Agenda of Motutangi Drainage Area Committee Meeting

Motutangi Drainage Area Committee Meeting Agenda

16 August 2021

4.1 Confirmation of Previous Minutes

File Number: A3325323

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Take Pūrongo / Purpose of the Report

The minutes of the previous Motutangi Drainage Area Committee meeting are attached to allow the Committee to confirm that the minutes are a true and correct record.

tŪtohunga / Recommendation

That the Motutangi Drainage Area Committee confirm that the minutes of the meeting of the Motutangi Drainage Area Committee held 03 November 2021 are a true and correct record.

1) TĀhuhu kŌrero / Background

Local Government Act 2002 Schedule 7 Section 28 states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The minutes of the meeting are attached.

Far North District Council Standing Orders Section 27.3 states that no discussion shall arise on the substance of the minutes in any succeeding meeting, except as to their correctness.

Take Tūtohunga / Reason for the recommendation

The reason for the recommendation is to confirm the minutes are a true and correct record of the previous meeting.

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

There are no financial implications or the need for budgetary provision as a result of this report.

Āpitihanga / Attachments

1. 2020-11-03 Motutangi Drainage Area Committee Unconfirmed Minutes - A2996945 ⇩

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	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 Motutangi 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.

Motutangi Drainage Area Committee Meeting Agenda

16 August 2021

MINUTES OF Far North District Council
Motutangi 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 3.04 pm

PRESENT: Member Paul Harvey, Member Jeremy White, Member Darren Axe

1 Apologies and Declarations of Interest

Motion

Resolution 2020/1

Moved: Member Jeremy White

Seconded: Member Paul Harvey

That the Motutangi Drainage Area Committee appoint Member Jeremy White as Chairperson.

Carried

2 Speakers

Nil

3 Reports

3.1 Motutangi Drainage Area 2019/2020 Expenditure

Agenda item 4.1 document number A2945600, pages 6 - 9 refers

Resolution 2020/2

Moved: Chairperson Jeremy White

Seconded: Member Paul Harvey

That Motutangi Drainage Area Committee

a) recommends Te Hiku Community Board note the following financial summary for the past financial year 2019/2020:

Motutangi	Budget
2018-19 Residual funds (reserve funds available)	$44,840
2019 Opening Balance (rated income)	$37,032
2019-20 Expenditure to date	$12,974
2019-20 Correction (double up in 2018-19)	$-2,698
2019-20 Closing Reserve Balance	$71,595

b) request staff to provide the Motutangi Drainage Committee with the contractors status reports at the next meeting.

Carried

3.2 Motutangi Drainage Area 2020/2021 Programme

Agenda item 4.2 document number A2945603, pages 10 - 15 refers

Resolution 2020/3

Moved: Chairperson Jeremy White

Seconded: Member Paul Harvey

That the Motutangi Drainage Area Committee recommends Te Hiku Community Board approve the Motutangi Drainage Area 2020/21 work programme.

Carried

3.3 Motutangi Drainage Area 2021/2022 Programme

Agenda item 4.3 document number A2945605, pages 16 - 20 refers

Resolution 2020/4

Moved: Chairperson Jeremy White

Seconded: Member Paul Harvey

That the Motutangi Drainage Area Committee recommend the report Motutangi Drainage Area 2021/2022 Programme be referred to Te Hiku Community Board for information.

Carried

4 Meeting Close

The meeting closed at 3.56 pm.

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

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

CHAIRPERSON

Motutangi Drainage Area Committee Meeting Agenda

16 August 2021

5 Reports

5.1 Motutangi Drainage Area 2020/2021 Expenditure

File Number: A3296281

Author: Troy Smith, Assistant Engineer

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

Take Pūrongo / Purpose of the Report

To provide the Motutangi Drainage Area Committee with expenditure details and the closing balance for the 2020/21 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 and cleaning of the drains, came to a total expense of $21,030.

tŪtohunga / Recommendation

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

Motutangi	Budget
2019-20 Residual funds (reserve funds available)	$71,595
2020 Opening Balance (rated income)	$41,520
2020-21 Expenditure to date	$21,030
2020-21 Closing Reserve Balance	$92,085

1) TĀhuhu kŌrero / Background

The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.

