Agenda of Kaitaia Drainage Area Committee Meeting

Kaitaia Drainage Area Committee Meeting Agenda

16 August 2021

MINUTES OF Far North District Council
Kaitaia Drainage Area Committee Meeting
HELD AT THE Conference Room - Te Ahu, Cnr State Highway 1 and Mathews Avenue, Kaitaia
ON Tuesday, 3 November 2020 AT 10.00 am

PRESENT: Member Adele Gardner, Chairperson Fiona King, Member Greg Yuretich, Member Joe King, Member Mike Masters.

IN ATTENDANCE: Craig Hobson – Ngaitakoto Iwi Representative.

1 Apologies and Declarations of Interest

Nil

2 Speakers

Craig Hobson introduced himself to the Kaitaia Drainage Area Committee. His role will be to sit and observe and take back relevant information to the Iwi Board.

Fiona King provided information to Craig Hobson on the Kaitaia Drainage Area Committee and the area covered.

3 MATTERS ARAISING from previous minutes

Resolution 2020/1

Moved: Chairperson Fiona King

Seconded: Member Greg Yuretich

That the Kaitaia Drainage Area Committee note their disappointment in the fact that the CEO signs off the minutes from September 2019 as the CEO was not in attendance at the meeting to be able to confirm if they are a true and correct record.

Carried

4 Reports

4.1 Kaitaia Drainage Area 2019/2020 Expenditure

Agenda item 4.1 document number A2945609, pages 6 - 9 refers

Resolution 2020/2

Moved: Chairperson Fiona King

Seconded: Member Greg Yuretich

That the Kaitaia Drainage Area Committee recommends Te Hiku Community Board note the following financial summary for the past financial year 2019/20:

Kaitaia	Budget
2018-19 Residual funds (reserve funds available)	$49,815
2019 Opening Balance (rated income)	$70,021
2019-20 Expenditure	$73,190
2019-20 Closing Reserve Balance	$46,646

Carried

Note:

- staff to check that the flood gate at 226 State Highway 1 has been put in place.

4.2 Kaitaia Drainage Area 2020/2021 Programme

Agenda item 4.2 document number A2945615, pages 10 - 17 refers

Resolution 2020/3

Moved: Member Joe King

Seconded: Member Mike Masters

That the Kaitaia Drainage Area Committee

a) recommend Te Hiku Community Board approve the Kaitaia Drainage Area 2020/21 work programme.

b) request that 230 meters of Brass Drain be included in the 2020/2021 Programme.

c) decline any machine cleaning for the Kaitaia Drainage Area 2020/2021 Programme.

d) agree that a letter to remind property owners of their requirements to comply with the Land Drainage Bylaw be sent in summer 2020.

Note:

- Pukepoto Outfall Compartment – Campbells, L Masters W be changed to on request.

- W. Masters C. drain will be sprayed on request.

- Staff to investigate Reids West and Pukepoto Outfall and the work the land owner has completed on the drain and ask for the drain crossing to be reinstated if needed.

- Staff to ask land owners of Pukepoto Creek and Oinu stream to put stock fencing up before the Committee will agree to machine cleaning of the Pukepoto Creek and Oinu stream.

- Drains are still to be GIS mapped and provided to the Kaitaia Drainage Area Committee.

11.20 am – Mike Masters joined the meeting.

Carried

4.3 Kaitaia Drainage Area 2021/2022 Programme

Agenda item 4.3 document number A2945618, pages 18 - 23 refers

Resolution 2020/4

Moved: Chairperson Fiona King

Seconded: Member Greg Yuretich

That the Kaitaia Drainage Area Committee

a) recommend the report “Kaitaia Drainage Area 2021/2022 Programme” be referred to Te Hiku Community Board for information.

b) request a report be provided at the next Kaitaia Drainage Area Committee on the total area rated for the Kaitaia Drainage Area.

c) request that the report include the per hectare costs.

Carried

5 Meeting Close

The meeting closed at 12.00 pm.

The minutes of this meeting will be confirmed at the Kaitaia Drainage Area Committee meeting held on Monday 16 August 2021.

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

CHAIRPERSON

Kaitaia Drainage Area Committee Meeting Agenda

16 August 2021

5 Reports

5.1 Kaitaia Drainage Area 2020/2021 Expenditure

File Number: A3296031

Author: Troy Smith, Assistant Engineer

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

Take Pūrongo / Purpose of the Report

To provide the Kaitaia Drainage Area Committee with expenditure details and the closing balance for the 2020/2021 financial year.

