquire or dispose of reserves

c. representation reviews

d. development of new maritime facilities

e. community development plans and structure plans

f. removal and protection of trees

g. local economic development initiatives

h. changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc.)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Adele Gardner	N/A - FNDC Honorarium
	The Far North 20/20, ICT Trust	Trustee
	Te Ahu Charitable Trust	Trustee
	ST Johns Kaitaia Branch	Trustee/ Committee Member
	I know many FNDC staff members as I was an FNDC staff member from 1994-2008.
Partner of Adele Gardner	N/A as Retired
Darren Axe	Wharf Warden at Far North Holding Limited	Council Controlled organisation
Sheryl Bainbridge	Ex-employee of Far North District Council			There should be no conflict of interest if we are all heading in the same direction
Sheryl Bainbridge	Property in Coopers Beach
Jaqi Brown	Te Hiku Navigation	Manager
	Whangape Marae	Maori Land Owner Trustee over Whangape School and marae		Will manage any potential interests/conflicts and it arises
	Te Rawawa Rugby Club Committee	TRRC Lease Ahipara Domain from FNDC		Will manage any potential interests/conflicts and it arises
	Property in Ahipara
John Stewart	Printing.com Kaitaia	Managing Director	Produces some work for FNDC	Step aside for any decisions at the time
	Zenstone N.Z Limited	Managing Director	N/A	N.A
	90 Mile Snapper Bonanza Limited	Shareholder / Organiser	May apply for event funding from FNDC	Step aside for any decisions at the time
	Property in Whatuwhiwhi and Kaitaia			Step aside for any decisions at the time
John Stewart – Partner	Printing.com Kaitaia
John Stewart – Partner	Property in Whatuwhiwhi and Kaitaia			Step aside for any decisions at the time
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
Partner Felicity Foy	Director of Coastline Plumbing NZ Limited
Partner Felicity Foy	Friends with some FNDC employees

Te Hiku Community Board Meeting Agenda

17 November 2020

MINUTES OF
Te Hiku Community Board Meeting
HELD AT THE TBC, Mangonui Cruising Club, 5 Silver Egg Road, Mangonui
ON Tuesday, 6 October 2020 AT 10:00 am

PRESENT: Chairperson Adele Gardner, Member Darren Axe, Member Sheryl Bainbridge, Member John Stewart, Member Felicity Foy

IN ATTENDANCE:

1 Karakia Timatanga – Opening Prayer

Member Bainbridge opened the meeting with a prayer.

2 Making and Attesting of Declarations

Agenda item 7.1 document number A2959848, pages 19 - 19 refers

Adele Gardner – Te Hiku Community Board Chair, witnessed the attesement and declaration of William Subritzky.

3 Apologies and conflicts of Interest

Resolution 2020/58

Moved: Chairperson Adele Gardner

Seconded: Councillor Felicity Foy

That the apology received from Member Jaqi Brown be accepted and leave of absence granted.

Carried

4 Public Forum

- Ian Palmer and Glen Larkin (Iwi Representative) spoke in regards to Rangitoto Reserve.

Motion

Resolution 2020/59

Moved: Member Sheryl Bainbridge

Seconded: Chairperson Adele Gardner

That the Te Hiku Community Board request a report on Rangitoto Reserve be presented at the next community board meeting, as previously requested, with informaiton on the vegetation management plan, reseve management plan and divestment of the reserve.

Carried

- Brain Page, representing Tokerau Beach and Whatuwhiwhi Residents and Ratepayers, updated the Community Board on progress made to the Whatawhiwhi Community Plan and the next stages.

5 Speakers

Tepora Kauwhata, representing Te Tūhua ki Aotearoa Chritable Trust, spoke in regards to item 8.5 – Funding Applications.

6 Deputations

Nil

The meeting adjourned from 11.00 am to 11.34 am so that the Community Board members could acknowledge the passing of previous Community Board member Lawrie Atkinson.

7 Confirmation of Previous Minutes

7.1 Confirmation of Previous Minutes

Agenda item 7.1 document number A2957862, pages 12 - 19 refers

Resolution 2020/60

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That the Te Hiku Community Board agrees that the minutes of the meeting of the Te Hiku Community Board held 25 August 2020 be confirmed as a true and correct record.

Carried

8 Reports

8.1 Item left to Lie on the Table - Election of Deputy Chairperson

Agenda item 7.2 document number A2960557, pages 20 - 22 refers

Resolution 2020/61

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That the Te Hiku Community Board elect Member Jaqi Brown as Deputy Chairperson for the remainder of the triennium, in accordance with Standing Orders.

Carried

8.2 Chairperson and Member Reports

Agenda item 7.3 document number A2957865, pages 23 - 29 refers

Resolution 2020/62

Moved: Member Sheryl Bainbridge

Seconded: Member Darren Axe

That the Te Hiku Community Board,

a) note the reports from Chairperson Gardner and Members Axe, Bainbridge and Stewart.

b) request a report on Lake Ohia Hall be presented at the next Te Hiku Community Board meeting with the Lake Ohia Hall Building report attached.

c) request support to formalise the Pukenui Scenic Walkway and negotiations with relevant landowners to obtain easements where necessary.

Carried

Attachments tabled at meeting

1 Tabled Document - Letter from Houhora Residents and Ratepayers on Naming of Reserve

2 Tabled Document - Updated Member Bainbridge report

8.3 Te Hiku Statement of Community Board Fund Account as at 31 August 2020

Agenda item 7.4 document number A2954901, pages 30 - 31 refers

Resolution 2020/63

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That the Te Hiku Community Board receives the report “Te Hiku Statement of Community Board Fund Account as at 31 August 2020“.

Carried

8.4 Rural Travel Funding - Applications Summer 2020/21

Agenda item 7.5 document number A2959628, pages 32 - 40 refers

Resolution 2020/64

Moved: Member Sheryl Bainbridge

Seconded: Member Darren Axe

That Te Hiku Community Board allocates Rural Travel Grant funding of $1,500, in accordance with the recommendations received from Sport Northland, to Pamapuria School.

Carried

8.5 Funding Applications

Agenda item 7.6 document number A2861991, pages 41 - 45 refers

resolution 2020/65

Moved: Member Sheryl Bainbridge

Seconded: Member John Stewart

That Te Hiku Community Board approves the sum of $1,380 (plus GST if applicable) be paid from the Board’s Community Fund account to Mangonui Lions Club for costs towards a memorial picnic table and seats to support the following Community Outcomes:

i) Proud Vibrant Communities

ii) Communities that are healthy, safe, connected and sustainable

Subject to the Mangonui Lions Club work with Council staff to agree on the appropriateness of the memorial picnic table and seats and ensure that the installation of the memorial picnic table and seats follows Council policies and procedures.

Carried

resolution 2020/66

Moved: Member Sheryl Bainbridge

Seconded: Member Darren Axe

That Te Hiku Community Board approves the sum of $2,280 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North Safer Community Council for costs towards repainting pavement signage in Kaitaia to support the following Community Outcomes:

i) Proud Vibrant Communities

ii) Communities that are healthy, safe, connected and sustainable

Subject to Far North safer Community Council complying to Councils Corridor Access Permit legal requirements.

