Agenda of Extraordinary Infrastructure Committee Meeting

	Authorising Body	Mayor/Council
	Status	Standing Committee
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
Hon John Carter QSO	Carter Family Trust
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.
	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 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.
	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.
	112 Commerce Street Holdings Ltd	Owner of commercial property in Commerce Street Kaitaia.
	Foy Property Management Ltd	Owner of company that manages properties owned by Foy Farms Rentals and Flick Family Trust.
	Previous employment at FNDC 2007-16	I consider the staff members at FNDC to be my friends
	Shareholder of Coastline Plumbing NZ Limited
Felicity Foy - Partner	Director of Coastline Plumbing NZ Limited
Felicity Foy - Partner	Friends with some FNDC employees
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
	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 Collard	Snapper Bonanza 2011 Limited	45% Shareholder and Director
David Collard	Trustee of Te Ahu Charitable Trust	Council delegate to this board
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 and Treasurer.
	Vision Kerikeri	Financial Member
Rachel Smith (Partner)	Property Owner.	Kerikeri.
	Friends who work at Far North District Council.
	Kerikeri Cruising Club.	Subscription Member.
	Vision Kerikeri	Financial Member
	Town and General Groundcare Limited	Director, Shareholder
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
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
Mike Edmonds	Committee member	Kaikohe Rugby Football and Sports Club	Council Funding	Withdraw and abstain
Adele Gardner	N/A - FNDC Honorarium
	Te Hiku Education Trust	Trustee
	Te Ahu Charitable Trust	Trustee
	ST Johns Kaitaia Branch	Trustee/ Committee Member
	Te Hiku Sports Hub Committee	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

Far North District Council

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 13

2 Apologies and Declarations of Interest 13

3 Deputation. 13

4 Reports. 14

4.1 Tourism Infrastructure Fund Applications - April 2021. 14

5 Karakia Whakamutunga – Closing Prayer 53

6 Meeting Close. 53

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.

3 Deputation

No requests for deputations were received at the time of the Agenda going to print.

Extraordinary Infrastructure Committee Meeting Agenda

27 April 2021

4 Reports

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.

tŪtohunga / Recommendation

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.

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

	Project	FY	FNDC	MBIE	Total
1	SMART CITIES: Smart Lighting (Wifi)	2021/22	$ 93,153	$ 93,153	$ 186,306
2	SMART CITIES: Smart Bins	2021/22	$ 53,763	$ 53,763	$ 107,525
3	Lake Manuwai Toilet	2021/22	$ 86,840	$ 86,840	$ 173,680
4	Te Paki Stream Toilets	2021/22	$ 128,150	$ 128,150	$ 256,300
5	Cape Reinga Road (Te Paki i-Site) Dump Station	2021/22	$ 57,750	$ 57,750	$ 115,500
6	Sealing of Bayly Road (Waitangi Mountain Bike Park)	2021/22	$ 222,750	$ 222,750	$ 445,500
			$ 642,406	$ 642,406	$ 1,284,811

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.

Āpitihanga / Attachments

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

Time:	3.00 pm
Location:	Virtually via Microsoft Teams