Te Kaunihera o Tai Tokerau ki te Raki
AGENDA
Infrastructure Committee Meeting
Wednesday, 2 December 2020
Time: |
9.30 am |
Location: |
Council Chamber Memorial Avenue Kaikohe |
Membership:
Cr Felicity Foy - Chairperson
Mayor John Carter
Deputy Mayor Ann Court
Cr Dave Collard
Cr Mate Radich
Cr Kelly Stratford
Cr John Vujcich
Kaikohe-Hokianga Community Board Chairperson Mike Edmonds
Te Hiku Community Board Chairperson Adele Gardner
Authorising Body |
Mayor/Council |
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Status |
Standing Committee |
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COUNCIL COMMITTEE
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Title |
Infrastructure Committee Terms of Reference |
Approval Date |
7 May 2020 |
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Responsible Officer |
Chief Executive |
Purpose
The purpose of the Infrastructure Committee (the Committee) is to ensure cost effective, quality and sustainable infrastructure decisions are made to meet the current and future needs of Far North communities and that Councils infrastructure assets are effectively maintained and operated.
The Committee will review the effectiveness of the following aspects:
· Affordable core infrastructure to support healthy and sustainable living;
· Operational performance including monitoring and reporting on significant infrastructure projects
· Delivery of quality infrastructure and district facilities
· Financial spend and reprogramming of capital works
· Property and other assets
To perform his or her role effectively, each Committee member must develop and maintain
his or her skills and knowledge, including an understanding of the Committee’s responsibilities, Councils’ infrastructure assets such as roading, three waters and district facilities.
Membership
The Council will determine the membership of the Infrastructure Committee.
The Infrastructure Committee will comprise of at least six elected members (one of which will be the chairperson).
Mayor Carter |
Felicity Foy – Chairperson |
Ann Court – Deputy Chairperson |
Dave Collard |
Kelly Stratford |
John Vujcich |
Mate Radich |
Mike Edmonds |
Adele Gardner |
Non-appointed councillors may attend meetings with speaking rights, but not voting rights.
Quorum
The quorum at a meeting of the Infrastructure Committee is 5 members.
Frequency of Meetings
The Infrastructure Committee shall meet every 6 weeks, but may be cancelled if there is no business.
Power to Delegate
The Infrastructure Committee may not delegate any of its responsibilities, duties or powers.
Committees Responsibilities
The Committees responsibilities are described below:
Quality infrastructure and Facilities
· Assess and provide advice to Council on strategic issues relating to the provision of Council’s infrastructural activities and district facilities
· Review, and recommend to Council, policy and strategies for the delivery of infrastructural asset services
· Monitor achievement of outcomes included in the Infrastructure Strategy and other infrastructure strategies eg District Transport Strategy
· Ensure that Council protects its investment in its infrastructural assets in accordance with accepted professional standards
· Monitor the risks, financial and operational performance of the Council's infrastructural activities and facilities
· Monitor major contract performance measures/key result areas (KRAs)
Significant Projects – spend, monitoring and reporting
· Monitor significant projects
· Approve budget overspend (above tolerance levels in the CE delegations) and any reprogramming of capex for a project or programme provided that:
o The overall budget is met from savings
o The overall budget for capex is not exceeded. Where this is not the case, the Committee must either:
§ Recommend to Council that additional funding is approved (outside the Annual Plan or Long Term Plan process), or
§ Recommend as part of the next round of Long Term Plan or Annual Plan process that the funding is considered for inclusion.
· Approve tenders and contracts provided they are:
o Up to $3 million,
o in accordance with the current year’s plan, whether that be Annual Plan or Long Term Plan, and
o deemed low by the Significance and Engagement Policy
Compliance
· Ensure that operational functions comply with legislative requirements and Council policy
· Ensure that consents associated with Council's infrastructure are being met and renewals are planned for
Service levels (non regulatory)
· Recommend service level changes and new initiatives to the Long Term and Annual Plan processes.
Relationships
· Monitoring Council’s relationship with the Northland Transportation Alliance
o Receive quarterly performance reports
· Monitoring Council’s relationship with the Far North Waters Alliance Partner
Property
· Recommend to Council the acquisition or disposal of assets.
· Approve new leases and lease renewals (of non-reserve land), in accordance with the current years’ plan, whether that be Annual Plan or Long Term Plan.
Receive updates on changes to national and regional policies that impact on Council provision of infrastructure and where appropriate make recommendation to Council.
Rules and Procedures
Council’s Standing Orders and Code of Conduct apply to all the committee’s meetings.
Annual reporting
The Chair of the Committee will submit a written report to the Chief Executive on an annual basis. The review will summarise the activities of the Committee and how it has contributed to the Council’s governance and strategic objectives. The Chief Executive will place the report on the next available agenda of the governing body.