Carried

resolution 2020/67

Moved: Member Felicity Foy

Seconded: Member John Stewart

That Te Hiku Community Board approves the sum of $3,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Te Tūhua ki Aotearoa Charitable Trust for costs towards hosting the Aotearoa Māori National Surfing Title, subject to funds being paid to local suppliers in Te Hiku area, to support the following Community Outcomes:

i) Proud Vibrant Communities

ii) Communities that are healthy, safe, connected and sustainable

Carried

Resolution 2020/68

Moved: Member Adele Gardner

Seconded: Member Darren Axe

That Te Hiku Community Board approves the sum of $1,843.96 (plus GST if applicable) remaining from funds granted in August 2019 be retained by the Eddie Trust and used towards a second eight-week course of New Zealand Sign Language Classes to be held in Kaitaia from 19 October 2020 to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

Carried

8.6 Project Funding Reports

Agenda item 7.7 document number A2861799, pages 69 - 74 refers

Committee Resolution 2020/69

Moved: Member Sheryl Bainbridge

Seconded: Member William Subritzky

That Te Hiku Community Board note the project reports received from Kaitaia Sport and Leisure.

Carried

The meeting was adjourned from 1.06 pm to 1.42 pm.

9 Notice of Motion

9.1 Notice of Motion - Concept Plans for Allen Bell on Parkdale Playground, Awanui Playground, Korora Park, Ahipara and Unahi Wharf.

Agenda item S.1 document number A2965557, pages 4 - 5 refers

Committee Resolution 2020/70

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That the Te Hiku Community Board,

a) adopts the Te Hiku Community Board Strategic Plan 2020-2021 as the overarching document that will guide the Community Board in identifying, confirming and allocating funding to its strategic and community planning projects.

b) endorses the community plans for Ahipara, Karikari and Awanui for the purpose of using the information to understand community priorities and guide the Community Board’s decision making and funding allocations in a way that will meet the needs of communities and promote the social, economic, environmental and cultural well-being of communities as required by the Local Government Act 2002.

c) requests that a directory is set up within Governance for its strategic plan, current and future community plans, concept plans and other relevant documents so that the plans are available to current and future Community Board members for implementation and review.

d) requests community plans are added to the Council website so that they can be accessed by members of communities.

e) receives and adopts the concept plans for Allen Bell on Parkdale Playground, Awanui Playground, Korora Park and Unahi Wharf, as documents that will assist the Board to confirm and allocate funding to elements of the plans as identified in its strategic and community planning and during consultation with the relevant communities.

Carried

10 Meeting Close

The meeting closed at 2.02 pm.

The minutes of this meeting will be confirmed at the Te Hiku Community Board meeting to be held on 17 November 2020.

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

CHAIRPERSON

Te Hiku Community Board Meeting Agenda

17 November 2020

7.2 Setting of Meeting Dates for 2021

File Number: A2990729

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

To allow the Community Board to set their meeting dates for the 2021 calendar year.

Executive Summary

· Each Community Board is responsible for setting their own meeting dates.

· The Community Board have previously held meetings every six weeks on a Tuesday.

· Council adopted its formal meeting calendar on 29 October 2020.

· This report recommends the Board continue the meeting pattern of 2020

Recommendation

That Te Hiku Community Board

a) adopt the following meeting dates for the Te Hiku Community Board

· 26 January 2021

· 2 March 2021

· 6 April 2021

· 1 June 2021

· 6 July 2021

· 24 August 2021

· 5 October 2021

· 9 November 2021

b) adopt the following meeting dates for Kaitaia, Motutangi and Waiharara and Kaikino Drainage Area Committees

· 9 March 2021

· 21 September 2021

1) Background

The Local Government Act (LGA) requires a local authority to hold meetings that are necessary for the good governance of its region or district. The Local Government Official Information and Meetings Act (LGOIMA) promotes the open and public transaction of business at meetings. Neither the LGA or LGOIMA requires a local authority to schedule meetings a year in advance, however it is considered good practise throughout New Zealand.

Council reserve 28 October of each year, as a non-Council meeting day, in recognising the signing of He Whakaputanga o te Rangatiratanga o Nu Tireni – Declaration of Independence of the United Tribes of New Zealand, as the National day set aside to observe New Zealand Wars.

Community Boards are required to set their own meeting dates, so long as they are not in conflict to Council meetings.

2) Discussion and Options

This report recommends that Te Hiku Community Board continue to meet every six weeks (were possible) on Tuesdays. Four of the eight meetings scheduled for 2021 have been rescheduled, due to a meeting conflict with the Executive Review Committee in which Councillor Foy sits on.

The formal meeting calendar adopted by Council was that Council and Committee meetings would be held on a 6 weekly rotation and that the Executive Review Committee would be held monthly. As part of the Formal Meeting Calendar adoption by Council reserve dates have been set aside for workshops.

Community Board meeting dates were included in the calendar adopted by Council, not for adoption but to signal the dates that meetings might be scheduled for.

Please note, additional time may be required from time to time for unexpected or unanticipated matters. This should however be minimal. Staff are committed to providing as much notice as possible and making sure that business where possible, is restricted to the days adopted as part of this schedule.

Boards are also encouraged to meet informally outside of the formal meeting schedule to touch base or conduct workshops to discuss various matters.

Reason for the recommendation

To adopt a schedule of Te Hiku Community Board meetings for the 2021 calendar year.

3) Financial Implications and Budgetary Provision

There is a cost in supporting meetings, and these are covered within operational budgets.

Attachments

1. 2021 THCB Proposed Meeting Calendar - A3002685 ⇩

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 matter is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The relevant legislation as referenced in the report is the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.
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.	Community Boards are responsible for setting their own meeting schedule. Similar reports will be written suggesting alignment with Council and Committee meetings.
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 particular implications for Māori.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	This report does not have any implications on persons identified in legislation.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are covered within operational budgets.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

17 November 2020

7.3 Road Naming - 127 North Road, Kaitaia

File Number: A2959387

Author: Selina Topia, Roading Support Officer

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

Purpose of the Report

To seek approval from Te Hiku Community Board to officially name a private right-of-way.

Executive Summary

Council has received a Road Naming application to name a private road addressed at 127 North Road, Kaitaia. Community Boards have delegated authority to name private right-of-ways.

Recommendation

That the Te Hiku Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private right-of-way, Rules Way, that is currently addressed at 127 North Road as per maps (A2959175 and A2959143).

1) Background

Mrs Lynette Rules (nee Brent), requested to name this private right-of-way addressed at 127 North Road, Kaitaia.

The name Rules is suggested because the land surrounding the private right-of-way was originally owned by her grandparents, Evangeline (nee Puckey) and Aubrey Brent in around 1896. Aubrey and Evangeline Brent were the great grandparents of William Gilbert Puckey and Reverend Jeshop Mathews who were the first missionaries in Kaitaia.

As there is already a Puckey Ave, Mathews Ave and a Brent Lane in Kaitaia, she would like the right-of-way to be named Rules Way, as her and her husband have lived on the right-of-way for 77 years and her husband, Selwyn Rule built the Rules complex and shops in 1961 on the death of her father, Ceric Brent.

The background for these names is given also as per the Road Naming application attached (A2959180).

2) Discussion and Options

Their suggestions are as follows:

1. Rules Way

2. Rules Road

3. Rules Lane

The Roading team has no objections to the names suggested above.

Reason for the recommendation

The road names recommended in this report are not duplicates of any other road names in the District, therefore meeting the criteria set down in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

3) Financial Implications and Budgetary Provision

There will be no financial implications to Council relating to the installation of the road name sign (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.

Attachments

1. Road Naming Application - A2959205 ⇩

2. Road Naming Schedule - A2965486 ⇩

3. Property Owner Consents - A2959206 ⇩

4. Road Naming History - A2959180 ⇩

5. LINZ Approval - A2965292 ⇩

6. Map 1 - A2959176 ⇩

7. Map 2 - A2959143 ⇩

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	This is the naming of a private road and is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.
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.	No district wide relevance and the Community Board have the delegated authority to approve road names.
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.	All property owners have given written consent as per the Road Naming application attached (A2959205) and the Property Owners consent letters attached (A2959206).
State the financial implications and where budgetary provisions have been made to support this decision.	There will be no financial implications to Council relating to the installation of the road name sign (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

17 November 2020

7.4 Kaitaia Drainage Area 2019/2020 Expenditure

File Number: A2999725

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide Te Hiku Community Board with the Kaitaia Drainage Area Committee expenditure details and the closing balance for the 2019/2020 financial year.