Executive Summary

· Over the 2020/21 financial year, the Far North District Council completed a selection of drainage area works.

· The work which included spraying, cleaning and status reporting of the drains, came to a total expense of $55,556.

tŪtohunga / Recommendation

That the Kaitaia Drainage Area Committee recommends Te Hiku Community Board note the following financial summary for the past financial year 2020/21:

Kaitaia	Budget
2019-20 Residual funds (reserve funds available)	$46,646
2020 Opening Balance (rated income)	$70,036
2020-21 Expenditure	$55,556
2020-21 Closing Reserve Balance	$61,126

1) TĀhuhu kŌrero / Background

The founding of the Kaitaia Drainage Area dates back to 1913 where the Kaitaia Land Drainage Act was adopted with the exception that a drainage committee was to be applied.

In recent times, the Kaitaia Drainage Area Committee was formally re-established at the 22 February 2016 meeting of the Te Hiku Community Board as part of Council’s formal process and procedures.

The works programme for the 2020/21 financial year was discussed at the previous Kaitaia Drainage Area Committee Meeting on 3 November 2020. In consultation with the spraying contractors, members of the public and Committee members, the list of required works had been compiled.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Across the Kaitaia Drainage Area, there are several points which had work completed. This section further explains the work completed, and any remaining work that has been transferred into the current financial years programme.

2.1 Work programme summary 20/21

The past work programme from Financial Year 2020/21 is included below. This has been divided into completed and remaining work. There is also a column showing the amount budgeted through previous meetings.

Kaitaia	Budgeted	Expended
Completed Work:
Spraying of the Kaitaia drains	$57,429	$55,556
Total	$57,429	$55,556
Remaining Work & Allowances:
Status report on the drains (Complete, yet to be invoiced)	$700
Machine cleaning contingency (Church Gulley Drain, in planning for 2021/22)	$13,000
20% share of a drone for drain surveillance (Deferred for review 2021/22)	$664
General contingency	$3,000
Total	$17,364

2.2 General maintenance within the work programme

Spraying

Spraying of the Kaitaia drains were completed, from November 2020 to February 2021. The spraying expenditure for the year is $55,556. This is slightly under budget as some drain sections were inaccessible.

As part of the Kaitaia Drain Status Report 2021, the spraying contractor has identified several drains which require further spraying or machine cleaning. These drains are noted in the 2021/22 Programme.

Below is the programme confirming the drains that were sprayed, the distance sprayed, and the amount expended.

Waipapakaurai Compartment Total Spray Cost

Waipapakauri Outfall	4,800 m	4,800 m	$2,640.00
Paparore Bank Drain (not invoiced)	4,000 m	4,000 m	$0.00
Waipapakauri Bank	1,710 m	1,710 m	$855.00
Thodes	684 m	684 m	$376.20
Brattons Drain (On request)	282 m	0 m	$0.00
Evans Drain (On request)	443 m	0 m	$0.00
Yates (On request)	945 m	0 m	$0.00
Wests	820 m	820 m	$451.00
Sandhills	7,502 m	6,456 m	$3,550.80
Birds Boundary	1,521 m	1,521 m	$836.55
Abbots (On request)	422 m	0 m	$0.00
Government drain	3,012 m	3,012 m	$1,656.60
Waimanone - Walkers	4,221 m	4,221 m	$2,110.50
Spains Drain (On request)	1,580 m	0 m	$0.00
Spains Road Drain	2,170 m	1,580 m	$869.00
Totals	34,112 m	28,804 m	$13,345.65

Lower Awanui Compartment Total Spray Cost

Prices Bank (Unahi)	2,615 m	2,615 m	$1,307.50
McMillans - Tupes	6,840 m	6,840 m	$3,420.00
Factory Bend - Michies	6,035 m	6,035 m	$3,319.25
Flemings (On request)	764 m	0 m	$0.00
Gills	2,008 m	1,489 m	$818.95
Kumi Road	1,006 m	1,006 m	$503.00
H Subritzkys	1,127 m	1,127 m	$563.50
Awanui	2,313 m	2,313 m	$1,156.50
Sankeys No. 1 (On request)	201 m	0 m	$0.00
Sankeys No. 2 (On request)	362 m	0 m	$0.00
Totals	22,752 m	21,425 m	$11,314.05

Puckeys Outfall Compartment Total Spray Cost

Puckeys Outfall	484 m	484 m	$266.20
J Subritzkys Drain (On request)	402 m	0 m	$0.00
Foleys (not invoiced)	450 m	450 m	$0.00
Lisle (not invoiced)	1,710 m	1,710 m	$0.00
Wireless	1,800 m	1,800 m	$990.00
Bells Road	2,012 m	2,012 m	$1,106.60
Totals	6,858 m	6,456 m	$3,550.80