INFRASTRUCTURE COMMITTEE - MEMBERS REGISTER OF INTERESTS
Name |
Responsibility (i.e. Chairperson etc) |
Declaration of Interests |
Nature of Potential Interest |
Member's Proposed Management Plan |
Hon John Carter QSO |
Board Member of the Local Government Protection Programme |
Board Member of the Local Government Protection Program |
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Carter Family Trust |
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Felicity Foy (Chair) |
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 |
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I will abstain from any debate and voting on proposed plan change items for the Far North District Plan. |
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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. |
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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. |
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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. |
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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. |
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Foy Farms Partnership |
Owner and partner in Foy Farms - a farm on Church Road, Kaingaroa |
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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. |
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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. |
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Previous employment at FNDC 2007-16 |
I consider the staff members at FNDC to be my friends |
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Shareholder of Coastline Plumbing NZ Limited |
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Felicity Foy - Partner |
Director of Coastline Plumbing NZ Limited |
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Friends with some FNDC employees |
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Deputy Mayor Ann Court (Deputy) |
Waipapa Business Association |
Member |
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Case by case |
Warren Pattinson Limited |
Shareholder |
Building company. FNDC is a regulator and enforcer |
Case by case |
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Kerikeri Irrigation |
Supplies my water |
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No |
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Top Energy |
Supplies my power |
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No other interest greater than the publics |
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District Licensing |
N/A |
N/A |
N/A |
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Top Energy Consumer Trust |
Trustee |
Crossover in regulatory functions, consenting economic development and contracts such as street lighting. |
Declare interest and abstain from voting. |
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Ann Court Trust |
Private |
Private |
N/A |
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Waipapa Rotary |
Honorary member |
Potential community funding submitter |
Declare interest and abstain from voting. |
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Properties on Onekura Road, Waipapa |
Owner Shareholder |
Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse) |
Declare interest and abstain from voting. |
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Property on Daroux Dr, Waipapa |
Financial interest |
Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse) |
Declare interest and abstain from voting. |
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Flowers and gifts |
Ratepayer 'Thankyou' |
Bias/ Pre-determination? |
Declare to Governance |
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Coffee and food |
Ratepayers sometimes 'shout' food and beverage |
Bias or pre-determination |
Case by case |
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Staff |
N/A |
Suggestion of not being impartial or pre-determined! |
Be professional, due diligence, weigh the evidence. Be thorough, thoughtful, considered impartial and balanced. Be fair. |
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Warren Pattinson |
My husband is a builder and may do work for Council staff |
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Case by case |
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Ann Court - Partner |
Warren Pattinson Limited |
Director |
Building Company. FNDC is a regulator |
Remain at arm’s length |
Air NZ |
Shareholder |
None |
None |
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Warren Pattinson Limited |
Builder |
FNDC is the consent authority, regulator and enforcer. |
Apply arm’s length rules |
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Property on Onekura Road, Waipapa |
Owner |
Any proposed FNDC capital work in the vicinity or rural plan change. Maybe a link to policy development. |
Would not submit. Rest on a case by case basis. |
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David Collard |
Snapper Bonanza 2011 Limited |
45% Shareholder and Director |
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Trustee of Te Ahu Charitable Trust |
Council delegate to this board |
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Mate Radich |
No form received |
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Kelly Stratford |
KS Bookkeeping and Administration |
Business Owner, provides book keeping, administration and development of environmental management plans |
None perceived |
Step aside from decisions that arise, that may have conflicts |
Waikare Marae Trustees |
Trustee |
Maybe perceived conflicts |
Case by case basis |
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Bay of Islands College |
Parent Elected Trustee |
None perceived |
If there was a conflict, I will step aside from decision making |
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Karetu School |
Parent Elected Trustee |
None perceived |
If there was a conflict, I will step aside from decision making |
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Māori title land – Moerewa and Waikare |
Beneficiary and husband is a shareholder |
None perceived |
If there was a conflict, I will step aside from decision making |
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Sister is employed by Far North District Council |
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Will not discuss work/governance mattes that are confidential |
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Gifts - food and beverages |
Residents and ratepayers may ‘shout’ food and beverage |
Perceived bias or predetermination |
Case by case basis |