The works programme for the 2020/21 financial year was discussed at the previous Motutangi 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 put together.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Across the Motutangi 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 2020/21

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.

*Motutangi*	*Budgeted*	*Expended*
Completed Work:
Spraying of the drains during early summer	$14,900	$9,625
Machine cleaning of the Motutangi Stream (Completed in July 2020)	$11,405	$11,405
Total	$26,305	$21,030
*Remaining Work & Allowances:*	*Budgeted*	*Expected*
Status report on the drains (Complete, yet to be invoiced)	$300
Machine cleaning of the Motutangi Stream in Autumn (Complete, yet to be invoiced)	$10,000	$13,140
Machine cleaning allowance for other drains / Selwyn Drain (Complete, yet to be invoiced)	$4,000	$6,173
Install a gate and strainers for the new Harvey/Bryan boundary culvert on the Beazley Drain (Deferred to 2021/22)	$1,500
Install a culvert, access track, gate and strainers within Bede’s property on the Selwyn Drain (Deferred to 2021/22)	$3,000
Cut to Lands End Drain Track widening (Deferred to 2021/22)	$2,000
Access track maintenance (Deferred to 2021/22)	$2,000
Northland Regional Council fee	$500
Department of Conservation Concession Agreement Fee (one off fee)	$1,540
20% share of a drone for drain surveillance (Deferred to 2021/22 for review)	$664
General contingency	$3,000
*Total*	*$28,504*	*$19,313*

2.2 Current projects within the work programme

Beazley Drain access at the Harvey/Bryan boundary

To install a gateway at the recently installed culvert to complete the access point. This will enable better access to the Beazley Drain for maintenance. This has been deferred to the 2021/22 work programme.

Selwyn Drain access on the Bede property

To install a culvert and gateway along the property fence line. This will enable better access to the Selwyn Drain for maintenance. This has been deferred to the 2021/22 work programme.

Cut to Lands End Drain access widening

2.3 General maintenance within the work programme

Spraying

Spraying of the Motutangi drains were completed over November / December 2020 at a cost of $9,625. This is below what was initially approved, as only 1 spray run was required this year, whereas the budget allowed for spraying half the drains a 2^nd time should it have been required.

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

Motutangi Area Total Spray Cost

Motutangi Stream	2,600 m	2,600 m	$1,430.00
Main Outfall Drain	1,150 m	1,150 m	$632.50
Bryan Drain	2,900 m	2,900 m	$1,595.00
Beazley Drain	2,050 m	2,050 m	$1,127.50
Aspin Drain	2,250 m	2,250 m	$1,237.50
Cut to Lands End Drain	1,700 m	1,140 m	$627.00
Selwyn Drain (Approx. 500m for cleaning)	2,950 m	2,450 m	$1,347.50
Seymour Drain	750 m	750 m	$412.50
Bacicas Drain	2,050 m	2,050 m	$1,127.50
Subritzky Drain	160 m	160 m	$88.00
Totals	18,560 m	17,500 m	$9,625.00

Machine cleaning

The Motutangi Drainage Area has had 2 drains that required cleaning:

· Motutangi Stream – Spot cleaning of weeds in July 2020, with a long reach digger from the scientific reserve, to the intersection with the Main Outfall Drain and downstream as required. This came to a cost of $11,405.

· Motutangi Stream – Spot cleaning of weeds in June 2021, with a long reach digger from the intersection with the Main Outfall Drain, and downstream as required. This came to a cost of $13,140, however the invoice was received in July 2021 and is likely to be paid in the 2021/22 year.

· Selwyn Drain – Weed cleaning in June 2021 with a standard digger, from approximately 200m upstream of the Seymour Drain intersection, to 200m downstream of the Bacicas Drain intersection. This came to a cost of $6,173 and was also received in July 2021, so is likely to be paid in the 2021/22 year.