Executive Summary

· Over the 2019/2020 financial year, the Far North District Council completed a selection of drainage area works.

· The work which included spraying, cleaning and status reporting of the drains, came to a total expense of $73,190.

· This is under what was initially budgeted / approved in the previous committee meetings.

The Kaitaia Drainage Area Committee met on Tuesday 3 November 2020 and makes the following recommendation to Te Hiku Community Board.

Recommendation

That the Hiku Community Board note the following financial summary for the past financial year 2019/2020:

Kaitaia	Budget
2018/2019 Residual funds (reserve funds available)	$49,815
2019 Opening Balance (rated income)	$70,021
2019/2020 Expenditure	$73,190
2019/2020 Closing Reserve Balance	$46,646

1) Background

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

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

The works programme for the 2019/2020 financial year was discussed at the previous Kaitaia 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 the Kaitaia Drainage Area, there are several points which had work completed. This section further explains the work completed, and any uncompleted work that has been transferred into the current financial years programme.

2.1 Work programme summary 2019/2020

The past work programme from Financial Year 2019/2020 is included below. This has been divided into completed and uncompleted work. There is also a column showing the amount budgeted through previous meetings.

*Kaitaia*	*Budgeted*	*Expended*
*Completed Work:*
*Spraying of the Kaitaia drains (Includes general contingency)*	*$53,531*	*$58,534*
*Drain cleaning of the Kaitaia drains*	*$13,000*	*$13,455*
*Status report on the drains*	*$1,200*	*$1,200*
*Total*	*$67,731*	*$73,190*
*Remaining Work & Allowances:*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*Total*	*$664*	$0

2.2 General maintenance within the work programme

Spraying

Spraying of the Kaitaia drains were completed late in the season, from February to May 2020. The delay was due to late confirmation of the spraying programme by Council, and then followed by the lockdown. The spraying expenditure for the year is $58,534. This is over budget given the spraying cost is now 55 cents per metre.

As part of the Kaitaia Drain Status Report 2020, the spraying contractor has identified several drains which require further spraying or machine cleaning. These drains are noted in the 2020/2021 Programme.

Machine cleaning

In the Kaitaia Drainage Area there has been more machine cleaning required than usual. For the year, the following drains have been cleaned at a total cost of $13,455:

· Wairoa Stream – Clean the outlet portion of the stream. Total cost: $3,385.

· Blairs Drain – Clean the entire length of the drain. Total cost: $2,930.

· Bells Road Drain – Cleaning of the drain outlet, to ensure new, lower farm drains can function. Total cost: $1,890.

· Unahi Bank Drain – Cleaning of the drain behind properties 52 – 112 Unahi Road. Total cost: $1,720.

· Awanui Drain – Cleaning of the drain outlet in combination with NRC, this is behind property 141 State Highway 1. Total cost: 3,530 (+ 4,315 paid by urban stormwater).

Accessibility issues & maintenance

For the year, there were no significant access issues that were worked on.

2.3 Drainage Area Requests for Service (RFS) summary

For the year, there have been 3 new Request’s for Service received regarding the Kaitaia Drainage Area.

· RFS 3950389 – 112 Unahi Road, Awanui – Requesting Unahi Bank Drain be cleaned – Completed Dec 2019

· RFS 3952679 – 226 State Highway 1, Awanui – Requesting the outlet of the Spains Road Drain be cleaned – Completed Feb 2020 (Urban Stormwater)

· RFS 3962865 – 141 Spains Road, Awanui – Requesting portion of the Spains Road Drain be cleaned – Completed Jan 2020 (Private issue, Land Drainage drain ends at 133 Spains Road on the maps)

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Kaitaia	Budget
2018-2019 Residual funds (reserve funds available)	$49,815
2019 Opening Balance (rated income)	$70,021
2019-2020 Expenditure	$73,190
2019-2020 Closing Reserve Balance	$46,646

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 Te Hiku Community Board to approve a recommendation from the Kaitaia Drainage Area Committee.
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 district’s 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.

Te Hiku Community Board Meeting Agenda

17 November 2020

7.5 Kaitaia Drainage Area 2020/2021 Programme

File Number: A2999731

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide Te Hiku Community Bord with the 2020/2021 Kaitaia Drainage Area Committee proposed works and costs.

Executive Summary

· Over the 2020/2021 financial year, the Far North District Council wishes to complete a selection of drainage area works.

· The work includes spraying and cleaning of the drains.

· It is recommended a budget of $74,793 is allocated to cover the required and potential work for Kaitaia.

The Kaitaia Drainage Area Committee met on 3 November 2020 and make the following recommendation to Te Hiku Community Board.

Recommendation

That Te Hiku Community Board

a) approve the Kaitaia Drainage Area 2020/21 work programme.

b) approve that a letter be sent to the land owners included in Kaitaia Drainage area, reminding them of their requirements to comply with the Land Drainage Bylaw.

1) Background

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

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

The works programme for the 2020/2021 financial year has been estimated from previous costs.

2) Discussion and Options

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

2.1 Proposed work programme summary

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

*Kaitaia*
*Spraying of the Kaitaia drains (breakdown in section 2.2)*	*$57,429*
*Status report on the drains*	*$700*
*Machine cleaning contingency*	*$13,000*
*20% share of a drone for drain surveillance (Approved in Sept 2018 Meeting)*	*$664*
*General contingency*	*$3,000*
*Total*	*$74,793*

2.2 General maintenance within the work programme

Spraying

Spraying of the Kaitaia Area is to be completed during late spring / early summer 2020/2021. If additional spraying is required, this will be funded from a contingency.

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

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

The spray programme consists of 104 kilometres of drain spraying and has been separated out into compartments and individual drains. Spray programme follows:

Waipapakaurai Compartment Total Spray Cost

Waipapakauri Outfall	4,800 m	4,800 m	$2,640.00
Paparore Bank Drain	4,000 m	4,000 m	$2,200.00
Waipapakauri Bank	1,710 m	1,710 m	$940.50
Thodes	684 m	684 m	$376.20
Brattons Drain (On request)	282 m	0 m	$0.00
Evans Drain (On request)	443 m	0 m	$0.00
Yates (On request)	945 m	0 m	$0.00
Wests	820 m	820 m	$451.00
Sandhills	7,502 m	6,456 m	$3,550.80
Birds Boundary	1,521 m	1,521 m	$836.55
Abbots (On request)	422 m	0 m	$0.00
Government drain	3,012 m	3,012 m	$1,656.60
Waimanone - Walkers	4,221 m	4,221 m	$2,321.55
Spains Drain (On request)	1,580 m	0 m	$0.00
Spains Road Drain	2,170 m	1,580 m	$869.00
Totals	34,112 m	28,804 m	$15,842.20

Lower Awanui Compartment Total Spray Cost

Prices Bank (Unahi)	2,615 m	2,615 m	$1,438.25
McMillans - Tupes	6,840 m	6,840 m	$3,762.00
Factory Bend - Michies	6,035 m	6,035 m	$3,319.25
Flemings (On request)	764 m	0 m	$0.00
Gills	2,008 m	2,008 m	$1,104.40
Kumi Road	1,006 m	1,006 m	$553.30
H Subritzkys	1,127 m	1,127 m	$619.85
Awanui	2,313 m	940 m	$517.00
Sankeys No. 1 (On request)	201 m	0 m	$0.00
Sankeys No. 2 (On request)	362 m	0 m	$0.00
Totals	22,752 m	20,571 m	$11,314.05