Pukepoto Outfall Compartment Total Spray Cost

Pukepoto Outfall	5,828 m	5,828 m	$3,205.40
Brass (On request)	1,388 m	0 m	$0.00
W Masters C	1,207 m	1,207 m	$663.85
W Masters E (On request)	1,300 m	1,300 m	$715.00
Campbells	684 m	684 m	$376.20
L Masters W	1,064 m	1,064 m	$532.00
L Masters C	1,400 m	1,400 m	$770.00
School	1,509 m	1,509 m	$829.95
Reynolds (West Bank)	2,213 m	2,213 m	$1,217.15
Maori	2,012 m	2,012 m	$1,106.60
Pukepoto Creek	805 m	805 m	$442.75
Houstons (West Bank)	2,213 m	2,213 m	$1,106.50
Parkers	1,813 m	1,813 m	$997.15
Reids West	2,615 m	2,615 m	$1,438.25
Totals	26,051 m	24,663 m	$12,724.25

Whangatane Compartment Total Spray Cost

Texifros	785 m	785 m	$431.75
Maimaru	1,127 m	1,127 m	$563.50
Oinu Stream	1,650 m	1,650 m	$907.50
Pairatahi Bank	2,716 m	2,716 m	$1,493.80
Johnsons (On request)	150 m	0 m	$0.00
Kareponia (On request)	402 m	0 m	$0.00
Birds (On request)	504 m	0 m	$0.00
Totals	7,334 m	6,278 m	$3,452.90

Kaitaia Compartment Total Spray Cost

Lewis Junction - Boundary	443 m	443 m	$243.65
Lewis Junction - Road	322 m	322 m	$177.10
Church Gully	2,865 m	2,585 m	$1,421.75
Mathews Outfall	4,425 m	3,425 m	$1,883.75
Wilds (On request)	503 m	0 m	$0.00
Hanlons	322 m	322 m	$177.10
Totals	8,880 m	7,097 m	$3,892.35

Tangonge Compartment Total Spray Cost

Reids East	3,017 m	3,017 m	$1,659.35
Hoddles	1,667 m	1,667 m	$916.85
Millers	2,615 m	2,615 m	$1,438.25
McKenzies	634 m	634 m	$348.70
Sharps (not invoiced)	402 m	402 m	$0.00
Lewis & Crown Land	1,851 m	1,851 m	$1,018.05
Totals	10,186 m	10,186 m	$5,602.30

Wairoa Compartment Total Spray Cost

Berghans	1,005 m	1,005 m	$552.75
Wairoa Stream	3,058 m	3,058 m	$1,681.90
Blairs	805 m	805 m	$442.75
Totals	4,868 m	4,868 m	$2,677.40

Machine cleaning

For the year, there was no machine cleaning completed. There is 1 drain (Church Gulley Drain) agreed for machine cleaning, however this has been delayed to allow for private fencing to be completed first.

Accessibility issues & maintenance

For the year, there were no significant access issues that were worked on.

A letter concerning the state of drain access and inefficiency of spraying this year has been received from Fenwick Contracting. This is attached for the Committee’s consideration.

2.3 Drainage Area Requests for Service (RFS) summary

Since the most recent meeting in November, there have been 3 new Request’s for Service received regarding the Kaitaia Drainage Area.

· RFS 4035632 – Request for the Council drain between the Waipap Cut, which runs between 494 Gill Road Awanui, the Bennetts and Dromgool properties be sprayed to avoid a blockage of the drain. Logged on the 25^th of November 2020.

· Unknown RFS # – Phone call requesting the Church Gulley Drain be cleaned from a neighbouring landowner. Advised the drain is overgrown and blocked with sediment. Committee members visited and confirmed in March / April 2021, however on condition the drain had to be fenced off before any cleaning was undertaken. Raised in February / March 2021.

· Unknown RFS # – Request for the end of the Spains Road Drain (once it crosses the State Highway 1) to be cleaned / sprayed. Council inspected on the 6^th of July 2021 and suspects the downstream end (last 100 - 200m) would not be managed effectively with spray, so cleaning could be appropriate.

Take Tūtohunga / Reason for the recommendation

To ensure that the Kaitaia Drainage Area Committee are notified of the expenditure and closing balance for the year.

