Agenda of 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
	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
	He Puna Aroha Putea Whakapapa	Trustee	May be perceived conflicts	Should conflict arise, step aside from voting should they apply for funds
	Kawakawa Returned Services Association	Member	May be perceived conflicts	Should conflict arise, step aside from voting should they apply for funds
	Whangaroa Returned Services Association	Member	May be perceived conflicts	Should conflict arise, step aside from voting should they apply for funds
	National Emergency Management Advisor Committee	Member		Case by case basis
	Te Rūnanga ā Iwi o Ngāpuhi	Tribal affiliate member	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 should there appear to be one
	Te Rūnanga ā Iwi o Ngāti Hine	Tribal affiliate member	Could have a perceived conflict of interest	Declare a perceived conflict should I determine there is a conflict
	Kawakawa Business and Community Association	Member		Will declare a perceived conflict should there appear to be one
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

Infrastructure Committee Meeting Agenda

21 July 2021

MINUTES OF Far North District Council
Infrastructure Committee Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 16 June 2021 AT 9.30 am

PRESENT: Chairperson Felicity Foy, Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich, Kaikohe-Hokianga Community Board Chairperson Mike Edmonds (via Microsoft TEAMs), Te Hiku Community Board Chairperson Adele Gardner

IN ATTENDANCE:

STAFF PRESENT: Shaun Clarke (Chief Executive Officer), William J Taylor, MBE (General Manager Corporate Services), Dean Myburgh (General Manager District Services), Andy Finch (General Manager Infrastructure and Asset Management), Darren Edwards (General Manager Strategic Planning and Policy)

1 Karakia TimatAnga – Opening Prayer

Cr Stratford opened the meeting with a karakia.

2 Ngā Whakapāha Me Ngā Pangā Mema / Apologies and Declarations of Interest

Apology

Resolution 2021/11

Moved: Chairperson Felicity Foy

Seconded: Cr Kelly Stratford

That the apology received from Cr Collard be accepted and leave of absence granted.

Carried

3 nGā tONO kōRERO / Deputation

Nil

4 Confirmation of Previous Minutes

4.1 Confirmation of Previous Minutes

Agenda item 4.1 document number A3052553, pages 14 - 20 refers.

Resolution 2021/12

Moved: Chairperson Felicity Foy

Seconded: Cr Rachel Smith

That the Infrastructure Committee confirm that the minutes of the meeting held 5 May 2021 be confirmed as a true and correct record.

Carried

5 Information Reports

5.1 Waka Kotahi New Zealand Transport Agency Technical Audit of Far North District Council

Agenda item 5.1 document number A3200811, pages 21 - 46 refers.

Resolution 2021/13

Moved: Deputy Mayor Ann Court

Seconded: Cr John Vujcich

That the Infrastructure Committee receive the report Waka Kotahi New Zealand Transport Agency Technical Audit of Far North District Council.

At 10:15 am, Cr Rachel Smith left the meeting. At 10:17 am, Cr Rachel Smith returned to the meeting.

Carried

5.2 Waka Kotahi NZ Transport Agency Procedural Audit of Far North District Council

Agenda item 5.2 document number A3201195, pages 47 - 62 refers.

Resolution 2021/14

Moved: Chairperson Felicity Foy

Seconded: Cr Kelly Stratford

That the Infrastructure Committee receive the report Waka Kotahi NZ Transport Agency Procedural Audit of Far North District Council.