Puckeys Outfall Compartment Total Spray Cost

Puckeys Outfall	484 m	484 m	$266.20
J Subritzkys Drain (On request)	402 m	0 m	$0.00
Foleys	450 m	450 m	$247.50
Lisle	1,710 m	1,710 m	$940.50
Wireless	1,800 m	1,800 m	$990.00
Bells Road	2,012 m	2,012 m	$1,106.60
Totals	6,858 m	6,456 m	$3,550.80

Pukepoto Outfall Compartment Total Spray Cost

Pukepoto Outfall	5,828 m	5,600 m	$3,080.00
Brass (On request)	1,388 m	0 m	$0.00
W Masters C	1,207 m	1,207 m	$663.85
W Masters E (On request)	1,300 m	0 m	$0.00
Campbells (On request)	684 m	0 m	$0.00
L Masters W (On request)	1,064 m	0 m	$0.00
L Masters C	1,400 m	1,400 m	$770.00
School	1,509 m	1,509 m	$829.95
Reynolds (West Bank)	2,213 m	2,213 m	$1,217.15
Maori	2,012 m	2,012 m	$1,106.60
Pukepoto Creek	805 m	805 m	$442.75
Houstons (West Bank)	2,213 m	2,213 m	$1,217.15
Parkers	602 m	602 m	$331.10
Reids West	2,615 m	2,615 m	$1,438.25
Totals	24,840 m	20,176 m	$11,096.80

Whangatane Compartment Total Spray Cost

Texifros	785 m	785 m	$431.75
Maimaru	1,127 m	1,127 m	$619.85
Oinu Stream	1,650 m	1,650 m	$907.50
Pairatahi Bank	2,716 m	2,716 m	$1,493.80
Johnsons (On request)	150 m	0 m	$0.00
Kareponia (On request)	402 m	0 m	$0.00
Birds (On request)	504 m	0 m	$0.00
Totals	7,334 m	6,278 m	$3,452.90

Kaitaia Compartment Total Spray Cost

Lewis Junction - Boundary	443 m	443 m	$243.65
Lewis Junction - Road	322 m	322 m	$177.10
Church Gully	2,865 m	2,565 m	$1,410.75
Mathews Outfall	4,425 m	3,425 m	$1,883.75
Wilds (On request)	503 m	0 m	$0.00
Hanlons	322 m	322 m	$177.10
Totals	8,880 m	7,077 m	$3,892.35

Tangonge Compartment Total Spray Cost

Reids East	3,017 m	3,017 m	$1,659.35
Hoddles	1,667 m	1,667 m	$916.85
Millers	2,615 m	2,615 m	$1,438.25
McKenzies	634 m	634 m	$348.70
Sharps	402 m	402 m	$221.10
Lewis & Crown Land	1,851 m	1,851 m	$1,018.05
Totals	10,186 m	10,186 m	$5,602.30

Wairoa Compartment Total Spray Cost

Berghans	1,005 m	1,005 m	$552.75
Wairoa Stream	3,058 m	3,058 m	$1,681.90
Blairs	805 m	805 m	$442.75
Totals	4,868 m	4,868 m	$2,677.40

Machine cleaning

Over the 2020/2021 year, the Kaitaia Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require removal.

Due to the amount of issues identified in the 2020 Drain Status Report, it is recommended that the Committee discuss a potential 2020/2021 cleaning programme. Below are drains flagged for cleaning in the 2020 Drain Status Report:

· Pukepoto Creek – Pampus in the drain, pugging and slumps from stock (No fencing). Notes from meeting: No action due to the drain not being fenced. Discuss with owners.

· Oinu Stream – Bank erosion, slips and trees blocking the drain (No fencing). Notes from meeting: No action due to the drain not being fenced and instability of silica sand banks. Discuss with owners.

· Hoddles Drain – Extreme amounts of weed in the drain. Notes from meeting: Council staff to inspect drain with Mike Masters.

· Reids East Drain – Extreme amounts of weed in the drain. Notes from meeting: Council staff to inspect drain with Mike Masters.

· Prices Bank – Fallen trees in the drain. Notes from meeting: Trees falling into the drain are to be cleared by the private owner.

· W. Masters C. Drain – Extreme amounts of pampus damaging the drain and bank (Sprayed). Notes from meeting: Vegetation at the top of the bank is to be maintained by the private owner.

· Brass Drain – Weed and sediment build up for a 230 metre section of the drain. Notes from meeting: Raised by member Mike Masters, Council staff to inspect.

An allowance of $13,000 is currently allocated for 2020/2021.

Accessibility issues & maintenance

Due to the amount of issues identified in the 2019 and 2020 Drain Status Report, it may be prudent for the Committee to discuss an action plan in order to resolve these. Below are the unresolved items from the previous meeting, including updates and additional items from the most recent report.

· Spains Drain – Leylandii trees planted along one side, blocking contractor access to the drain.

· Reids West Drain – Drain crossing to be reinstated for access on Dave Van Bysterbelt’s property, the removed crossing was near the intersection of Reids West Drain and the Pukepoto Outfall. Notes from meeting: Mike Masters had made a final request to the owner which was rejected. For Council to investigate legal action.

· Pukepoto Creek – No fencing. Stock were in the drain at the time of inspection.

· Prices Bank – No fencing. Stock are getting out into the mangroves.

· Wireless Drain – Very rough access track along farmland. Stock are getting into the drain and causing damage. Notes from meeting: Check and confirm location stock are entering the drain.

· Mcmillans to Tupes Drain – Fencing across the track on Shalders Farm. Note requesting the stop bank along the drain to be made driveable as it would save a lot of time.

· Factory Bend – Michies – Fencing without gates near the drain causing time delays.

· Pairatahi Bank Drain – Parts of the access track is overgrown, other side of the drain has no gates along the drain resulting in time delays.

· Maimaru Drain – Parts of the access track was sprayed as it is overgrown. Middle of the drain was not sprayed as the property owner did not allow access.

· Waipapakauri Bank Drain – No gates near the drain causing lengthy delays.

· Waimanone to Walkers Drain – Overgrown access track through Brian Dean and Shalders properties. Could not access through Dean’s property.

· Birds Boundary Drain – Electric wires put in front of the gateways, needs to be gated. Notes from meeting: Joe King to investigate as a temporary fence was recently put in place.

· Yates Drain – Fencing without gates and drains without culverts near the drain causing time delays.

· Wests Drain – Access track on one side is too rough to drive, the other has no gates along the drain which causes time delays.

· Oinu Stream – Very few gates between farms, causing a lot of back tracking through the farm, driving from Quarry Road to Godinovich(?) Road.

· H Subritzkys – Techno fencing across some gates and tracks is causing lengthy delays.

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. If this is the case, damaged drains will not be cleaned until the property owner installs a fence / prevents stock access.

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, this has been recommended by the committee.

2.3 Kaitaia Drainage Area management plan

There have been some minor changes made to the Management Plans in line with what was agreed upon in March 2017. The committee members have requested to further review the management plans and will provide their feedback in February 2021 via a workshop, or the next committee meeting on the 9^th of March 2021.

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

2.4 Drainage area mapping

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

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

The other Drainage Areas, Waiharara, Kaitaia and Motutangi, are yet to be mapped.