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

A summary of the expected 2020/21 financial year is as follows:

Kaitaia	Budget
2019-20 Residual funds (reserve funds available)	$46,646
2020 Opening Balance (rated income)	$70,036
2020-21 Expenditure	$55,556
2020-21 Closing Reserve Balance	$61,126

Āpitihanga / Attachments

1. 2021-02-08 - Attachment 1 - Fenwick Contracting Letter - List of concerns with drainage areas - A3304701 ⇩

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	A low to medium 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 #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019).
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.	This report seeks a recommendation from the Committee to the Te Hiku Community Board.
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.	Ngai Takoto and Te Rarawa Iwi are to be included in the development of the management plan for the districts drainage areas.
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.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Kaitaia Drainage Area Committee Meeting Agenda

16 August 2021

5.2 Kaitaia Drainage Area 2021/2022 Programme

File Number: A3296017

Author: Troy Smith, Assistant Engineer

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

Take Pūrongo / Purpose of the Report

To provide the Kaitaia Drainage Area Committee with an outline of the proposed works and costs for the 2021/22 financial year.

Executive Summary

· Over the 2021/2022 financial year, the Far North District Council wishes to complete a selection of drainage area works.

· The work includes spraying and cleaning of the drains. It is recommended a budget of $78,657 is allocated to cover the required and potential work for Kaitaia.

tŪtohunga / Recommendation

That the Kaitaia Drainage Area Committee recommend Te Hiku Community Board approve the Kaitaia Drainage Area 2021/22 work programme.

1) TĀhuhu kŌrero / Background

The founding of the Kaitaia Drainage Area dates to 1913 where the Kaitaia Land Drainage Act was adopted with the exception that a committee was to be applied.

In recent times, the Kaitaia Drainage Area Committee was formally re-established at the 22 February 2016 meeting of the Te Hiku Community Board as part of Council’s formal process and procedures.

The proposed works programme for the 2021/22 financial year has been estimated from previous costs.

There is a new addition to the work programme for cleaning of the Church Gulley Drain. This was inspected in March / April 2021 by 2 committee members and approved for cleaning once fencing has been completed privately.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Within the Kaitaia Area, there are several points which require work. The items detailed in the below work programme have been determined by staff based on information from the spraying contactor and other sources. However, the Committee may be aware of other work that is required, and this meeting provides an opportunity to adjust the work programme.

2.1 Proposed work programme summary

Work is to be completed before 30 June 2022, with the spraying programme to start during late 2021:

Kaitaia
Spraying of the Kaitaia drains (breakdown in section 2.2)	$56,293
Status report on the drains	$700
Cleaning of the Church Gulley Drain	$8,000
Machine cleaning contingency	$10,000
20% share of a drone for drain surveillance	$664
General contingency	$3,000
Total	$78,657

2.2 General maintenance within the work programme

Spraying

Spraying of the Kaitaia Area is to be completed during late spring / early summer 2021/22. If additional spraying is required, this will be funded from the general contingency.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required otherwise a stronger spray with the approval below may be more practical:

An EPA “Permission for Use of Substances” & Northland Regional Council consent is required specific to the areas to be sprayed, for the correct type of spray. The spray used has to be applied with considerable forethought as it can affect crop growth, for some distance downstream.

The spray programme consists of 102 kilometres of drain spraying and has been separated out into compartments and individual drains. Spray programme follows:

Waipapakaurai Compartment Total Spray Cost

Waipapakauri Outfall	4,800 m	4,800 m	$2,640.00
Paparore Bank Drain	4,000 m	4,000 m	$2,200.00
Waipapakauri Bank	1,710 m	1,710 m	$940.50
Thodes	684 m	684 m	$376.20
Brattons Drain (On request)	282 m	0 m	$0.00
Evans Drain (On request)	443 m	0 m	$0.00
Yates (On request)	945 m	0 m	$0.00
Wests	820 m	820 m	$451.00
Sandhills (Remainder is Urban)	7,502 m	6,456 m	$3,550.80
Birds Boundary	1,521 m	1,521 m	$836.55
Abbots (On request)	422 m	0 m	$0.00
Government drain	3,012 m	3,012 m	$1,656.60
Waimanone - Walkers	4,221 m	4,221 m	$2,321.55
Spains Drain (On request)	1,580 m	0 m	$0.00
Spains Road Drain (Remainder is Urban)	2,170 m	1,580 m	$869.00
Totals	34,112 m	28,804 m	$15,842.20