A long reach digger was used for the stream cleaning as there were promising results from the previous two. This has proved to be more expensive than using a medium reach digger, however removing all the weed mats reduces the need for a second clean later in the year.

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 no new Requests for Service received regarding the Motutangi Drainage Area.

Take Tūtohunga / Reason for the recommendation

To ensure that the Motutangi 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 past 2020/21 financial year is as follows:

Motutangi	Budget
2019-20 Residual funds (reserve funds available)	$71,595
2020 Opening Balance (rated income)	$41,520
2020-21 Expenditure to date	$21,030
2020-21 Closing Reserve Balance	$92,085

Āpitihanga / Attachments

1. 2021-02-08 - Attachment 1 - Fenwick Contracting Letter - List of concerns with drainage areas - A3311261 ⇩

Hōtaka Take Ōkawa / He 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 Iwi is 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.

Motutangi Drainage Area Committee Meeting Agenda

16 August 2021

5.2 Motutangi Drainage Area 2021/2022 Programme

File Number: A3296284

Author: Troy Smith, Assistant Engineer

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

Take Pūrongo / Purpose of the Report

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

Executive Summary

· Over the 2021/22 financial year, the Far North District Council proposes to complete a selection of drainage area works.

· The work includes spraying, cleaning and access maintenance of the drains.

· It is recommended a budget of $73,329 is allocated to cover the required and potential work for Motutangi.

tŪtohunga / Recommendation

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

1) TĀhuhu kŌrero / Background

The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.

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

The general maintenance works required may be due to change in line with any additional work agreed upon in the DoC Concession Agreement.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Across the Motutangi Area, there are several points which require work. The items detailed in the below proposed 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:

*Motutangi*
Spraying of the Motutangi drains (breakdown in section 2.3)	$10,208
Additional spraying of the Motutangi drains (autumn)	$5,104
Status report on the drains	$300
Machine cleaning of the Motutangi Stream (Completed in 2020/21, invoice to be received)	$13,140
Machine cleaning of the Selwyn Drain (Completed in 2020/21, invoice to be received)	$6,173
Machine cleaning of the Motutangi Stream in autumn	$14,000
Install a gate and strainers for the new Harvey/Bryan boundary culvert on the Beazley Drain	$3,000
Install a culvert, access track, gate and strainers within Bede’s property on the Selwyn Drain	$4,000
Cut to Lands End Drain Track widening	$4,000
Northland Regional Council fee	$500
Department of Conservation Concession Agreement Fee (one off fee)	$1,540
20% share of a drone for drain surveillance	$664
Machine cleaning contingency	$6,000
Access track maintenance contingency	$2,000
General contingency	$3,000
*Total*	*$73,329*

2.2 Proposed projects within the work programme

Beazley Drain access at the Harvey / Bryan boundary

To install a gateway at the recently installed culvert to complete the access point. This will enable better access to the Beazley Drain for maintenance. An allowance of $3,000 has been programmed for this work.

Selwyn Drain access on the Bede property

To install a culvert and gateway along the property fence line. This will enable better access to the Selwyn Drain for maintenance. An allowance of $4,000 has been programmed for this work.

Cut to Lands End Drain access widening

The spraying contractor identified the need for access track widening along the ‘Cut to Lands End’ drain. There is minimal room for the spraying truck to drive through and at points can get quite dangerous. An allowance of $4,000 has been programmed for the access track widening, however it will need more appropriately identified and priced before completion. This is to be completed early in the season before spraying is to begin.

2.3 General maintenance within the work programme

Spraying

Spraying of the Motutangi Area is to be completed during late spring / early summer 2021. To ensure the weed growth in the drains is maintained sufficiently, a budget item for additional spraying during autumn has been included. The amount allowed is enough to spray half of the drains a 2^nd time.