Carried

6 Te Wāhanga Tūmatati / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2021/15

Moved: Chairperson Felicity Foy

Seconded: Cr Kelly Stratford

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:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
6.1 - Confirmation of Previous Minutes - Public Excluded	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
6.2 - Proposed Paihia Water Treatment Plant Public Works Act Process	s48(1)(d) - the exclusion of the public from the whole or the relevant part of the proceedings of the meeting is necessary to enable the Council to deliberate in private on its decision or recommendation where a right of appeal lies to any court or tribunal against the final decision of the Council in these proceedings	s48(1)(d) - the exclusion of the public from the whole or the relevant part of the proceedings of the meeting is necessary to enable the Council to deliberate in private on its decision or recommendation where a right of appeal lies to any court or tribunal against the final decision of the Council in these proceedings

Carried

Confirmation of Information and Decisions to be released in Public

Resolution 2021/16

Moved: Chairperson Felicity Foy

Seconded: Cr John Vujcich

That the Infrastructure Committee confirms that the presentation from KiwiRail New Zealand, in the part of the meeting held with public excluded, be restated in public meeting.

Carried

Attachments tabled at meeting

1 FNDC presentation 210616 - final

7 Information Reports continued

7.1 FNDC NTA and Transportation Activity Update FY 2020/2021 – to 31 March 2021

Agenda item 5.3 document number A3202853, pages 63 - 74 refers.

Resolution 2021/17

Moved: Chairperson Felicity Foy

Seconded: Cr Kelly Stratford

That the Infrastructure Committee receive the report Far North District Council Northland Transport Alliance and Transportation Activity Update FY 2020/2021 – to 31 March 2021.

Carried

Attachments tabled at meeting

1 Graph - Northland Volume Development Applications

7.2 Road Efficiency Group (REG) FNDC Roading Report 2019/2020

Agenda item 5.4 document number A3206312, pages 75 - 83 refers.

Resolution 2021/18

Moved: Chairperson Felicity Foy

Seconded: Cr John Vujcich

That the Infrastructure Committee receive the report Road Efficiency Group (REG) FNDC Roading Report 2019/2020.

Carried

7.3 Sludge Update

Agenda item 5.5 document number A3208723, pages 84 - 87 refers.

Resolution 2021/19

Moved: Chairperson Felicity Foy

Seconded: Cr Rachel Smith

That the Infrastructure Committee receive the report Sludge Update.

Carried

7.4 Infrastructure and Asset Management (IAM) Monthly Business Report for April 2021

Agenda item 5.6 document number A3208374, pages 88 - 262 refers.

Resolution 2021/20

Moved: Chairperson Felicity Foy

Seconded: Cr Rachel Smith

That the Infrastructure Committee receive the report Infrastructure and Asset Management (IAM) Monthly Business Report for April 2021.

Carried

8 Karakia Whakamutunga – Closing Prayer

Cr Stratford closed the meeting with a karakia/prayer.

9 Te Kapinga Hui / Meeting Close

The meeting closed at 12.07 pm.

The minutes of this meeting will be confirmed at the Infrastructure Committee meeting to be held on 21 July 2021.

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

CHAIRPERSON

Infrastructure Committee Meeting Agenda

21 July 2021

5 Reports

5.1 Rubbish Collection Point at the Corner Paihia and Waikare Roads

File Number: A3282336

Author: Simon Millichamp, Solid Waste Engineer

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

Take Pūrongo / Purpose of the Report

To seek approval from the Infrastructure Committee to close the approved collection point at the intersection of Waikare Road and State Highway 11, Kawakawa.

WhakarĀpopoto matua / Executive Summary

· The Council has received a petition calling for the closure of the approved collection point at this intersection of Waikare Road and State Highway 11, Kawakawa.

· Waste is regularly dropped here outside of the specified times resulting in a regular pile of waste that is unsightly, attracts rodents and a nuisance for the local residents.

· Kerbside waste collections are not contracted by Council.

· No policies exist concerning solid waste collection points.

· The Whangae Refuse Transfer station is approximately 4 minutes from this site, providing a viable waste disposal option.

· Closing this collection point should reduce the amount of waste accumulating at this site.

· The waste companies are supporting the closure of this collection point.

· Future decisions concerning collection points should be delegated to operational staff.