Lower Awanui Compartment Total Spray Cost

Prices Bank (Unahi)	2,615 m	2,615 m	$1,438.25
McMillans - Tupes	6,840 m	6,840 m	$3,762.00
Factory Bend - Michies	6,035 m	6,035 m	$3,319.25
Flemings (On request)	764 m	0 m	$0.00
Gills	2,008 m	2,008 m	$1,104.40
Kumi Road	1,006 m	1,006 m	$553.30
H Subritzkys	1,127 m	1,127 m	$619.85
Awanui (Remainder is Urban)	2,313 m	940 m	$517.00
Sankeys No. 1 (On request)	201 m	0 m	$0.00
Sankeys No. 2 (On request)	362 m	0 m	$0.00
Totals	22,752 m	20,571 m	$11,314.05

Puckeys Outfall Compartment Total Spray Cost

Puckeys Outfall	484 m	484 m	$266.20
J Subritzkys Drain (On request)	402 m	0 m	$0.00
Foleys	450 m	450 m	$247.50
Lisle	1,710 m	1,710 m	$940.50
Wireless	1,800 m	1,800 m	$990.00
Bells Road	2,012 m	2,012 m	$1,106.60
Totals	6,858 m	6,456 m	$3,550.80

Pukepoto Outfall Compartment Total Spray Cost

Pukepoto Outfall	5,828 m	5,600 m	$3,080.00
Brass (On request)	1,388 m	0 m	$0.00
W Masters C	1,207 m	1,207 m	$663.85
W Masters E (On request)	1,300 m	0 m	$0.00
Campbells (On request)	684 m	0 m	$0.00
L Masters W (On request)	1,064 m	0 m	$0.00
L Masters C	1,400 m	1,400 m	$770.00
School	1,509 m	1,509 m	$829.95
Reynolds (West Bank)	2,213 m	2,213 m	$1,217.15
Maori	2,012 m	2,012 m	$1,106.60
Pukepoto Creek	805 m	805 m	$442.75
Houstons (West Bank)	2,213 m	2,213 m	$1,217.15
Parkers	602 m	602 m	$331.10
Reids West	2,615 m	2,615 m	$1,438.25
Totals	24,840 m	20,176 m	$11,096.80

Whangatane Compartment Total Spray Cost

Texifros	785 m	785 m	$431.75
Maimaru	1,127 m	1,127 m	$619.85
Oinu Stream	1,650 m	1,650 m	$907.50
Pairatahi Bank	2,716 m	2,716 m	$1,493.80
Johnsons (On request)	150 m	0 m	$0.00
Kareponia (On request)	402 m	0 m	$0.00
Birds (On request)	504 m	0 m	$0.00
Totals	7,334 m	6,278 m	$3,452.90

Kaitaia Compartment Total Spray Cost

Lewis Junction - Boundary	443 m	443 m	$243.65
Lewis Junction - Road	322 m	322 m	$177.10
Church Gully (Remainder to be cleaned)	2,865 m	500 m	$275.00
Mathews Outfall (Remainder is Urban)	4,425 m	3,425 m	$1,883.75
Wilds (On request)	503 m	0 m	$0.00
Hanlons	322 m	322 m	$177.10
Totals	8,880 m	5,012 m	$2,756.60

Tangonge Compartment Total Spray Cost

Reids East	3,017 m	3,017 m	$1,659.35
Hoddles	1,667 m	1,667 m	$916.85
Millers	2,615 m	2,615 m	$1,438.25
McKenzies	634 m	634 m	$348.70
Sharps	402 m	402 m	$221.10
Lewis & Crown Land	1,851 m	1,851 m	$1,018.05
Totals	10,186 m	10,186 m	$5,602.30

Wairoa Compartment Total Spray Cost

Berghans	1,005 m	1,005 m	$552.75
Wairoa Stream	3,058 m	3,058 m	$1,681.90
Blairs	805 m	805 m	$442.75
Totals	4,868 m	4,868 m	$2,677.40

Machine cleaning

Over the 2021/22 year, the Kaitaia Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require removal.

Due to the amount of issues identified in the 2021 Drain Status Report, it is recommended that the Committee discuss a potential 2021/22 cleaning programme. Below are drains flagged for cleaning in the 2021 Drain Status Report:

· Oinu Stream – Bank erosion, slips and trees blocking the drain (No fencing).

· Church Gulley Drain – Bank slumping and significant weed growth (No fencing).

An allowance of $8,000 for the Church Gulley Drain has been programmed should the private fencing be complete. There is also the machine cleaning contingency of $10,000 allocated, should there be any unexpected cleaning required.

Accessibility issues & maintenance

The state of access can have negative / positive impacts on the efficiency and operations of the drainage area.

Due to the amount of issues identified in the 2020 and 2021 Drain Status Report, it may be prudent for the Committee to discuss an action plan in order to resolve these. Below are the unresolved items from the previous meeting, including additional items from the most recent report.