2.5 Drainage Area Requests for Service (RFS) Summary

Since June 2020, there have been no new RFS’s received regarding the Kaitaia Drainage Area.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

A summary of the expected 2020/2021 financial year is as follows:

Kaitaia	Budget
2019/2020 Residual funds (reserve funds available)	$46,646
2020 Opening Balance (rated income)	$70,000
2020/2021 Proposed Expenditure	$74,793
2020/2021 Closing Reserve Balance	$41,853

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 Te Hiku Community Board to approve a recommendation from the Kaitaia Drainage Area Committee.
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 district’s 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.

Te Hiku Community Board Meeting Agenda

17 November 2020

7.6 Kaitaia Drainage Area 2021/2022 Programme

File Number: A2999776

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide Te Hiku Community Board with the Kaitaia Drainage Area Committee 2021/2022 Programme.

Executive Summary

· Over the 2021/2022 financial year, the Far North District Council wishes to complete a selection of drainage area works.

· The work includes spraying and cleaning of the drains. Currently there is a proposed budget of $74,129 to cover the required and potential work for Kaitaia.

· The work programme and associated budget is up for discussion.

The Kaitaia Drainage Area Committee met on 3 November 2020 and makes the following recommendation to Te Hiku Community Board.

Recommendation

That Te Hiku Community Board

a) receive the report “Kaitaia Drainage Area 2021/2022 Programme” for information.

b) request a report be provided to the next Kaitaia Drainage Area meeting on the total rated area and breakdowns.

1) Background

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

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

The works programme for the 2021/2022 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2020/2021 is completed as planned.

2) Discussion and Options

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

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

*Kaitaia*
*Spraying of the Kaitaia drains (breakdown in section 2.2)*	*$57,429*
*Status report on the drains*	*$700*
*Machine cleaning contingency*	*$13,000*
*General contingency*	*$3,000*
*Total*	*$74,129*

2.2 General maintenance within the work programme

Spraying

Spraying of the Kaitaia Area is to be completed during late spring / early summer 2021/2022. If additional spraying is required, this will be funded from a contingency.

The spray programme consists of 104 kilometres of drain spraying and has been separated out into compartments and individual drains. Spray programme follows:

Waipapakaurai Compartment Total Spray Cost

Waipapakauri Outfall	4,800 m	4,800 m	$2,640.00
Paparore Bank Drain	4,000 m	4,000 m	$2,200.00
Waipapakauri Bank	1,710 m	1,710 m	$940.50
Thodes	684 m	684 m	$376.20
Brattons Drain (On request)	282 m	0 m	$0.00
Evans Drain (On request)	443 m	0 m	$0.00
Yates (On request)	945 m	0 m	$0.00
Wests	820 m	820 m	$451.00
Sandhills	7,502 m	6,456 m	$3,550.80
Birds Boundary	1,521 m	1,521 m	$836.55
Abbots (On request)	422 m	0 m	$0.00
Government drain	3,012 m	3,012 m	$1,656.60
Waimanone - Walkers	4,221 m	4,221 m	$2,321.55
Spains Drain (On request)	1,580 m	0 m	$0.00
Spains Road Drain	2,170 m	1,580 m	$869.00
Totals	34,112 m	28,804 m	$15,842.20

Lower Awanui Compartment Total Spray Cost

Prices Bank (Unahi)	2,615 m	2,615 m	$1,438.25
McMillans - Tupes	6,840 m	6,840 m	$3,762.00
Factory Bend - Michies	6,035 m	6,035 m	$3,319.25
Flemings (On request)	764 m	0 m	$0.00
Gills	2,008 m	2,008 m	$1,104.40
Kumi Road	1,006 m	1,006 m	$553.30
H Subritzkys	1,127 m	1,127 m	$619.85
Awanui	2,313 m	940 m	$517.00
Sankeys No. 1 (On request)	201 m	0 m	$0.00
Sankeys No. 2 (On request)	362 m	0 m	$0.00
Totals	22,752 m	20,571 m	$11,314.05

Puckeys Outfall Compartment Total Spray Cost

Puckeys Outfall	484 m	484 m	$266.20
J Subritzkys Drain (On request)	402 m	0 m	$0.00
Foleys	450 m	450 m	$247.50
Lisle	1,710 m	1,710 m	$940.50
Wireless	1,800 m	1,800 m	$990.00
Bells Road	2,012 m	2,012 m	$1,106.60
Totals	6,858 m	6,456 m	$3,550.80

Pukepoto Outfall Compartment Total Spray Cost

Pukepoto Outfall	5,828 m	5,600 m	$3,080.00
Brass (On request)	1,388 m	0 m	$0.00
W Masters C	1,207 m	1,207 m	$663.85
W Masters E (On request)	1,300 m	0 m	$0.00
Campbells (On request)	684 m	0 m	$0.00
L Masters W (On request)	1,064 m	0 m	$0.00
L Masters C	1,400 m	1,400 m	$770.00
School	1,509 m	1,509 m	$829.95
Reynolds (West Bank)	2,213 m	2,213 m	$1,217.15
Maori	2,012 m	2,012 m	$1,106.60
Pukepoto Creek	805 m	805 m	$442.75
Houstons (West Bank)	2,213 m	2,213 m	$1,217.15
Parkers	602 m	602 m	$331.10
Reids West	2,615 m	2,615 m	$1,438.25
Totals	24,840 m	20,176 m	$11,096.80

Whangatane Compartment Total Spray Cost

Texifros	785 m	785 m	$431.75
Maimaru	1,127 m	1,127 m	$619.85
Oinu Stream	1,650 m	1,650 m	$907.50
Pairatahi Bank	2,716 m	2,716 m	$1,493.80
Johnsons (On request)	150 m	0 m	$0.00
Kareponia (On request)	402 m	0 m	$0.00
Birds (On request)	504 m	0 m	$0.00
Totals	7,334 m	6,278 m	$3,452.90

Kaitaia Compartment Total Spray Cost

Lewis Junction - Boundary	443 m	443 m	$243.65
Lewis Junction - Road	322 m	322 m	$177.10
Church Gully	2,865 m	2,565 m	$1,410.75
Mathews Outfall	4,425 m	3,425 m	$1,883.75
Wilds (On request)	503 m	0 m	$0.00
Hanlons	322 m	322 m	$177.10
Totals	8,880 m	7,077 m	$3,892.35

Tangonge Compartment Total Spray Cost

Reids East	3,017 m	3,017 m	$1,659.35
Hoddles	1,667 m	1,667 m	$916.85
Millers	2,615 m	2,615 m	$1,438.25
McKenzies	634 m	634 m	$348.70
Sharps	402 m	402 m	$221.10
Lewis & Crown Land	1,851 m	1,851 m	$1,018.05
Totals	10,186 m	10,186 m	$5,602.30

Wairoa Compartment Total Spray Cost

Berghans	1,005 m	1,005 m	$552.75
Wairoa Stream	3,058 m	3,058 m	$1,681.90
Blairs	805 m	805 m	$442.75
Totals	4,868 m	4,868 m	$2,677.40

Machine cleaning

An allowance of $13,000 is currently allocated for 2021/2022 and it’s recommended that a cleaning programme for the year is decided upon in the September 2021 Committee meeting.

Accessibility issues & maintenance

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

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

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

Another notice to remind property owners of their obligations is planned for summer 2020.

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 2021/2022 financial year is as follows:

Kaitaia	Budget
2020/2021 Residual funds (reserve funds available)	$41,853
2021 Opening Balance (rated income)	$70,000
2021/2022 Proposed Expenditure	$74,129
2021/2022 Closing Reserve Balance	$37,724

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 Te Hiku Community Board to approve a recommendation from the Kaitaia Drainage Area Committee.
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 district’s 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.