· This report was presented to the Bay of Islands-Whangaroa Community Board at their meeting on 08 July 2021, who make the following recommendation to the Infrastructure Committee.

tŪtohunga / Recommendation

That the Infrastructure Committee:

a) request the approved collection point at the intersection of Waikare Road and State Highway 11, Kawakawa is closed; and,

b) agree that future decisions concerning collection points are delegated to operational staff in consultation with the appropriate community board.

1) TĀhuhu kŌrero / Background

At the 8 July 2021 Bay of Islands-Whangaroa Community Board meeting the following resolution was carried:

7.2 Rubbish Collection Point at the Corner Paihia and Waikare Roads

Agenda item 7.2 document number A3248626, pages 35 - 70 refers.

Resolution 2021/1

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Lane Ayr

That the Bay of Islands - Whangaroa Community Board makes a recommendation to the Infrastructure Committee that:

a) request the approved collection point at the intersection of Waikare Road and State Highway 11, Kawakawa is closed; and that,

b) agree that future decisions concerning collection points are delegated to operational staff in consultation with the appropriate community board.

Carried

Abstained: Member Rachel Smith

The Bay of Islands-Whangaroa Community Board members have advised that the names on the petition are local resident/local homeowners. The petition has locations listed outside of Northland although the community board members added great value to the robust discussion by confirming the names on the petition are local members of the community and recommend the appropriate community board are included in future decisions concerning collection points.

Kerbside services

Kerbside services are contracted out to private companies. There are no provisions for providing this service in the current solid waste plan or contracts.

Northland Waste Ltd and Waste Management Ltd provide user pay kerbside services in areas that are cost-effective and select which areas will or will not be serviced and generally service only roads/areas that are economically viable.

Issues continue as residents and others, drop refuse bags on the nearest road where there is a kerbside service. Unofficial collection points have developed as a result of this.

Council has some control over limited aspects of these services as per the Solid Waste Bylaw and the licensing of waste collectors.

Public consultation was carried out and as a result, approved collection points were established with the relevant waste companies being responsible for:

· Erecting signage that clearly informs public when to place waste for collection (in response to bags being dumped at the end of roads with no collection service) and

· Clearing collection points within four days of rubbish being reported including illegally dumped black bags.

When instructed, waste companies carry out ‘extra pick-ups’ in response to ‘illegal dumping’s’ (waste being dumped at the wrong time). If evidence is found that identifies the offender, Council’s Monitoring Team will issue an infringement notice.

As per the Solid Waste Bylaw, waste companies are not required to service particular roads or provide approved collection points. There are no processes for establishing new or disestablishing old collection points. Some collection points have been disestablished by the waste companies by simply notifying their customers that they will no longer service that location.

The Petition

Council received a petition asking for the closure of the approved collection point at the intersection of Waikare Road and State Highway 11, Kawakawa. The petition was signed by approximately 500 people many of whom appear to be based outside of the district. The person who submitted the petition stated: “I can see a lot of locals have come through as saying from Auckland area not sure why.” (as noted above the Bay of Islands-Whangaroa Community Board have confirmed that the names on the petition are local residents/homeowners).

As per the 'Petition Guidelines' the petition was sent to the Governance Team for processing before presenting it to the Chief Executive who determined it should be presented to the Bay of Islands - Whangaroa Community Board for a recommendation to the Infrastructure Committee.

Waikare Road and State Highway 11 Collection Point

This site was developed as a collection point prior to the Solid Waste Bylaw 2016. It is presumed residents from Waikare Road and Doels Road left their bags at this location for collection as their own properties were not serviced.

The site became an approved collection point following the adoption of the Solid Waste Bylaw 2016. Signage was erected stating the collection day is Tuesday and that pre-paid bags (both rubbish and recycling) can only be left there from midday Wednesday to 7am Tuesday.

Both companies pick up on Tuesdays and generally do a good job of tidying the site. Northland Waste has a commercial run past this point on Wednesdays and does a second check. Waste Management has provided a rat bait station that is re-stocked regularly.