· Spains Drain – Leylandii trees planted along one side, blocking contractor access to the drain.

· Pukepoto Outfall – Drain crossing to be reinstated for access on Dave Van Bysterbelt’s property.

· Mcmillans to Tupes Drain – Fencing across the track on Shalders Farm. Note requesting the stop bank along the drain to be made driveable as it would save a lot of time.

· Factory Bend – Michies – Fencing without gates near the drain causing time delays.

· Pairatahi Bank Drain – Parts of the access track is overgrown, other side of the drain has no gates along the drain resulting in time delays.

· Waipapakauri Bank Drain – No gates near the drain causing lengthy delays.

· Birds Boundary Drain – Permanent electric wires put in front of the gateways, needs to be gated.

· Wests Drain – Access track on one side is too rough to drive, the other has no gates along the drain which causes time delays.

· Oinu Stream – Very few gates between farms, causing a lot of back tracking through the farm, driving from Quarry Road to Godinovich(?) Road.

· H Subritzkys – Techno fencing across some gates and tracks is causing lengthy delays.

· Houstons Drain – Middle portion of the drain is inaccessible.

The spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009 (Rev 2019):

i) Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.

ii) Grazing stock which is not excluded from the drainage channel, Clause 5.7.

iii) Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1.

iv) Obstructions to flow within the drainage channel due to excessive vegetation material.

Council staff will analyse this information and make recommendations to the Committee on work which may be required. Staff, or as agreed by the Committee, may also contact the landholders directly where they are in breach of the Drainage Bylaw.

A notice was sent in 2017 to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues. Another notice to remind property owners of their obligations is overdue.

2.3 Drainage area survey

Late 2017, Council began using GIS (Geographic Information System) or mapping tools to log the location of the Drainage Area Drains electronically. The aim of this project is to put together a relatively accurate database of the drain width, depth, grade and location. Once gathered, the information will be added as a new layer in the Far North District Council’s online maps which are available to the public.

To date, the entire Kaikino Drainage Area has been surveyed and is available online.

The other Drainage Areas, Waiharara, Kaitaia and Motutangi, are yet to be physically surveyed. However, please note that there are representative drain lines mapped and available online.

2.4 Drainage area Requests for Service (RFS) summary

Since June 2021, there have been no new Requests for Service received regarding the Kaitaia Drainage Area.

2.5 Drainage area management plan

Each of the Land Drainage Areas require a management plan to support their function as an activity under the existing Northland Regional Council (NRC), Regional Soil & Water Plan 2016, as well as the proposed NRC Regional Plan 2021.

The 4 Drainage Areas each have a draft management plan in place, which was most recently formally discussed as an agenda item in March and May 2017. Recent conversations with the Committees indicate that this is an ongoing priority, and further review of the draft plans is required.

The draft management plans will undergo an internal assessment by FNDC to ensure it is aligned with other relevant legislation.

2.6 Assurance of programme delivery & engagement

Following the Te Hiku Community Board meeting on 6 July 2021, where members of the community attended to express their frustration of the lack of engagement by the council in terms of the drainage areas, Far North District Council management and Far North Waters have considered a number of options to ensure that the approved work programme is completed each year as practicable. With this in mind, additional support and direction will be provided particularly with respect to the scoping and the assurance / supervision wrapped around the completion of works within the programme.

Also included in the expression, were the concerns of irregularity regarding the Drainage Area Committee meetings of recent times. To confirm, FNDC, including Far North Waters, have an ongoing commitment to coordinate and support the biannual (March / September) committee meetings. This has not changed and is intended to provide the committee’s visibility / engagement with the work programme and management of the Drainage Areas.

Take Tūtohunga / Reason for the recommendation

To confirm the expected works and their associated costs. With the work programme to be completed by 30 June 2022.

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

A summary of the expected 2021/22 financial year is as follows:

Kaitaia	Budget
2020-21 Residual funds (reserve funds available)	$61,126
2021 Opening Balance (rated income)	$70,000
2021-22 Proposed Expenditure	$78,657
2021-22 Closing Reserve Balance	$52,469

Āpitihanga / Attachments

Nil

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

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	A low to medium 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 #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019).
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.	This report seeks a recommendation from the Committee to the Te Hiku Community Board.
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.	Ngai Takoto and Te Rarawa Iwi are to be included in the development of the management plan for the districts drainage areas.
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.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Kaitaia Drainage Area Committee Meeting Agenda

16 August 2021

5.3 Kaitaia Drainage Area 2022/2023 Programme

File Number: A3296174

Author: Troy Smith, Assistant Engineer

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

Take Pūrongo / Purpose of the Report

To advise and seek feedback from the Kaitaia Drainage Area Committee on the proposed works and costs for the 2022/23 financial year.