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 19 kilometres of drain spraying and has been separated out into individual drains. Spray programme follows:

Motutangi Area Total Spray Cost

Motutangi Stream	2,600 m	2,600 m	$1,430.00
Main Outfall Drain	1,150 m	1,150 m	$632.50
Bryan Drain	2,900 m	2,900 m	$1,595.00
Beazley Drain	2,050 m	2,050 m	$1,127.50
Aspin Drain	2,250 m	2,250 m	$1,237.50
Cut to Lands End Drain	1,700 m	1,700 m	$935.00
Selwyn Drain	2,950 m	2,950 m	$1,622.50
Seymour Drain	750 m	750 m	$412.50
Bacicas Drain	2,050 m	2,050 m	$1,127.50
Subritzky Drain	160 m	160 m	$88.00
Totals	18,560 m	18,560 m	$10,208.00

Machine cleaning

Over the 2020/21 year, the Motutangi Area has been investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require mechanical removal. Below is a review of what’s been completed recently, and what’s planned for the 2021/22 year.

· Motutangi Stream – Spot cleaning of weeds in June 2021. This came to a cost of $13,140, however the invoice was received in July 2021 and has been allowed for in this year’s budget.

· Selwyn Drain – Weed cleaning in June 2021. This came to a cost of $6,173 and was also received in July 2021, so has been allowed for in this year’s budget.

· Motutangi Stream – Spot cleaning of weeds with a long reach digger in autumn 2022. This is likely to be from the scientific reserve and downstream towards the outlet as required. This should remain relatively clear until next autumn 2023. This is the same method used over the last year and appeared to be effective, it does however rely on the spraying being completed in time, over October / November 2021. An allowance of $14,000 has been allocated for this work.

Any additional cleaning required is likely to be completed with a smaller digger. The total length that requires cleaning, or the need entirely, will vary depending on the weather conditions and growth. An allowance of $6,000 has been allocated should this be needed.

A machine cleaning allowance of $39,313 has been included in the 2021/22 year.

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 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 last status report.

· Aspin Drain – Crops planted directly alongside the drain in some points, could not complete spraying.

· Seymour Drain – Vegetation on drain banks blocking some spray access.

· Subritzky’s Drain – Access track completely covered in weeds, undriveable in some spots.

· Selwyn Drain – Access track is covered in gorse, undriveable in some spots.

· Cut to Lands End Drain – Vegetation on drain banks blocking some spray access. Access on the south side of Paul Harvey’s is blocked by trees / scrub.

· Beasley Drain – Wind break trees planted alongside the drain, time consuming spraying through the Mapua Orchard.

· Motutangi Stream – On the northern end, gorse and weeds are starting to encroach on the access.

A contingency of $2,000 has been allowed should this be required.

In addition to maintenance of the new tracks, 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.

2.4 Motutangi Drainage Area management plan / DoC concession agreement

After an initial response from DoC on the 19^th of December 2018 along with their further revised concession agreement; there has been little communication between Council and DoC. Council are attempting to follow up with DoC to find out if there are any updates or if further information is required.

Once the concession management plan is approved by the members, Council and DoC, the next step is to have the complete document reviewed by the Northland Regional Council. This is required under section 27.3 Rules for Drainage and River Control Activities - Discretionary Activities, of the Regional Water and Soil Plan for Northland.

An allowance of $1,540 and $500 for the DoC and NRC fees has been included in the programme for this year.

2.5 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.

2.6 Drainage Area Requests for Service (RFS) Summary

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

2.7 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:

Motutangi	Budget
2020-21 Residual funds (reserve funds available)	$92,085
2021 Opening Balance (rated income)	$34,000
2021-22 Proposed Expenditure	$73,329
2021-22 Closing Reserve Balance	$52,756

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 Iwi is 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.

Motutangi Drainage Area Committee Meeting Agenda

16 August 2021

5.3 Motutangi Drainage Area 2022/2023 Programme

File Number: A3296299

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 Motutangi Drainage Area Committee on the proposed works and costs for the 2022/23 financial year.

Executive Summary

· Over the 2022/23 financial year, the Far North District Council proposes to complete a selection of drainage area works.

· The work includes spraying, cleaning and access maintenance of the drains.

· Currently there is a proposed budget of $85,612 to cover the required and potential work for Motutangi.