Over time, both pre-paid kerbside and illegally dumped black bags have increased without consideration of how long the bags will remain on site until the next official collection day. Not only is the accumulation of the bags unsightly, they also attract rats and dogs.

From June to October 2019, Waste Management trialed extending their collection service up Waikare Road as far as Karetu School Road, as an attempt to reduce the problem. Flyers were distributed to promote the service however no bags were collected over the 3-month trial period. Consideration was given to extending the service up Doels Road but didn’t pursue this option due to the low number of houses and as the road is to narrow and provides limited turning options.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Status Quo

Maintain the current collection point however issues with illegal dumping’s and the resulting unsightliness will continue. Council doesn’t have the resources to monitor this and other problem sites sufficiently to prevent illegal dumping. The contractors report that they are finding less evidence in bags which indicates those involved are potentially recidivist offenders who remove incriminating evidence such as letters / envelopes displaying people’s names and addresses. Requests via local social media requesting a stop to illegal dumping at this site has not reduced the problem or deterred offenders.

Close the collection point (recommended option)

As noted, other problematic collection points have been dis-established by waste companies who notify their customers they will no longer service that location and erect signage stating that the site is no longer an approved collection point.

This has worked well at SH1 / Fairburn Road (Kaitaia), SH10 / Takou Bay Road (Waipapa) and SH10 / Dip Road (Kaeo). Initially, dumping of prepaid bags continued but this decreased within two weeks. These collection points attract no more illegal dumping than most roadsides in the district.

The waste companies want to pursue this option with closing the Waikare Road collection point. It is not economically viable to provide a daily service and further promotes irresponsible behavior.

If this option is approved, the waste companies will carry out a leaflet drop in the area informing of the change to the services they provide. Signs will also be erected advising that waste must not be disposed of here, directing them to the Whangae Refuse Transfer Station which is approximately 4 minutes away and is open 7 days per week.

The waste companies are obligated to pick up any pre-paid bags dumped at the site and any black bags and illegal dumping’s would be Council’s responsibility.

Extend the collection run

As noted, the previous trial of extending the kerbside collection up Waikare Road was not successful and did not reduce the volume of illegal dumping. The waste companies are unwilling to trial this again.

Establish an alternative collection point

The current site is suitable from a logistics perspective as it has sufficient space for the public and collection vehicles to pull off the road to safely drop off / pick up rubbish. An alternative collection point would need to have these features.

An alternative collection point was trialed at the Takou Bay Road collection point however local residents felt that the illegal dumping was due to its location on SH10 and that if it was relocated off the main road it would not be abused by commuters. This was trialed and although dumping at the old collection point stopped, illegal dumping at the new collection point was just as bad as the original site. It was decided by the waste company to stop servicing both sites resulting in no further problems.

It is expected that any adjacent property owners will strongly object to wherever a new collection point is proposed for Waikare Road. Waste companies are also not supportive of looking for an alternative collection point as the Whangae Refuse Transfer Station is so close by.

Install a rubbish cage

Cages for rubbish have been put at some collection points with limited success. They are initially popular as they provide a smaller, compacted space for the dumping of rubbish. Cages also prevent dogs from accessing bags which then reduces the spread of individual rubbish items.

However, the presence of cages seems to encourage and increase bags being dumping outside of collection days including an increase in the number of black bags and other illegal dumping’s. The theft of cages has also been a problem.

As a result of this, the waste companies have stopped installing cages at collection points.

In September 2020, in response to a request from a Councillor the waste companies provided quotes for installing cages at collection points. This was estimated to be approx. $3,000 per site. There is no existing budget for Council to fund these cages and no requirement under the Solid Waste Bylaw for the waste companies to provide them

Future decisions on the closure of approved collection points

Staff recommend that future decisions concerning the closure of approved collection points are delegated to staff in conjunction with the waste companies. Although the Solid Waste Bylaw allows the public to drop waste at approved collection points, Council cannot require the waste companies to service any particular areas including collection points.

