Te Kaunihera o Tai Tokerau ki te Raki
AGENDA
Extraordinary Infrastructure Committee Meeting
Tuesday, 27 April 2021
Time: |
3.00 pm |
Location: |
Virtually via Microsoft Teams |
Membership:
Cr Felicity Foy - Chairperson
Mayor John Carter
Deputy Mayor Ann Court
Cr Dave Collard
Cr Mate Radich
Cr Rachel Smith
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
|
Title |
Infrastructure Committee Terms of Reference |
Approval Date |
7 May 2020 |
|
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 |
Rachel Smith |
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) |
Flick Trustee Ltd |
I am the director of this company that is the company trustee of Flick Family Trust that owns properties in 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 dwellings on Church Road, Kaingaroa and dwellings on Allen Bell Drive, Kaitaia, and 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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112 Commerce Street Holdings Ltd |
Owner of commercial property in Commerce Street Kaitaia. |
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Foy Property Management Ltd |
Owner of company that manages properties owned by Foy Farms Rentals and Flick Family Trust. |
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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 |
|
Case by case |
Warren Pattinson Limited |
Shareholder |
Building company. FNDC is a regulator and enforcer |
Case by case |
|
Kerikeri Irrigation |
Supplies my water |
|
No |
|
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 |
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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. |
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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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Rachel Smith |
Friends of Rolands Wood Charitable Trust. |
Trustee. |
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Mid North Family Support. |
Trustee. |
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Property Owner. |
Kerikeri. |
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Friends who work at Far North District Council. |
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Kerikeri Cruising Club. |
Subscription Member and Treasurer. |
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Vision Kerikeri |
Financial Member |
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Rachel Smith (Partner) |
Property Owner. |
Kerikeri. |
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Friends who work at Far North District Council. |
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Kerikeri Cruising Club. |
Subscription Member. |
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Vision Kerikeri |
Financial Member |
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Town and General Groundcare Limited |
Director, Shareholder |
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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 |
|
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 |
|
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 |
|
Māori title land – Moerewa |
Shareholder |
None perceived |
If there was a conflict of interest, I would step aside from decision making |
|
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 |
|
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 |
|
Adele Gardner |
N/A - FNDC Honorarium |
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Te Hiku Education 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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Te Hiku Sports Hub Committee |
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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Extraordinary Infrastructure Committee Meeting
will be held in the Virtually via Microsoft Teams on:
Tuesday 27 April 2021 at 3.00 pm
Te Paeroa Mahi / Order Of Business
1 Karakia Timatanga – Opening Prayer
2 Apologies and Declarations of Interest
4.1 Tourism Infrastructure Fund Applications - April 2021
5 Karakia Whakamutunga – Closing Prayer
1 Karakia Timatanga – Opening Prayer
2 Apologies and Declarations of Interest
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Democracy Support (preferably before the meeting).
It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
No requests for deputations were received at the time of the Agenda going to print.
27 April 2021 |
4.1 Tourism Infrastructure Fund Applications - April 2021
File Number: A3160902
Author: David Clamp, Manager - Major and Recovery Projects
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Take Pūrongo / Purpose of the Report
To obtain approval for projects and associated local funding share for Tourism Infrastructure Funding (TIF) applications to be submitted to Ministry of Business, Innovation and Employment (MBIE) for April 2021 round five funding round.
WhakarĀpoptifoto matua / Executive Summary
· TIF provides a mechanism for Local Authorities to leverage funding to support tourism-based infrastructure development.
· The Far North District Council (FNDC) is a qualifying region and through input from the Infrastructure Asset Management team and from wider consultation, projects meeting the TIF funding criteria have been identified as candidates for the April 2021 round of applications.
· The TIF funding contribution is generally 50% of the project cost. The remainder is local share.
· There are usually two funding rounds, one in March and one in August. March 2020 Round five was delayed due to COVID-19 and has now opened.
· The current round opened on 12 April 2021 and closes on 30 April 2021. The letter from MBIE announcing the April funding round was dated 8 April 2021.
· Government have signalled that applications from Councils in Kaikōura, Mackenzie, Queenstown-Lakes, Fiordland, and South Westland will be prioritised in this funding round.
