Agenda of Extraordinary Council Meeting

Extraordinary Council Meeting Agenda

5 March 2021

COUNCIL MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Hon Mayor John Carter QSO	Board Member of the Local Government Protection Programme	Board Member of the Local Government Protection Program
Hon Mayor John Carter QSO	Carter Family Trust
Deputy Mayor Ann Court	Waipapa Business Association	Member		Case by case
	Warren Pattinson Limited	Shareholder	Building company. FNDC is a regulator and enforcer	Case by case
	Kerikeri Irrigation	Supplies my water		No
	Top Energy	Supplies my power		No other interest greater than the publics
	District Licensing	N/A	N/A	N/A
	Top Energy Consumer Trust	Trustee	Crossover in regulatory functions, consenting economic development and contracts such as street lighting.	Declare interest and abstain from voting.
	Ann Court Trust	Private	Private	N/A
	Waipapa Rotary	Honorary member	Potential community funding submitter	Declare interest and abstain from voting.
	Properties on Onekura Road, Waipapa	Owner Shareholder	Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse)	Declare interest and abstain from voting.
	Property on Daroux Dr, Waipapa	Financial interest	Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse)	Declare interest and abstain from voting.
	Flowers and gifts	Ratepayer 'Thankyou'	Bias/ Pre-determination?	Declare to Governance
	Coffee and food	Ratepayers sometimes 'shout' food and beverage	Bias or pre-determination	Case by case
	Staff	N/A	Suggestion of not being impartial or pre-determined!	Be professional, due diligence, weigh the evidence. Be thorough, thoughtful, considered impartial and balanced. Be fair.
	Warren Pattinson	My husband is a builder and may do work for Council staff		Case by case
Ann Court - Partner	Warren Pattinson Limited	Director	Building Company. FNDC is a regulator	Remain at arm’s length
	Air NZ	Shareholder	None	None
	Warren Pattinson Limited	Builder	FNDC is the consent authority, regulator and enforcer.	Apply arm’s length rules
	Property on Onekura Road, Waipapa	Owner	Any proposed FNDC capital work in the vicinity or rural plan change. Maybe a link to policy development.	Would not submit. Rest on a case by case basis.
David Clendon	Chairperson – He Waka Eke Noa Charitable Trust	None		Declare if any issue arises
	Member of Vision Kerikeri	None		Declare if any issue arrises
	Joint owner of family home in Kerikeri	Hall Road, Kerikeri
David Clendon – Partner	Resident Shareholder on Kerikeri Irrigation
David Collard	Snapper Bonanza 2011 Limited	45% Shareholder and Director
David Collard	Trustee of Te Ahu Charitable Trust	Council delegate to this board
Felicity Foy	Director - Northland Planning & Development	I am the director of a planning and development consultancy that is based in the Far North and have two employees. Property owner of Commerce Street, Kaitaia		I will abstain from any debate and voting on proposed plan change items for the Far North District Plan.
				I will declare a conflict of interest with any planning matters that relate to resource consent processing, and the management of the resource consents planning team.
				I will not enter into any contracts with Council for over $25,000 per year. I have previously contracted to Council to process resource consents as consultant planner.
	Flick Trustee Ltd	I am the director of this company that is the company trustee of Flick Family Trust that owns properties Seaview Road – Cable Bay, and Allen Bell Drive - Kaitaia.
	Elbury Holdings Limited	This company is directed by my parents Fiona and Kevin King.	This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight and Allen Bell Drive.
	Foy Farms Partnership	Owner and partner in Foy Farms - a farm on Church Road, Kaingaroa
	Foy Farms Rentals	Owner and rental manager of Foy Farms Rentals for 7 dwellings on Church Road, Kaingaroa and 2 dwellings on Allen Bell Drive, Kaitaia, and 1 property on North Road, Kaitaia, one title contains a cell phone tower.
	King Family Trust	This trust owns several titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane.	These trusts own properties in the Far North.
	Previous employment at FNDC 2007-16	I consider the staff members at FNDC to be my friends
	Shareholder of Coastal Plumbing NZ Limited
Felicity Foy - Partner	Director of Coastal Plumbing NZ Limited
Felicity Foy - Partner	Friends with some FNDC employees
Mate Radich	No form received
Rachel Smith	Friends of Rolands Wood Charitable Trust	Trustee
	Mid North Family Support	Trustee
	Property Owner	Kerikeri
	Friends who work at Far North District Council
	Kerikeri Cruising Club	Subscription Member
Rachel Smith (Partner)	Property Owner	Kerikeri
	Friends who work at Far North District Council
	Kerikeri Cruising Club	Subscription Member and Treasurer
Kelly Stratford	KS Bookkeeping and Administration	Business Owner, provides book keeping, administration and development of environmental management plans	None perceived	Step aside from decisions that arise, that may have conflicts
	Waikare Marae Trustees	Trustee	Maybe perceived conflicts	Case by case basis
	Bay of Islands College	Parent Elected Trustee	None perceived	If there was a conflict, I will step aside from decision making
	Karetu School	Parent Elected Trustee	None perceived	If there was a conflict, I will step aside from decision making
	Māori title land – Moerewa and Waikare	Beneficiary and husband is a shareholder	None perceived	If there was a conflict, I will step aside from decision making
	Sister is employed by Far North District Council			Will not discuss work/governance mattes that are confidential
	Gifts - food and beverages	Residents and ratepayers may ‘shout’ food and beverage	Perceived bias or predetermination	Case by case basis
	Taumarere Counselling Services	Advisory Board Member	May be perceived conflicts	Should conflict arise, step aside from voting
	Sport Northland	Board Member	May be perceived conflicts	Should conflict arise, step aside from voting
Kelly Stratford - Partner	Chef and Barista	Opua Store	None perceived
Kelly Stratford - Partner	Māori title land – Moerewa	Shareholder	None perceived	If there was a conflict of interest I would step aside from decision making
Moko Tepania	Teacher	Te Kura Kaupapa Māori o Kaikohe.	Potential Council funding that will benefit my place of employment.	Declare a perceived conflict
	Chairperson	Te Reo o Te Tai Tokerau Trust.	Potential Council funding for events that this trust runs.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Te Rarawa	As a descendent of Te Rarawa I could have a perceived conflict of interest in Te Rarawa Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Whaingaroa	As a descendent of Te Rūnanga o Whaingaroa I could have a perceived conflict of interest in Te Rūnanga o Whaingaroa Council relations.	Declare a perceived conflict
	Tribal Member	Kahukuraariki Trust Board	As a descendent of Kahukuraariki Trust Board I could have a perceived conflict of interest in Kahukuraariki Trust Board Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga ā-Iwi o Ngāpuhi	As a descendent of Te Rūnanga ā-Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā-Iwi o Ngāpuhi Council relations.	Declare a perceived conflict
John Vujcich	Board Member	Pioneer Village	Matters relating to funding and assets	Declare interest and abstain
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest

Extraordinary Council Meeting Agenda

5 March 2021

5 Reports

5.1 Adoption of Long Term Plan 2021-2031 Consultation Document and Supporting Information

File Number: A3100850

Author: Sheryl Gavin, Manager - Corporate Planning & Community Development

Authoriser: William J Taylor MBE, General Manager - Strategic Planning and Policy (Acting)

Purpose of the Report / Te Take Pūrongo

To recommend the adoption of the Consultation Document (CD) and Supporting Information for the Long-Term Plan (LTP) 2021-31. Note that the supporting information must be adopted prior to the CD because it is information on which the CD relies.

Executive Summary / Te whakarĀpopoto matua

· In preparing an LTP, the Local Government Act 2002 (LGA) requires the local authority to adopt a CD that discusses the key matters Council is considering for inclusion in the LTP proper.

· The CD must be made available to the community along with any supporting information on which it relies.

· The CD and supporting information have been audited by Audit New Zealand.

Recommendation / ngĀ tŪtohunga

That Council:

a) adopt the supporting information as information that is relied upon by the content of the Consultation Document in accordance with section 95A (4) of the Local Government Act 2002:

i) proposed significant forecasting assumptions

ii) proposed 10-year financial strategy

iii) proposed 30-year infrastructure strategy

iv) proposed capital works programme and achievability statement

v) forecast financial statements and COVID-19 statement

vi) forecast funding impact statements (whole of Council and activity)

vii) proposed funding impact statement (rates)

viii) forecast reserve funds

ix) proposed accounting policies

x) proposed revenue and financing policy

xi) proposed treasury, liability and investment policies

xii) proposed rates remission and postponement policies

xiii) proposed significance and engagement policy

xiv) proposed fees and charges for 2021/22.

b) adopt the Consultation Document for the Long-Term Plan 2021-2031;

c) delegate authority to the Chief Executive Officer to approve any final edits and design changes required to the Consultation Document and/or supporting information to finalise documents for printing and distribution.

1) Background / te TĀhuhu kŌrero

The LTP 2021-31 has been in development for the past year, during which time multiple workshops were held to enable Elected Members to review and discuss strategic direction, community outcomes, current and future work programmes, policy changes, the challenges Council is likely to face over the next 10 years and new work priorities to navigate those challenges. The CD and supporting information are a culmination of those activities.

2) Discussion and Options / Te matapaki me NgĀ KŌwhiringa

The preparation, audit and adoption of a CD and supporting information is a statutory requirement. There are no alternative options for discussion in this report.

Consultation Document

The CD recognises that an LTP can be a large, complex, and occasionally technical document that can be difficult for the community to engage with effectively. The LGA requires that the CD present only the issues that are ‘significant’ against the criteria in Council’s policy on Significance and Engagement or that Council specifically wishes to gather feedback on.

The CD is the statutory information source for supporting engagement with the community on an LTP; the LGA expressly excludes the inclusion or attachment of any of the following in a CD:

· A draft of the LTP

· A draft of the financial or infrastructure strategy

· A draft of any policy (for example, you can’t include a full draft of the revenue and financing policy into a CD, nor attach a full draft to the CD).