Executive Summary

· Over the 2022/2023 financial year, the Far North District Council wishes to complete a selection of drainage area works.

· The work includes spraying and cleaning of the drains. Currently there is a proposed budget of $74,129 to cover the required and potential work for Kaitaia. The work programme and associated budget is up for discussion.

tŪtohunga / Recommendation

That the Kaitaia Drainage Area Committee recommend the report “Kaitaia Drainage Area 22/23 Programme” be referred to Te Hiku Community Board for information.

1) TĀhuhu kŌrero / Background

The founding of the Kaitaia Drainage Area dates back to 1913 where the Kaitaia Land Drainage Act was adopted with the exception that a committee was to be applied.

In recent times, the Kaitaia Drainage Area Committee was formally re-established at the 22 February 2016 meeting of the Te Hiku Community Board as part of Council’s formal process and procedures.

The works programme for the 2022/2023 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2021/2022 is completed as planned.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Within the Kaitaia Area, there are several areas which require work. The items detailed in the below work programmes have been determined by staff based on information from the spraying contactor and other sources. However, the Committee may be aware of other work that is required, and this meeting provides an opportunity to adjust the work programme.

Further review of the programme must be done during the following Drainage Area Committee Meeting held in March 2022 and over the next financial year. This is due to the estimated nature of the work programme.

2.1 Proposed work programme summary

Work is to be completed before 30 June 2023, with the spraying programme to start during late 2022:

Kaitaia
Spraying of the Kaitaia drains (breakdown in section 2.2)	$57,429
Status report on the drains	$700
Machine cleaning contingency	$13,000
General contingency	$3,000
Total	$74,129

2.2 General maintenance within the work programme

Spraying

Spraying of the Kaitaia Area is to be completed during late spring / early summer 2021/2022. If additional spraying is required, this will be funded from the general contingency.

The spray programme consists of 104 kilometres of drain spraying and has been separated out into compartments and individual drains. Spray programme follows:

Waipapakaurai Compartment Total Spray Cost

Waipapakauri Outfall	4,800 m	4,800 m	$2,640.00
Paparore Bank Drain	4,000 m	4,000 m	$2,200.00
Waipapakauri Bank	1,710 m	1,710 m	$940.50
Thodes	684 m	684 m	$376.20
Brattons Drain (On request)	282 m	0 m	$0.00
Evans Drain (On request)	443 m	0 m	$0.00
Yates (On request)	945 m	0 m	$0.00
Wests	820 m	820 m	$451.00
Sandhills (Remainder is Urban)	7,502 m	6,456 m	$3,550.80
Birds Boundary	1,521 m	1,521 m	$836.55
Abbots (On request)	422 m	0 m	$0.00
Government drain	3,012 m	3,012 m	$1,656.60
Waimanone - Walkers	4,221 m	4,221 m	$2,321.55
Spains Drain (On request)	1,580 m	0 m	$0.00
Spains Road Drain (Remainder is Urban)	2,170 m	1,580 m	$869.00
Totals	34,112 m	28,804 m	$15,842.20

Lower Awanui Compartment Total Spray Cost

Prices Bank (Unahi)	2,615 m	2,615 m	$1,438.25
McMillans - Tupes	6,840 m	6,840 m	$3,762.00
Factory Bend - Michies	6,035 m	6,035 m	$3,319.25
Flemings (On request)	764 m	0 m	$0.00
Gills	2,008 m	2,008 m	$1,104.40
Kumi Road	1,006 m	1,006 m	$553.30
H Subritzkys	1,127 m	1,127 m	$619.85
Awanui (Remainder is Urban)	2,313 m	940 m	$517.00
Sankeys No. 1 (On request)	201 m	0 m	$0.00
Sankeys No. 2 (On request)	362 m	0 m	$0.00
Totals	22,752 m	20,571 m	$11,314.05

Puckeys Outfall Compartment Total Spray Cost

Puckeys Outfall	484 m	484 m	$266.20
J Subritzkys Drain (On request)	402 m	0 m	$0.00
Foleys	450 m	450 m	$247.50
Lisle	1,710 m	1,710 m	$940.50
Wireless	1,800 m	1,800 m	$990.00
Bells Road	2,012 m	2,012 m	$1,106.60
Totals	6,858 m	6,456 m	$3,550.80