Te Hiku Community Board Meeting Agenda

17 November 2020

7.7 Motutangi Drainage Area 2019/2020 Expenditure

File Number: A2999972

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide Te Hiku Community Board with the Motutangi Drainage Area Committee expenditure details and the closing balance for the 2019/2020 financial year.

Executive Summary

· Over the 2019/2020 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.

The Motutangi Drainage Area Committee met on 3 November 2020 and make the following recommendation to Te Hiku Community Board.

Recommendation

That Motutangi Drainage Area Committee recommends Te Hiku Community Board note the following financial summary for the past financial year 2019/2020:

Motutangi	Budget
2018/2019 Residual funds (reserve funds available)	$44,840
2019 Opening Balance (rated income)	$37,032
2019/2020 Expenditure to date	$12,974
2019/2020 Correction (double up in 2018-19)	$-2,698
2019/2020 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 2019/2020 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 2019/2020

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 late winter and in the summer due to delays*	*$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 2020-2021)*	*$4,500*	*$11,405*
*Machine cleaning allowance for other drains*	*$2,500*
*The Motutangi Stream stockpile relocation programme (Deferred)*	*$34,000*
*Gate and strainers for the recently installed Harvey/Bryan boundary culvert 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 2019/2020 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 2020/2021 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 RFS’s 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
2018/2019 Residual funds (reserve funds available)	$44,840
2019 Opening Balance (rated income)	$37,032
2019/2020 Expenditure to date	$12,974
2019/2020 Correction (double up in 2018-19)	$-2,698
2019/2020 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

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 Te Hiku Community Board to approve a recommendation from the Motutangi Drainage Area Committee.
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.

Te Hiku Community Board Meeting Agenda

17 November 2020

7.8 Motutangi Drainage Area 2020/2021 Programme

File Number: A3000018

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide Te Hiku Community Board with the Motutangi Drainage Area Committee 2020/2021 programme.

Executive Summary

· Over the 2020/2021 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 $54,809 is allocated to cover the required and potential work for Motutangi.

The Motutangi Drainage Area Committee met on 3 November 2020 and make the following recommendation to Te Hiku Community Board.

Recommendation

That Hiku Community Board approve the Motutangi Drainage Area 2020/2021 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 2020/2021 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2019/2020 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 gate and strainers for the new Harvey/Bryan boundary culvert on the Beazley Drain*	*$1,500*
*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*	*$54,809*

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. The culvert has been installed by member Paul Harvey, and now only requires a gate and strainers. An allowance of $1,500 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 2020/2021. 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 (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 2019/2020 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 2017/2018 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 the already completed winter clean in 2019, and then an early autumn clean by the long reach. The total length that requires cleaning will vary depending on the weather conditions and growth. This will be determined from an inspection by Council staff and committee members in February 2021.

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.

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

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 2020/2021 financial year is as follows:

Motutangi	Budget
2019/2020 Residual funds (reserve funds available)	$71,595
2020 Opening Balance (rated income)	$34,000
2020/2021 Proposed Expenditure	$54,809
2020/2021 Closing Reserve Balance	$50,786

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 Te Hiku Community Board to approve a recommendation from the Motutangi Drainage Area Committee.
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.

Te Hiku Community Board Meeting Agenda

17 November 2020

7.9 Motutangi Drainage Area 2021/2022 Programme

File Number: A3000034

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide Te Hiku Community Board with the Motutangi Drainage Area Committee 2021/2022 work programme.

Executive Summary

· Over the 2021/2022 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.

The Motutangi Drainage Area Committee met on 3 November 2020 and makes the following recommendation to Te Hiku Community Board.

Recommendation

That Te Hiku Community Board receive the Motutangi Drainage Area 2021/2022 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 2021/2022 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2020/2021 is completed as planned. It is also due to change in line with any additional work agreed upon in the DOC Concession Agreement.

2) Discussion and Options

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

2.1 Proposed work programme summary

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

*Motutangi*
*Spraying of the drains during spring and in the autumn if required*	*$15,312*
*Status report on the drains*	*$300*
*Machine cleaning of the Motutangi Stream in early autumn*	*$12,500*
*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 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
Bracicas 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 2020/2021 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.

In discussion with the committee members, we will plan to return to using the long reach digger for a single clean of the Motutangi stream in early autumn. This method ensures the entire stream is clear for the winter, and given timely spraying of the drains, the stream will be reasonably clear over the spring and summer months until the next autumn clean.

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 2021/2022 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 2021/2022 financial year is as follows:

Motutangi	Budget
2020/2021 Residual funds (reserve funds available)	$50,786
2021 Opening Balance (rated income)	$34,000
2021/2022 Proposed Expenditure	$77,612
2021/2022 Closing Reserve Balance	$7,174

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 Te Hiku Community Board to approve a recommendation from the Motutangi Drainage Area Committee.
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

Te Hiku Community Board Meeting Agenda

17 November 2020

7.10 Waiharara and Kaikino Drainage Areas 2019/2020 Expenditure

File Number: A3000052

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide Te Hiku Community Board with Waiharara and Kaikino Drainage Area Committee expenditure details and the closing balance for the 2019/2020 financial year.

Executive Summary

· Over the 2019/2020 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 $7,953 for Waiharara and a total expense of $4,263 for Kaikino.

· This is under what was initially budgeted / approved in the previous committee meetings.

The Waiharara and Kaikino Drainage Area Committee met on 3 November 2020 to discuss this report and makes the following recommendation to Te Hiku Community Board.

Recommendation

That Te Hiku Community Board note the following financial summary for the past financial year 2019/2020:

Waiharara	Budget
2018/2019 Residual funds (reserve funds available)	$19,906
2019 Opening Balance (rated income)	$9,997
2019/2020 Expenditure	$7,953
2019/2020 Closing Reserve Balance	$21,950
Kaikino	Budget
2018/2019 Residual funds (reserve funds available)	$8,136
2019 Opening Balance (rated income)	$9,000
2019/2020 Expenditure	$4,263
2019/2020 Closing Reserve Balance	$12,873

1) Background

The Waiharara and Kaikino Drainage Areas Committees were formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

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

The works programme for the 2019/2020 financial year was discussed at the previous Waiharara and Kaikino Drainage Areas 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 Waiharara and Kaikino Areas, there are several points which had work completed. This section further explains the work completed, and any uncompleted work that has been transferred into the current financial years programme.

2.1 Work programme summary 2019/2020

The uncompleted works were delayed for a variety of reasons, most commonly budgetary concerns.

*Waiharara*	*Budgeted*	*Expended*
*Completed Work:*
*Additional spraying in autumn 2019*	$0	*$2,873*
*Spraying of drains during drains during early summer*	*$4,410*	*$4,241*
*Late payment of Bilich Branch machine cleaning in autumn 2019*	$0	*$840*
*Total*	*$4,410*	*$7,953*
*Remaining Work & Allowances:*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*Machine cleaning contingency*	*$5,000*
*Contingency allowance*	*$2,000*
*Total*	*$7,664*

*Kaikino*	*Budgeted*	*Expended*
*Completed Work:*
*Spraying of drains during late Spring / early Summer*	*$3,825*	*$4,263*
*Total*	*$3,825*	*$4,263*
*Remaining Work & Allowances:*
*Complete new crossings along Milich’s and Gumdigger’s to provide a direct access track to the Kaikino Drain (Deferred)*	*$2,000*
*Form an access track and install ~3 crossings to provide access to the downstream section of the Hobson Drain (Deferred)*	*$2,000*
*Removal of the Alligator weed from the Hobson Drain may be required if weed growth proves detrimental (Deferred)*	*$1,500*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*Machine cleaning contingency*	*$2,000*
*Contingency allowance*	*$562*
*Total*	*$8,726*

2.2 Current projects within the work programme

The Kaikino Drain access track and Hobson Drain access track projects from the 2019/20 work programme were deferred to the 2020/2021 work programme due to budgetary concerns.