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Taumarere Counselling Services |
Advisory Board Member |
May be perceived conflicts |
Should conflict arise, step aside from voting |
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Sport Northland |
Board Member |
May be perceived conflicts |
Should conflict arise, step aside from voting |
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Kelly Stratford - Partner |
Chef and Barista |
Opua Store |
None perceived |
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Māori title land – Moerewa |
Shareholder |
None perceived |
If there was a conflict of interest, I would step aside from decision making |
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John Vujcich |
Board Member |
Pioneer Village |
Matters relating to funding and assets |
Declare interest and abstain |
Director |
Waitukupata Forest Ltd |
Potential for council activity to directly affect its assets |
Declare interest and abstain |
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Director |
Rural Service Solutions Ltd |
Matters where council regulatory function impact of company services |
Declare interest and abstain |
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Director |
Kaikohe (Rau Marama) Community Trust |
Potential funder |
Declare interest and abstain |
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Partner |
MJ & EMJ Vujcich |
Matters where council regulatory function impacts on partnership owned assets |
Declare interest and abstain |
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Member |
Kaikohe Rotary Club |
Potential funder, or impact on Rotary projects |
Declare interest and abstain |
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Member |
New Zealand Institute of Directors |
Potential provider of training to Council |
Declare a Conflict of Interest |
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Member |
Institute of IT Professionals |
Unlikely, but possible provider of services to Council |
Declare a Conflict of Interest |
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Mike Edmonds |
Chair |
Kaikohe Mechanical and Historic Trust |
Council Funding |
Decide at the time |
Committee member |
Kaikohe Rugby Football and Sports Club |
Council Funding |
Withdraw and abstain |
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Adele Gardner |
N/A - FNDC Honorarium |
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The Far North 20/20, ICT Trust |
Trustee |
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Te Ahu Charitable Trust |
Trustee |
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ST Johns Kaitaia Branch |
Trustee/ Committee Member |
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I know many FNDC staff members as I was an FNDC staff member from 1994-2008. |
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Partner of Adele Gardner |
N/A as Retired |
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Infrastructure Committee Meeting Agenda |
2 December 2020 |
Infrastructure Committee Meeting
will be held in the Council Chamber, Memorial Avenue, Kaikohe on:
Wednesday 2 December 2020 at 9.30 am
Order Of Business
1 Karakia Timatanga – Opening Prayer
2 Apologies and Declarations of Interest
4 Confirmation of Previous Minutes
4.1 Confirmation of Previous Minutes
5.1 Infrastructure and Asset Management (IAM) Monthly Business Report for October 2020
6.1 Ratcliffe's Bay Boat Trailer Parking
7 Karakia Whakamutunga – Closing Prayer
2 Apologies and Declarations of Interest
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Committee and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Democracy Support (preferably before the meeting).
It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
No requests for deputations were received at the time of the Agenda going to print.
2 December 2020 |
4 Confirmation of Previous Minutes
4.1 Confirmation of Previous Minutes
File Number: A3001125
Author: Kim Hammond, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Democracy Services
Purpose of the Report
The minutes of the previous Infrastructure Committee meeting are attached to allow the Committee to confirm that the minutes are a true and correct record.
That the Infrastructure Committee confirm that the minutes of the meeting held 21 October 2020 be confirmed as a true and correct record. |
1) Background
Local Government Act 2002 Schedule 7 Section 28 states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.
2) Discussion and Options
The minutes of the meeting are attached. Far North District Council Standing Orders Section 27.3 states that no discussion shall arise on the substance of the minutes in any succeeding meeting, except as to their correctness.
Reason for the recommendation
The reason for the recommendation is to confirm the minutes are a true and correct record of the previous meeting.
3) Financial Implications and Budgetary Provision
There are no financial implications or the need for budgetary provision as a result of this report.
1. 2020-10-21 Infrastructure Committee Unconfirmed Minutes - A2981900 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is a matter of low significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
This report complies with the Local Government Act 2002 Schedule 7 Section 28. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
There are no implications on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities. |
This report is asking for the minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports. |
State the financial implications and where budgetary provisions have been made to support this decision. |
There are no financial implications or the need for budgetary provision arising from this report. |
Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report. |
Infrastructure Committee Meeting Agenda |
2 December 2020 |
MINUTES OF Far North District Council
Infrastructure
Committee Meeting
HELD AT THE Council
Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 21
October 2020 AT 9.30 am
PRESENT: Deputy Mayor Ann Court, Cr Dave Collard, Cr Mate Radich, Cr Kelly Stratford, Cr John Vujcich, Te Hiku Community Board Chairperson Adele Gardner
1 Apologies and Declarations of Interest
Committee Resolution 2020/3 Moved: Deputy Mayor Ann Court Seconded: Member Adele Gardner That the apology received from Cr Felicity Foy and His Worship the Mayor, be accepted and leave of absence granted. Carried |
2 congratulations to councillor foy |
Committee Resolution 2020/4 Moved: Deputy Mayor Ann Court Seconded: Cr Kelly Stratford That the Infrastructure Committee congratulate Councillor Felicity Foy who graduated from Massey University with a Masters of Resource and Environmental Planning Second Class Honours. Carried |
3 Deputation
There were no deputations.