That the Infrastructure Committee: a) approves the applications for funding included in the report “Tourism Infrastructure Fund Applications April 2021”. b) approves the additional capital budget of up to $643,000 for 2021/2022 to cover the local share required for any successful round five applications along with the cost of project management. c) approves the additional operational budget for 2021/2022 in the sum of $20,000 for the development of applications for future funding rounds. d) delegates to the General Manager Infrastructure and Asset Management authorisation to sign the funding agreements and any non-material variations with the Ministry of Business, Innovation and Employment for successful round five applications.
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1) TĀhuhu kŌrero / Background
Round five of the TIF opened on 12 April 2021 after being rescheduled from March 2020 due to COVID-19. There was no advance notice given and staff had not anticipated this happening, particularly considering the extent of COVID-19 recovery funding made available over the last year.
There is only a limited window of opportunity to submit applications, with the funding round closing on 30 April 2021. Accordingly, this application will largely just reflect previous work undertaken prior to March 2020. No consultation has been undertaken with Community Boards beyond that previously undertaken prior to March 2020.
FNDC have been successful with applications in previous rounds and round five presents another opportunity for funding support. However, government have signalled that applications from Councils in Kaikōura, Mackenzie, Queenstown-Lakes, Fiordland, and South Westland will be prioritised in this funding round.
2) matapaki me NgĀ KŌwhiringa / Discussion and Options
The attachment to this paper details the currently funded projects and the proposed applications for April 2021. The latter will require a Council contribution as local share.
Staff resourcing for developing and delivering TIF applications has been recently through the engagement of external resources. There is no internal resource available to undertake this work. Accordingly, budget is being sought to support the delivery of successful round five applications along with operational budget to support the preparation of future bids.
The table below details the source of the applications being proposed for round five.
SMART CITIES: Smart Lighting (Wifi) |
A March 2020 project. Provides the network structures to employ technology to help manage the servicing difficulties at Paihia and Russell during peak season. Identified through responsible camping reports and operational observations. Also aims to address MBIE interest in technology based projects. Focus Paihia supported. |
SMART CITIES: Smart Bins |
A March 2020 project. As above but with additional support from FNDC District Facilities to address peak season servicing and capacity issues. |
Lake Manuwai Toilet |
A March 2020 project. Identified by Councillor Smith and support by District Facilities. |
Te Paki Stream Toilets |
Original plan was to seal Te Paki Stream Road, which was in the top 3 Tourist roads. However, when revisiting the application Ngati Kuri said due to current visitor numbers already causing environmental concerns we should resolve infrastructure issues first, as a sealed road would bring even more visitors. |
Cape Reinga Road (Te Paki i-Site) Dump Station |
As above but also meets the need identified in Freedom Camping study for a dump station north of Houhora. |
Sealing of Bayly Road (Waitangi Mountain Bike Park) |
Bayly Road is ranked number one on the Northland Transport Alliance Far North Tourist/Dust Roads Matrix . The Waitangi Mountain Bike Park is attracting large visitor numbers and Bayly Road is unsealed. Focus Paihia supported. |
Take Tūtohunga / Reason for the recommendation
To provide Elected Members with details of the proposed April 2021 applications to the Tourism Infrastructure Fund and to seek approval to submit those applications. To ensure that the local share and project management funding is available to support any successful bids and to develop future bids.
3) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision
The table above details the cost estimates and potential funding sources for the April 2021 submission. A significant proportion of the FNDC contribution is unfunded and therefore if the bid is successful capital expenditure will be needed totaling $643,000. This figure includes the cost of an external project manager to manage the delivery of any successful bid. A further operational sum of $20,000 will be required to develop future submissions.
This sum will be needed in the 2021/2022 financial year and will therefore fall within the first year of the Long Term Plan.
1. FNDC Tourism Infrastructure Fund April 2021 - A3161450 ⇩
Hōtaka Take Ōkawa / 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.
He Take Ōkawa / Compliance Requirement |
Aromatawai Kaimahi / Staff Assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
Low degree of significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Not applicable. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
District wide. |
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. |
As described in the document. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities). |
Not applicable. |
State the financial implications and where budgetary provisions have been made to support this decision. |
As detailed in the report. |
Chief Financial Officer review. |
Type here |