Pukepoto Outfall Compartment Total Spray Cost

Pukepoto Outfall	5,828 m	5,600 m	$3,080.00
Brass (On request)	1,388 m	0 m	$0.00
W Masters C	1,207 m	1,207 m	$663.85
W Masters E (On request)	1,300 m	0 m	$0.00
Campbells (On request)	684 m	0 m	$0.00
L Masters W (On request)	1,064 m	0 m	$0.00
L Masters C	1,400 m	1,400 m	$770.00
School	1,509 m	1,509 m	$829.95
Reynolds (West Bank)	2,213 m	2,213 m	$1,217.15
Maori	2,012 m	2,012 m	$1,106.60
Pukepoto Creek	805 m	805 m	$442.75
Houstons (West Bank)	2,213 m	2,213 m	$1,217.15
Parkers	602 m	602 m	$331.10
Reids West	2,615 m	2,615 m	$1,438.25
Totals	24,840 m	20,176 m	$11,096.80

Whangatane Compartment Total Spray Cost

Texifros	785 m	785 m	$431.75
Maimaru	1,127 m	1,127 m	$619.85
Oinu Stream	1,650 m	1,650 m	$907.50
Pairatahi Bank	2,716 m	2,716 m	$1,493.80
Johnsons (On request)	150 m	0 m	$0.00
Kareponia (On request)	402 m	0 m	$0.00
Birds (On request)	504 m	0 m	$0.00
Totals	7,334 m	6,278 m	$3,452.90

Kaitaia Compartment Total Spray Cost

Lewis Junction - Boundary	443 m	443 m	$243.65
Lewis Junction - Road	322 m	322 m	$177.10
Church Gully	2,865 m	2,565 m	$1,410.75
Mathews Outfall (Remainder is Urban)	4,425 m	3,425 m	$1,883.75
Wilds (On request)	503 m	0 m	$0.00
Hanlons	322 m	322 m	$177.10
Totals	8,880 m	7,077 m	$3,892.35

Tangonge Compartment Total Spray Cost

Reids East	3,017 m	3,017 m	$1,659.35
Hoddles	1,667 m	1,667 m	$916.85
Millers	2,615 m	2,615 m	$1,438.25
McKenzies	634 m	634 m	$348.70
Sharps	402 m	402 m	$221.10
Lewis & Crown Land	1,851 m	1,851 m	$1,018.05
Totals	10,186 m	10,186 m	$5,602.30

Wairoa Compartment Total Spray Cost

Berghans	1,005 m	1,005 m	$552.75
Wairoa Stream	3,058 m	3,058 m	$1,681.90
Blairs	805 m	805 m	$442.75
Totals	4,868 m	4,868 m	$2,677.40

Machine cleaning

Over the 2021/2022 year, the Kaitaia Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and/or vegetation mats which will require removal.

The machine cleaning contingency of $13,000 is currently allocated for 2022/2023. It’s recommended that a cleaning programme for the year is decided upon in the September 2022 Committee meeting.

Accessibility issues & maintenance

The spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009 (Rev 2019):

i) Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.

ii) Grazing stock which is not excluded from the drainage channel, Clause 5.7.

iii) Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1. If this is the case, damaged drains will not be cleaned until the property owner installs a fence / prevents stock access.

iv) Obstructions to flow within the drainage channel due to excessive vegetation material.

A notice was sent in 2017 to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues.

Take Tūtohunga / Reason for the recommendation

To discuss the expected works and their associated costs. With the work programme to be completed by 30 June 2023.

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

A summary of the expected 2022/2023 financial year is as follows:

Kaitaia	Budget
2021/2022 Residual funds (reserve funds available)	$52,469
2022 Opening Balance (rated income)	$70,000
2022/2023 Proposed Expenditure	$74,129
2022/2023 Closing Reserve Balance	$48,340

Note: Although the proposed expenditure is above the suggested rated income, the actual closing balance at year end has been consistently increasing, due to the contingency funds not being required. It may be appropriate for the committee to review the rated income and / or contingency amounts, in order to manage the funds appropriately.

Āpitihanga / Attachments

Nil

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

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	A low to medium 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 #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019).
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.	This report seeks Te Hiku Community Board to approve a recommendation from the Kaitaia Drainage Area Committee.
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.	Ngai Takoto and Te Rarawa Iwi are to be included in the development of the management plan for the district’s drainage areas.
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.	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

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 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.	The Kaitaia Drainage Area is of local relevance and a member of the Te Hiku Community Board sits on the committee to be able to provide the views of the Community Board to the Committee.
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.	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.