2.3 General maintenance within work programme

Spraying

Spraying of the Waiharara Area was completed in January 2020, at a cost of $4,241. There was also an invoice received in July 2019, for a 2^nd spray of the area if required during autumn 2019. This additional spray came to a total of $2,873.

Spraying of the Kaikino Area was completed in January 2020. The total cost for the Kaikino spraying was $4,263. This is slightly over what was budgeted as the metre rate has gone up from 50c to 55c per metre. Note the increase also affected the Waiharara total, however was not enough to go over budget.

Machine cleaning

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

· Bilich Branch – Cleaning as required along the drain for $840. This was completed in autumn 2019, but the invoice was received and paid late June 2019.

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

Accessibility issues & maintenance

There was no additional access maintenance completed for the Waiharara and Kaikino Drainage Areas this year.

2.4 Drainage Area Requests for Service (RFS) Summary

For the 2019/2020 year, there has been one Request for Service received regarding the Kaikino Drainage Area, and none regarding the Waiharara Drainage Area.

· RFS 3963360 – 530 Paparore Road, Waipapakauri – Query on the Land Drainage Bylaw revision in 2019 and the letter received – Completed February 2020.

Reason for the recommendation

To ensure that the Waiharara and Kaikino Drainage Areas Committee are notified of the expenditure and closing balance for the year.

3) Financial Implications and Budgetary Provision

A summary of the past 2019/2020 financial year is as follows:

Waiharara	Budget
2018/2019 Residual funds (reserve funds available)	$19,906
2019 Opening Balance (rated income)	$9,997
2019/2020 Expenditure	$7,953
2019/2020 Closing Reserve Balance	$21,950
Kaikino	Budget
2018/2019 Residual funds (reserve funds available)	$8,136
2019 Opening Balance (rated income)	$9,000
2019/2020 Expenditure	$4,263
2019/2020 Closing Reserve Balance	$12,873

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 Te Hiku Community Board to approve a recommendation from the Waiharara and Kaikino Drainage Area Committee.
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.

Te Hiku Community Board Meeting Agenda

17 November 2020

7.11 Waiharara and Kaikino Drainage Areas 2020/2021 Programme

File Number: A3000081

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide Te Hiku Community Board with the Waiharara and Kaikino Drainage Area Committee with the 2020/2021work programme.

Executive Summary

· Over the 2020/2021 financial year, the Far North District Council wishes to complete a selection of drainage area works.

· The work includes spraying, cleaning and access maintenance of the drains.

· It is recommended a budget of $11,615 is allocated to cover the required and potential work for Waiharara and a budget of $13,807 for Kaikino.

The Waiharara and Kaikino Drainage Area Committee met on 03 November 2020 and makes the following recommendation to Te Hiku Community Board.

Recommendation

That Te Hiku Community Board approve the Waiharara and Kaikino Drainage Area 2020/2021 work programme.

1) Background

The Waiharara and Kaikino 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 proposed works programme for the 2020/2021 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2019/2020 is completed as planned.

2) Discussion and Options

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

The Waiharara Drainage Area programme is similar to the 2019/2020 programme, but the Kaikino budget and proposed work programme has a number of changes from the 2019/2020 programme and requires the Committee’s attention.

2.1 Proposed work programme summary

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

*Waiharara*
*Spraying of drains during late Spring / early Summer (Additional spray of the outlet below the bridge)*	*$4,851*
*Status report on the drains*	*$100*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*Machine cleaning allowance*	*$4,000*
*Contingency allowance*	*$2,000*
*Total*	*$11,615*

*Kaikino*
*Spraying of drains during late Spring / early Summer*	*$4,043*
*Status report on the drains*	*$100*
*Complete new crossings along Milich’s and Gumdigger’s to provide a direct access track to the Kaikino Drain*	*$2,000*
*Form the initial entranceway to the lower Hobson Drain access track*	*$4,000*
*20% share of a drone for drain surveillance (Approved in Sept Meeting)*	*$664*
*Machine cleaning allowance (Hobson Drain)*	*$2,000*
*Contingency allowance*	*$1,000*
*Total*	*$13,807*

2.2 Proposed projects within the work programme

Kaikino Drain access track

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

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

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

Hobson Drain (downstream of Paparore Road) access track

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

As before, to start the new access track, there is approximately 1 new access culvert required to reach the drain bank and then another crossing along the track.

Once the initial entranceway is installed, further work will be investigated to ensure we can restore full access to the lower section and are able to maintain it. This has been proposed in the 2021/22 work programme.

A budget of $4,000 is proposed in the work programme for purchase of supplies and installation of the entranceway.

2.3 General maintenance within the work programme

Spraying

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

The spray programme has been separated out into the two areas and individual drains. Spray programme follows:

Waiharara Area Total Spray Cost

Okohine Stream	5,110 m	5,110 m	$2,810.50
Okohine Stream Outlet (2^nd spray)	1,000 m	1,000 m	$550.00
Bilich Branch	1,800 m	1,800 m	$990.00
Cox Branch	860 m	860 m	$473.00
Tunnel Traverse	50 m	50 m	$27.50
Totals	8,820 m	8,820 m	$4,851.00

Kaikino Area Total Spray Cost

Kaikino Drain	4,100 m	4,100 m	$2,255.00
Hobson Drain + Extension (Less 400m to be cleaned)	3,650 m	3,250 m	$1,787.50
Totals	7,750 m	7,350 m	$4,042.50

Machine cleaning

Over the 2019/2020 year, the Waiharara and Kaikino Areas were investigated in conjunction with the spraying contractor, to identify the location of any significant siltation and / or vegetation mats which will require removal. The inspections from last year’s spray were positive and indicate there isn’t a need for cleaning. Below is a review of what’s been completed recently.

The Waiharara Drainage Area will now be 4 years since the last major clean, as the area was last cleaned in 16/17. The committee members advised that part of the Okohine Stream that borders Honeytree farms may require cleaning this year. This will need to be inspected to confirm.

A large allowance of $4,000 has been included in order to cover various cleaning if it’s required.

In the Kaikino Drainage Area, the downstream section of the Hobson Drain is scheduled for cleaning. A quote for the cleaning has been received at $5,850, however the full extent of the cleaning will not be able to be completed with the access work currently proposed for this year’s work programme. As such, an allowance of $2,000 has been included which will be available to clean the accessible portion of the lower Hobson Drain. The remainder will be included for next year’s work programme.

Accessibility issues & maintenance

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

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

· Okohine Stream – Along the Honey Tree Farm’s property, the access track is full of gorse and requires spraying or removal. This is to be followed up by Council staff and ensure they complete the required work.

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

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

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

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

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

2.4 Waiharara and Kaikino Drainage Area management plans

There have been some minor changes made to the Management Plans in line with what was agreed upon in March 2017. The Management Plans were then approved by the Te Hiku Community Board in May 2017. The committee members have requested to further review the management plans and will provide their feedback in February 2021 via a workshop, or the next committee meeting on the 9^th of March 2021.

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

2.5 Drainage area mapping

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

The other Drainage Areas, Waiharara, Kaitaia and Motutangi, are still to be mapped.