Take Tūtohunga / Reason for the recommendation

Closing the Waikare Road / State Highway 11 collection point will give effect to the petition as received and significantly reduce the amount of waste appearing on a daily basis however it may not completely solve the problem of illegal dumping at this intersection.

That the community can use the Whangae Refuse Transfer Station as an alternative option given its close proximity to the current collection point.

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

The kerbside services are not contracted by Council so there are no direct financial implications of closing this collection point.

The waste companies will inform their customers of the change via leaflet drops in the area and appropriate communications via their websites.

Council will incur a relatively small cost to erect a no dumping sign which will be provided from existing budgets.

Āpitihanga / Attachments

1. Attachment 1 RUBBISH COLLECTION POINT AT THE CORNER PAIHIA AND WAIKARE ROADS Petition - A3254285 ⇩

2. Attachment 2 RUBBISH COLLECTION POINT AT THE CORNER PAIHIA AND WAIKARE ROADS Petition comments - A3254286 ⇩

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.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Solid waste Bylaw 2016.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	No district wide relevance.
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. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	No specific implications to Māori.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	Local residents only.
State the financial implications and where budgetary provisions have been made to support this decision.	None.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Infrastructure Committee Meeting Agenda

21 July 2021

5.2 Priority Seal Extensions Programme 2021-2022

File Number: A3248249

Author: Aram Goes, Maintenance and Operations Manager

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

Take Pūrongo / Purpose of the Report

To seek approval to proceed with the recommended road dust seal extension sections with the work to be implemented through the existing Road Maintenance and Renewals Contracts for Far North District Council’s (FNDC) unsubsidised Long-Term Plan (LTP) 2021-2024 allocation of $6,493,600 million, being;

• 2021/22 $2,000,000 (+ $320,000 separate for Unahi Wharf Project)

• 2022/23 $2,060,000

• 2023/24 $2,113,600

To support this, the report outlines the background and adopted methodology of the recommended seal extension programme and identifies the recommended road sections to be completed under FNDC unsubsidised $6,173,600 LTP 2021-2024 sealing allocation (excluding Unahi Wharf Project).

WhakarĀpopoto matua / Executive Summary

This report:

· outlines the background and adopted methodology of the recommended seal extension programme,

· identifies the recommended road sections under FNDC unsubsidised $6,173,600 Long-Term Plan sealing allocation.

tŪtohunga / Recommendation

That Infrastructure Committee:

a) approves the road sections prioritised in the Dust Matrix (as ranked at 19/6/2021) for Seal Extension work in 2021-2024

b) approves authority be delegated to the Chief Executive Officer to procure and award the associated work for the approved 2021-2024 Priority Seal Extensions Programme within the available Long-Term Plan budget.

1) TĀhuhu kŌrero / Background

At the Council meeting held 27 June 2019, the weighting methodology informing the prioritisation matrix was approved, including scrutiny-based length optimisation process for roads identified to fall within FNDC’s funded works.

On 16 September 2020 a workshop with Elected Members was held where the Northland Transport Agency (NTA) demonstrated the need for up-to-date and accurate data was imperative, with in excess of 40,500 data records required to be actively managed.

An extensive traffic counting programme was undertaken during the summer of 2020/2021 and the data upload was completed in April 2021 for migration into the Dust Matrix in May 2021.

This highlighted that significant work was required to capture more unsealed road counts and the need to segment the sections to target house locations, or clusters of houses, instead of applying the Road Asset Maintenance Management database carriageway sections (that are in some cases up to >14km long and therefore unaffordable, plus diminished the sensitivity of the individual homes affected by dust nuisance).

Further recommendations included removal of rain frequency, the benefit costs analysis of sealing vs maintenance cost history be a secondary exercise, and that site selection approval be based on data at a fixed point in time (acknowledging the rankings are not absolute and will change after any resolution, when updated data is available).