4 Confirmation of Previous Minutes
4.1 Confirmation of Previous Minutes Agenda item 4.1 document number A2971744, pages 14 - 21 refers. |
Committee Resolution 2020/5 Moved: Deputy Mayor Ann Court Seconded: Cr John Vujcich That the Infrastructure Committee confirm that the minutes of the meeting held 9 September 2020 be confirmed as a true and correct record. Carried Note: Calvin Thomas (Northland Transport Alliance) provided a verbal update on Item 5.2 Otaua Bridge N28 Replacement – Increase in Project Value from the previous Infrastructure Committee on 9 September 2020: Received information from Central Government on how to deal with claims on 3910, this information was provided back to United Civil. United Civil resubmitted the claim requesting $54,000 instead of $104,000 as orginally submitted. Glenn Rainham (General Manager Infrastructure and Asset Management – Acting) provided a verbal update on Item 5.1 Three Waters Programme of Works from the previous Infrastructure Committee on 9 September 2020. Update – can not exit the dam at this stage until the Sweetwater project has been completed as the Kauri Dam does provide water when maintenance is taking place. |
5 Information Reports
5.1 NTA Maintenance Contract - Year 2 Provisional Data Quality Results Agenda item 5.1 document number A2959919, pages 22 - 27 refers. |
Committee Resolution 2020/6 Moved: Deputy Mayor Ann Court Seconded: Cr Kelly Stratford That the Infrastructure Committee receive the report NTA Maintenance Contract - Year 2 Provisional Data Quality Results and notes the consistent improvement in Data Quality results. Carried |
5.2 NTA Maintenance Contract - Year 2 Maintenance Contractor Key Performance Measure (KPM) Results Agenda item 5.2 document number A2960478, pages 28 - 32 refers. |
Committee Resolution 2020/7 Moved: Deputy Mayor Ann Court Seconded: Cr John Vujcich That the Infrastructure Committee receive the report NTA Maintenance Contract - Year 2 Maintenance Contractor Key Performance Measure (KPM) Results and notes this paper demonstrates consistent improvement in Contractor Key Performance Measures. Carried |
At 9:47 am, Cr Kelly Stratford left the meeting. At 9:50 am, Cr Kelly Stratford returned to the meeting.
Note: Deputy Mayor Court requested that the apology received from Aram Goes (Maintenance and Operations Manager) be noted, as he was attending the National Lifeliners Forum 2020.
5.3 Infrastructure and Asset Management (IAM) Monthly Business Report for August 2020 Agenda item 5.3 document number A2960035, pages 33 - 154 refers. |
Committee Resolution 2020/8 Moved: Deputy Mayor Ann Court Seconded: Cr Kelly Stratford That the Infrastructure Committee receive the report Infrastructure and Asset Management (IAM) Monthly Business Report for August 2020. Carried |
Member Updates:
Deputy Mayor Court provided a verbal update on the Roading Portfolio:
- Work has started on the Regional Land Transport Plan and Regional Public Transport Plan.
- Currently a survey being undertaken on the needs of residents and public transport to help inform the Public Transport Plan.
Cr Kelly Stratford provided an update on the Three Waters portfolio:
- Meet monthly and cover off a range of wastewater or water topics.
Shaun Clarke (Chief Executive Officer) provided an update on Provincial Growth Funding:
- Contractors Forum was held and considered a success.
- 22 projects that Council has an interest/role.
- A Working Group has been formed and meet monthly, including four Councillors, who will review with a Governance lens over all 22 projects.
Councillor Mate Radich resigned from the Infrastructure Committee and noted that this will be his last meeting.
6 Karakia Whakamutunga – Closing Prayer
7 Meeting Close
The meeting closed at 11.00 am.
The minutes of this meeting will be confirmed at the Infrastructure Committee meeting to be held on 2 December 2020.
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CHAIRPERSON
2 December 2020 |
5.1 Infrastructure and Asset Management (IAM) Monthly Business Report for October 2020
File Number: A3014745
Author: Tania George, EA to GM - Infrastructure and Asset Management
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Purpose of the Report
To present a summary of Infrastructure and Asset Management activity and information items.
Executive Summary
The Infrastructure and Asset Management Update provides an overview of Infrastructure and Asset Management activity for the period of October 2020.
That the Infrastructure Committee receive the report Infrastructure and Asset Management (IAM) Monthly Business Report for October 2020.
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Background
This report presents a range of performance and interest items focussed around Council Infrastructure.
Discussion and Next Steps
The information is attached in the form of a report.
Financial Implications and Budgetary Provision
None
1. Infrastructure and Asset Management (IAM) Business Report as at 31 October 2020 - A3014741 ⇩
2 December 2020 |
RESOLUTION TO EXCLUDE THE PUBLIC
That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
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