In the CD for 2021-31 the following issues are presented for public feedback:

· He putanga hapori – our community outcomes. The CD acknowledges that our current suite of community outcomes is fit for purpose but when aligned with the four aspects of wellbeing we felt that cultural wellbeing is not well represented. The CD therefore proposes one additional community outcome – We embrace and celebrate our unique culture and heritage and value it as a source of enduring pride.

· He reiti tika rawa; he reiti māmā noa iho – fairer and simpler rates. This proposes a number of changes to the current rating system.

· He kāinga mo nga kuia / kaumātua – Housing for the Elderly. This asks the community for its preferences regarding whether Council should continue to own and operate its housing portfolio or divest it to a registered community housing provider that could deliver a better level of service.

· Toitū mārika i te whakapakari ohanga – enabling sustainable economic development through Council shareholding in a new regional CCO (Council Controlled Organisation) for economic development.

· He mea ke atu kia whai whakairo pea – a number of other items of interest that we are consulting on alongside the main issues above are fees and charges for 2021/22, an updated Significance and Engagement Policy and updated Rates Remission and Postponement policies.

Supporting information

The information relied upon by the Consultation Document is attached and must be adopted by Council. These are:

· proposed significant forecasting assumptions

· proposed 10-year financial strategy

· proposed 30-year infrastructure strategy

· proposed capital works programme and achievability statement

· forecast financial statements and COVID-19 statement

· forecast funding impact statements (whole of Council and activity)

· proposed funding impact statement (rates)

· forecast reserve funds

· proposed accounting policies

· proposed revenue and financing policy

· proposed treasury, liability and investment policies

· proposed rates remission and postponement policies

· proposed significance and engagement policy

· proposed fees and charges for 2021/22.

Timeline to adoption of the final LTP

Consultation will be run in accordance with s83 of the LGA. The high-level consultation plan is as follows:

· This meeting – adoption of the CD and supporting information.

· 6 March to 6 April – community consultation consisting of a “road show” to venues across the District, attended by the Mayor and Deputy Mayor, Councillors and Community Board members, and staff.

· 19-23 April – reserve dates for hearings, likely to be held in Kaikohe, Kerikeri and Kaitaia. Five days have been set aside for this purpose since submitters on topics other than the LTP may wish to speak to their submissions.

· 13 May – deliberations/decision making incorporating feedback received through submissions and hearings.

· 13-23 May – update of all financials and preparation of final LTP for adoption.

· 24 May to 4 June – final audit of updated LTP.

· 24 June – adoption of final LTP, fees and charges for 2021/22 and the setting of rates for 2021/22.

Reason for the recommendation / Te Take Tūtohunga

Adoption of the CD and supporting information enables commencement of community engagement as required by section 93A of the LGA.

3) Financial Implications and Budgetary Provision / NgĀ PĀnga PŪtea me ngĀ wĀhanga tahua

The LTP is the fundamental document that underpins all financial and budgetary provisions over the life of the Plan but does not, in itself, require specific financial arrangements other than those used for consultation.

Attachments / ngĀ Āpitihanga

1. Consultation Document - A3096847 ⇩

2. Proposed significant forecasting assumptions - A3097098 ⇩

3. Proposed 10-year financial strategy - A3101438 ⇩

4. Proposed 30-year Infrastructure Strategy - A3097132 ⇩

5. Proposed capital works programme - A3097106 ⇩

6. Capital achievability statement - A3097130 ⇩

7. Forecast financial statements - A3101349 ⇩

8. COVID 19 statement - A3097112 ⇩

9. Forecast funding impact statements whole of council and activity - A3101333 ⇩

10. Proposed funding impact statement (rates) - A3101332 ⇩

11. Forecast reserve funds - A3097116 ⇩

12. Proposed accounting policies - A3097107 ⇩

13. Proposed revenue and financing policy - A3097109 ⇩

14. Proposed treasury, liability and investment policies - A3097111 ⇩

15. Proposed rates remission and postponement policies - A3097108 ⇩

16. Proposed significance and engagement policy - A3097110 ⇩

17. Proposed fees and charges schedule - A3100439 ⇩

Compliance schedule / Te Hōtaka Take Ōkawa:

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 / He Take Ōkawa	Staff assessment / Te Aromatawai Kaimahi
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	High degree of significance as it outlines Council’s work programme and delivery to the community for the next 10 years.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Local Government Act 2002 Local Government Rating Act 2002
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 have been included in the development of the Consultation Document and Supporting Information.
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.	The views and preferences of Māori will be received as part of the engagement on the CD and supporting information. The possible implications for Māori may be considered significant.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	The community at large is expected to have an interest in the content of the CD and supporting information.
State the financial implications and where budgetary provisions have been made to support this decision.	The LTP is the fundamental document that underpins all financial and budgetary provisions over the life of the Plan but does not, in itself, require specific financial arrangements other than those used for consultation.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.