· The forward work programme and associated budget is up for discussion.

tŪtohunga / Recommendation

That the Motutangi Drainage Area Committee recommend the “Motutangi Drainage Area 2022/23 Programme” report be referred to Te Hiku Community Board for information.

1) TĀhuhu kŌrero / Background

The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.

The proposed works programme for the 2022/23 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2021/22 is completed as planned. It is also due to change in line with any additional work agreed upon in the DoC Concession Agreement.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Within the Motutangi 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 proposed programme must be completed during the 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 proposed to be completed before 30 June 2023, with the spraying programme to start during late 2022:

*Motutangi*
Spraying of the Motutangi drains (breakdown in section 2.3)	$10,208
Additional spraying of the Motutangi drains (autumn)	$5,104
Status report on the drains	$300
Machine cleaning of the Motutangi Stream in autumn	$14,000
The Motutangi Stream stockpile relocation programme	$45,000
Machine cleaning contingency	$6,000
Access track maintenance contingency	$2,000
General contingency	$3,000
Total	$85,612

2.2 Proposed projects within the work programme

Motutangi stream stockpile relocation

The Motutangi Stream stockpile relocation area has to be positioned in accordance with the Department of Conservation (DoC) Concession Agreement conditions. These are planned to be finalised by the end of the 2022 calendar year.

Additionally, any dumpsites would be identified by DoC before work commences.

There has been little feedback regarding progress on the agreement at this stage, of which this project may require deferral to a later work programme.

An allowance of $45,000 has been allocated to this project, should the work proceed this year. This is an estimated figure and further consultation, scoping and pricing is required before it should be completed.

2.3 General maintenance within the work programme

Spraying

Spraying of the Motutangi Area is to be completed during late spring / early summer 2022. To ensure the weed growth in the drains is maintained sufficiently, a budget item for additional spraying during autumn has been included. The amount allowed is enough to spray half of the drains a 2^nd time.

The spray programme consists of 19 kilometres of drain spraying and has been separated out into individual drains. Spray programme follows:

Motutangi Area Total Spray Cost

Motutangi Stream	2,600 m	2,600 m	$1,430.00
Main Outfall Drain	1,150 m	1,150 m	$632.50
Bryan Drain	2,900 m	2,900 m	$1,595.00
Beazley Drain	2,050 m	2,050 m	$1,127.50
Aspin Drain	2,250 m	2,250 m	$1,237.50
Cut to Lands End Drain	1,700 m	1,700 m	$935.00
Selwyn Drain	2,950 m	2,950 m	$1,347.50
Seymour Drain	750 m	750 m	$412.50
Bacicas Drain	2,050 m	2,050 m	$1,127.50
Subritzky Drain	160 m	160 m	$88.00
Totals	18,560 m	18,560 m	$10,208.00

Machine cleaning

Over the 2021/22 year, the Motutangi Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which may require mechanical removal. Other than cleaning a section of the Motutangi stream, there is no further cleaning scheduled. Below is a review of what’s been undertaken in the past.

· Motutangi Stream - Spot cleaning of weeds with a long reach digger in autumn 2023. This is likely to be from the scientific reserve and downstream towards the outlet as required. This should remain relatively clear until next autumn 2024. This is the same method used over the last year and appeared to be effective, it does however rely on the spraying being completed in time, over October / November 2022. An allowance of $14,000 has been allocated for this work.

A machine cleaning allowance of $20,000 has been included in the 2022/23 year.

Accessibility issues & maintenance

It’s believed access track maintenance may be required along several drains, particularly the Motutangi Stream. A contingency of $2,000 has been allowed should this be required.

In addition to maintenance of the drains, 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.

Take Tūtohunga / Reason for the recommendation

To discuss the proposed 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 2022/23 financial year is as follows:

Motutangi	Budget
2021-22 Residual funds (reserve funds available)	$52,756
2022 Opening Balance (rated income)	$34,000
2022-23 Proposed Expenditure	$85,612
2022-23 Closing Reserve Balance	$1,144

Please note the reserve balance for the Motutangi Drainage Area is low with the proposed rated income and work programme.

Āpitihanga / Attachments

Nil

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 Iwi is 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.