2.6 Drainage Area Requests for Service (RFS) Summary

Since the end of June 2020, there have been no new Requests for Service received regarding the Kaikino Drainage Area or the Waiharara 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:

Waiharara	Budget
2019/2020 Residual funds (reserve funds available)	$21,950
2020 Opening Balance (rated income)	$9,000
2020/2021 Proposed Expenditure	$11,615
2020/2021 Closing Reserve Balance	$19,335

Kaikino	Budget
2019/2020 Residual funds (reserve funds available)	$12,873
2020 Opening Balance (rated income)	$8,000
2020/2021 Proposed Expenditure	$13,807
2020/2021 Closing Reserve Balance	$7,066

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 Te Hiku Community Board to approve a recommendation from the Waiharara and Kaikino Drainage Area Committee.
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.

Te Hiku Community Board Meeting Agenda

17 November 2020

7.12 Waiharara and Kaikino Drainage Areas 2021/2022 Programme

File Number: A3000120

Author: Troy Smith, Assistant Engineer

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

Purpose of the Report

To provide Te Hiku Community Board with the Waiharara and Kaikino Drainage Area Committee 2021/2022 Programme.

Executive Summary

· Over the 2021/2022 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 $10,951 to cover the required and potential work for Waiharara and a budget of $12,103 for Kaikino.

· The work programme and associated budget is up for discussion.

The Waiharara and Kaikino Drainage Area Committee met on 03 November 2020 and makes the following recommendation to Te Hiku Community Board.

Recommendation

That Te Hiku Community Board note the “Waiharara and Kaikino Drainage Areas 2021/2022 Programme”.

1) Background

The Waiharara and Kaikino Drainage Areas Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

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

The works programme for the 2021/2022 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2020/2021 is completed as planned.

2) Discussion and Options

Across both the Waiharara and Kaikino Areas, there are several areas which require work. This section details the work currently programmed and it is intended that Committee review the 2021/2022 work programme and adjust based on more recent information.

2.1 Proposed work programme summary

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

*Waiharara*
*Spraying of drains during late Spring / early Summer (Additional spray of the outlet below the bridge)*	*$4,851*
*Status report on the drains*	*$100*
*Machine cleaning allowance*	*$4,000*
*Contingency allowance*	*$2,000*
*Total*	*$10,951*

*Kaikino*
*Spraying of drains during late Spring / early Summer*	*$4,153*
*Status report on the drains*	*$100*
*Complete downstream Hobson Drain access track*	*$3,000*
*Machine cleaning allowance (Hobson Drain)*	*$3,850*
*Contingency allowance*	*$1,000*
*Total*	*$12,103*

2.2 Proposed projects within the work programme

Hobson Drain (downstream of Paparore Road) access track

Following completion of the 2020/2021 work programme and part of the access track for the Hobson Drain, an additional item will be required to complete the remaining access track formation.

It’s estimated that a further $3,000 will be required to complete installation of a two more culverts and track formation at the lowest end of the Hobson Drain. Once this is complete, full access to the drain for maintenance will be restored.

2.3 General maintenance within the work programme

Spraying

Spraying of the Waiharara and Kaikino Areas is to be completed during late spring / early summer 2021. Any additional spraying will be included as a contingency.

The spray programme has been separated out into the two areas and individual drains. Spray programme follows:

Waiharara Area Total Spray Cost

Okohine Stream	5,110 m	5,110 m	$2,810.50
Okohine Stream Outlet (2^nd spray)	1,000 m	1,000 m	$550.00
Bilich Branch	1,800 m	1,800 m	$990.00
Cox Branch	860 m	860 m	$473.00
Tunnel Traverse	50 m	50 m	$27.50
Totals	8,820 m	8,820 m	$4,851.00

Kaikino Area Total Spray Cost

Kaikino Drain	4,100 m	4,100 m	$2,255.00
Hobson Drain + Extension (Less 200m to be cleaned)	3,650 m	3,450 m	$1,897.50
Totals	7,750 m	7,750 m	$4,152.50

Machine cleaning

Over the 2020/2021 year, the Waiharara and Kaikino Areas shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require removal. There is no planned cleaning scheduled, below is a review of what’s been completed recently.

The Waiharara Drainage Area will now be 5 years since the last major clean, as the area was last cleaned in 2016/2017. A large allowance of $4,000 has been included in order to cover cleaning, if it is required as estimated. This is slightly lower than what was previously approved as the drains are still in good condition.

The Kaikino Drainage Area has the remaining portion of the lower Hobson Drain programmed for cleaning. Outside of this, the area has had little cleaning completed over the last 6 years. A budget of $3,850 has been included which will clean the remainder of the lower Hobson Drain, given the proposed work for 2020/2021 is completed. This figure is estimated from the received cleaning quote for $5,850, of which $2,000 is included in the 2020/2021 work programme.

Accessibility issues & maintenance

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

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

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

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

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

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

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 2021/2022 financial year is as follows:

Waiharara	Budget
2020/2021 Residual funds (reserve funds available)	$19,335
2021 Opening Balance (rated income)	$8,000
2021/2022 Proposed Expenditure	$10,951
2021/2022 Closing Reserve Balance	$16,384
Kaikino	Budget
2020/2021 Residual funds (reserve funds available)	$7,066
2021 Opening Balance (rated income)	$8,000
2021/2022 Proposed Expenditure	$12,103
2021/2022 Closing Reserve Balance	$2,964

Please note the reserve balance for the Kaikino Drainage Area is low with the proposed rated income and work programme. The committee resolved to remove the $1,000 access track maintenance item from the 2021/2022 work programme to bring the reserve up.

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 Te Hiku Community Board to approve a recommendation from the Waiharara Drainage Area Committee.
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.

Community Fund Account balance as at 01 July 2020	$146,701.00
· Plus uncommitted funds from 2019-20 carried forward	$20,122.96
· Less funds granted and uplifted to 30 September 2020	$15,429.00
· Less funds not uplifted from 14 July 2020 for Goodlife Projects Charitable Trust and allocation of funds to XCape Design Limited	$39,550.00
· Less funds not uplifted from 25 August 2020 for Donna Doolittle’s Animal Rescue and Jacman Entertainment	$16,749.00
Community Fund Account balance as at 30 September 2020	$95,095.96

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
Be Free Inc	Mangonui Waterfront Festival 2021 Youth Stage	$3,720 (50%)	$3,720	This is a successful event that the Board has supported in previous years.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Event
CBEC Ecosolutions	Waste Wise schools programme	$2,312 (52%)	$2,312	The programme supports education in schools around recycling, composting and sustainability. Several schools they work with need replacement bins and teaching resource replenished.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable iii) A wisely managed and treasured environment that recognises the special role of tangata whenua as kaitiaki	Community Development
He Whanau Marama Charitable Trust	Kaitaia Christmas Events	$7,660 (30%)	$7,660	The Trust is planning a series of events from late November, including Movies in the Park to bring families together.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Event
IO Creatives Trust	Indigenous Arts and Cultural Festival	$13,001 (51%)	$4,000	This applicant received funding from the Events Investment Panel, which would usually exclude them from being considered for additional funding from any Council funding source, but given the difficulty in obtaining funding from other sources due to Covid-19, this application has still been put forward for consideration. This is the second year of the event, and the Board granted them $4,000 in 2019.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Event
Kaitaia and Districts A&P Association Inc	February 2021 Show	$3,141 (100%)	$3,141	The applicant has not included the volunteer time on their application, which would easily provide 50% of the cost. They have also not listed the total cost of the event, which is far in excess of what has been requested. Overall, the amount requested is well under 50% of the total cost of the event.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Event
Te Pokapu Tiaki Taio o Te Tai Tokerau	Tai Tokerau Timebank	$9,828 (17%)	$5,000	The Timebank has also applied for funding in the other wards. Their application to Kaikohe-Hokianga Board will be considered on 11 November and their application to the Bay of Islands-Whangaroa Ward was declined.	i) Proud Vibrant Communities ii) Communities that are healthy, safe, connected and sustainable	Community Development