On 24 September Council resolved to target sealing of known remaining school and marae frontages with 10 sites completed before 30 April 2021, being six schools and four marae frontages. During this period staff also undertook further targeted investigation through which a further 39 marae with no sealed frontages have been identified in the region (see attachment one).

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The road sections to receive dust seals under FNDC’s latest prioritisation, based on the Council’s twenty-two Dust Matrix criteria, are tabled in order of priority below;

Road name	Location	TL Name	Start	End	Length
Brass Road	AHIPARA	Kaitaia-Awaroa Road to end of houses	50	1,725	1,675
Parapara-Toatoa Road	TAIPA	Parapara Road to Parapara Marae	62	1,185	1,123
Oromahoe Road	OROMAHOE	From houses on fast straight to sealed bridge approach	1,478	2,682	1,204
Pawarenga Road	PAWARENGA	End of health clinic seal to past houses	11,903	13,583	1,680
West Coast Road	KOHUKOHU	Te Karaka Inlet to houses past Marae and Church	25,167	27,100	1,933
Ruaroa Road	RANGITIHI	From rapid no 300 to past houses	3,008	5,681	2,673
Hautapu Road	MOEREWA	From end of seal at Hupara Road to past houses	4,736	5,937	1,201

Full details on the scoring for these road sections, including the entire Dust Matrix ranking as at 30 June 2021, is shown in attachment two.

A scenario whereby any savings achieved in the delivery of the respective sites in each financial year could be directed to the continuation of marae frontage dust sealing strips is welcomed for discussion. In such instances trialling of innovate low cost sealing alternatives should be encouraged because of their unique low traffic and often isolated remote locations making conventional sealing more costly.

The NTA has considered other ways to fund seal extensions, including;

1. Regional Strategic Partnership Fund (RSPF, replacing Provincial Growth Fund)

2. Tourism Infrastructure Fund (TIF)

3. Waka Kotahi (NZTA) subsidised criteria (Circular 16.04) and/or

4. Waka Kotahi (NZTA) subsidised Low-Cost-Low-Risk criteria (benefit-cost ratio).

Regional Strategic Partnership Fund

Preliminary assessment of likely funding approval under RSPF is low at best.

RSPF applications to MBIE demand strong strategic alignment with extensive business case investment, taking timelines for any future funding approval well beyond the upcoming 2021/2022 construction season.

No applications have been made by Council to date.

Tourism Infrastructure Fund

Preliminary funding requests to MBIE for TIF can be seen in Appendix 3. And includes the following road sections;

· Bayly Road from Haruru Falls Road to Waitangi Mountain Bike Park (approx. 980m length)

· Te Paki Stream Road from SH1 for Sand Dune Recreation Area (approx.3.7km)

· Haruru Falls Road from end of seal to Waitangi Grounds (approx. 3.2km)

· Waiare Road from end of seal to Puketi Forest Recreation Area (approx. 600m)

· Matai Bay Road from end of seal to Matai Bay DoC Campsite (approx. 1.3km)

Similar for RSPF applications above, likely funding approval under TIF is considered low. Furthermore, any future funding approval will be beyond the upcoming 2021/2022 construction season.

Waka Kotahi (NZTA) subsidised criteria (Circular 16.04)

Preliminary funding requests to Waka Kotahi (NZTA) includes the following road sections;

· West Coast Road from end of seal at Te Karaka Road to past 10x houses including Marae and Church (approx. 930m length to be confirmed)

· Purerua Road from end of seal to Taronui Road, 3x houses (approx. 700m length to be confirmed)

· Arawhata Road from Mangatete Heights to Boat Ramp, 23x houses (approx. 1.3km length to be confirmed)

· Aurere Beach Road from SH10 for approx. 300m, 5x houses (length to be confirmed)

· Wainui Road from Kaitaia-Awaroa Road for approx. 300m, 4x house including Marae (length to be confirmed).

Details on the number of houses and scoring for these road sections is shown in attachment four.

It is noticeable from the top sites presented the NZTA Circular 16.04 criteria is heavily weighted towards routes with proportionally high %HCV when near clusters of houses. Interestingly the other locations are not notable HCV routes, demonstrating the criticality of accurate up-to-date data and discernment in data relativity (i.e. percentages vs raw numbers).

Funding requests for 2021-2024 to Waka Kotahi totals $3,000,000 and is subject to change. In addition, ongoing data verification to meet onerous business case assessment and scrutiny by Waka Kotahi will likely see these sites priorities change. Furthermore, any future funding approval will be well beyond 2021/2022 construction season.

Waka Kotahi (NZTA) Low-Cost-Low-Risk subsidised criteria

Preliminary funding requests under this Work Category 341 include activities such as Traction Seals, Bridge Approach Seals and Intersection Sealing for safety markings and minimizing loose gravel on high speed intersections etc.

To qualify seal extension works under Low-Cost-Low-Risk (LCLR) criteria the Capital construction cost demonstrate a savings over time vs current costs to maintain (i.e. positive benefit cost analysis). The following road sections are just a few examples under consideration;

· Doel Road, Masters Access Road, Pukewhai Road and Rotokawau Road State Highway intersections

· Hautapu Road, Omana Road, Parapara, Te Huia Marae Road and Wreck Bay Road traction seals.

· Duncan Road, Otaenga Road and Pupuke-Mangapa Roads and many other bridge approaches.

Waka Kotahi has confirmed a constrained National Land Transport Programme (NLTP) into the coming LTP budget. The funding requests to Waka Kotahi for Traction Seals and Bridge Approach Seals in 2021-2024 totals $3,900,000 and is subject to change. While Councils may, on a case-by-case basis successfully demonstrate site(s) that meet cost-benefit, Waka Kotahi has consistently advised there is no additional budget. This leaves Councils to use the existing budgets for any LCLR seal extensions that qualify under WC341. Any more works (i.e. seal extensions) added to the LCLR program has the consequence of impacts to other work activities and associated levels of service.

Where the benefits outweigh the risk of impacts to other budgets this remains a very low option to the NTA, on discretion and where endorsed by Waka Kotahi to be compliant with criteria.

The annual Summer Dust Suppression works (Contract No. 7/20/209) remains a separate activity with separate approved funding ($500,000 per annum for 2021/2024) and is not adversely affected by the recommendations contained in this Paper.

The sites completed last summer remain for repeat application and, where any updated Traffic Count data triggers other roads to qualify for Dust Suppressant (ref. FAQ Unsealed Road Pamphlet, Appendix 5), these will be reviewed to ensure any other house frontages are included accordingly.

Take Tūtohunga / Reason for the recommendation

The reasons the above prioritised roads are being recommended are:

· The RSPF programme is new and unlikely to provide any funding to any applications. Consequently, all relevant RSPF categories are now incorporated into FNDC’s assessment.

· The TIF applications will not provide funding this financial year. The significance of tourism is also being recognised in FNDC’s Dust Matrix criteria.

· The subsidised NZTA applications will not provide funding approvals (if any) this financial year, due to extensive time and up-front investment required to complete Business Case studies.

· Apart from West Coast Road there are no known obvious overlaps that diminish opportunity for funding from other sources by proceeding with sites prioritised in this Paper.

· The current Dust Matrix represents the most comprehensive view of all stakeholder interests in the district and delivers the most balanced ranking of roads.

· Early approval of sites that extend across the full 2021-2024 LTP gives industry adequate lead in times for Council to gain the most cost-effective procurement and delivery planning of the respective site scoping, investigation & testing, material analysis & design options, through to final construction.

The risks associated to endorsing all three season’s work funded under the 2021-2024 LTP are;

· that road ranking can change as-and-when new/additional information is available.

· West Coast Road may be eligible for funding under NZTA Circular 16.04 criteria.

To manage these risks Council may therefore decide to approve only the 1st financial year sites (i.e. 2021-2022), or years 1 and 2 (2021-2022 and 2022-2023), leaving further site prioritization available for updating as data continues to be added.

The indicative plan of constructing the West Coast Road site in 2022-2023 provides sufficient time (>18 months) before construction commences. This will enable the NTA to confirm Waka Kotahi’s funding and, if successful, enable new sites to be added from the Dust Matrix. In addition, keeping this site in the plan for sealing enables the stages of work for Investigation and Testing (I&T) and Design to continue uninterrupted, giving significant benefits to Council in meeting completion dates.

Should the NTA be successful in obtaining Waka Kotahi funding a paper would be brought to Council presenting the most up-to-date Dust Matrix list for Council resolution on the next preferred seal extension site(s).

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

These works are currently assessed as being able to be funded with the available LTP budgets as seen the table below:

Financial Year	Sites	Available Budget = $2,000,000
2021/22	Brass Road RP 50 to 1,725		$1,455,00
	Parapara-Toatoa Road RP 62 to 1,185
Cash Flow adjustment to 2022-2023 =			$545,000

Financial Year	Sites	Revised Available Budget = $2,605,000
2022/23	Oromahoe Road RP 1,478 to 2,682		$2,480,000
	Pawarenga Road RP 11,903 to 13,583
	West Coast Road RP 25,167 to 27,100
Cash Flow adjustment to 2023-2024 =			$125,000

Financial Year	Sites	Revised Available Budget = $2,238,600
2023/24	Ruaroa Road RP 3,008 to 5,681		$2,015,000
	Hautapu Road RP 4,736 to 5,937
Remaining for Contingency (or marae sites etc) =			$223,600

There are no financial risks to Council in approving these works.

The NTA does note the industry will be experiancing future cost increases in bitumen. These costs are nation wide due to manufacturing and storage constraints affecting delivery of bitumen.

The quantum of any bitumen cost increases is as yet unknown, with overall project delivery to be managed within approved LTP budgets, noting that this may impact the total number of sites, or site lengths, able to be completed.

Āpitihanga / Attachments

1. Marae Frontage Sites_FNDC - A3254676 ⇩

2. Dust Matrix Sites_FNDC - A3254687 ⇩

3. Tourism Infrastructure Sites_TIF - A3254690 ⇩

4. Circular16.04 Sites_NZTA - A3254693 ⇩

5. Unsealed Road FAQ Pamphlet - A3254694 ⇩

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

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	This proposal represents: • no legislative requirement, • no change of ownership or control of a strategic asset, • a potential to exceed financial thresholds, • a potential to generate considerable community interest, • a potential to radically change the levels of service, • consistency with existing plans and policies and • the mandate that Council has to implement this proposal. Therefore the proposal is deemed to have a LOW level 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.	• Policy # 4116 – Dust Management • Policy # 4106 – Road Maintenance • LTP 2021/25, Strategic Asset Priority 1: Sealed roads • LTP 2021/25, Strategic Asset Priority 6: Unsealed roads.
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.	The proposal • has a District wide relevance. • is not subject to Community Board Delegations.
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. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	With future decisions stemming from this proposal, Māori could: • help with potential resource consent applications by identifying relevant matters for assessment of Environment Effects, • identify specific natural resources and/or sites of cultural significance, • help with road legalisations, where future projects impact Māori land interests.
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).	Road users, residents on unsealed roads, all commercial transport operators, tourists, emergency services, road network operators.
State the financial implications and where budgetary provisions have been made to support this decision.	FNDC URSF – 100% unsubsidised budget allocation in LTP 2021/25. NZTA GC16.04 yet to be applied for. If successful, FNDC to contribute 33% local share. Development of NZTA GC16.04 funding application expected to be in the order of $50K from unsubsidised funds.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

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.