Te Kaunihera o Tai Tokerau ki te Raki

 

 

AGENDA

 

Te Hiku Community Board Meeting

 

Tuesday, 24 August 2021

Time:

10:00 am

Location:

Te Rarawa Rugby Football Club

252 Ahipara Road

Ahipara

 

 

Membership:

Chairperson Adele Gardner

Member Jaqi Brown

Member Darren Axe

Member Sheryl Bainbridge

Member John Stewart

Member William (Bill) Subritzky

Member Felicity Foy

 

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

The Local Government Act 2002 states the role of a Community Board is to:

(a)      Represent, and act as an advocate for, the interests of its community;

(b)      Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board;

(c)      Maintain an overview of services provided by the territorial authority within the community;

(d)      Prepare an annual submission to the territorial authority for expenditure within the community;

(e)      Communicate with community organisations and special interest groups within the community;

(f)       Undertake any other responsibilities that are delegated to it by the territorial authority

Council Delegations to Community Boards - January 2013

The "civic amenities" referred to in these delegations include the following Council activities:

·         Amenity lighting

·         Cemeteries

·         Drainage (does not include reticulated storm water systems)

·         Footpaths/cycle ways and walkways.

·         Public toilets

·         Reserves

·         Halls

·         Swimming pools

·         Town litter

·         Town beautification and maintenance

·         Street furniture including public information signage.

·         Street/public Art.

·         Trees on Council land

·         Off road public car parks.

·         Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.

Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.

Set local priorities for minor capital works in accordance with existing strategies,

1.    Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long Term Plan processes.

2.    Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.

3.    Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.

4.    Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.

5.    To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.

6.    To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long Term Plan, and make recommendations to the Council.

7.    Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centers.

8.    To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.

9.    To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977, and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.

10.  To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.

11.  Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.

12.  Recommend new bylaws or amendments to existing bylaws.

13.  Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.

14.  Exercise the following powers in respect of the Council bylaws within their community:

a.    Control of Use of Public Spaces – Dispensations on signs

b.    Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.

c.     Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2

d.    Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.

e.    Speed Limits – Recommend places and speed limits which should be imposed.

15.  To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.

16.  Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.

17.  To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.

18.  To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.

19.  In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.

20.  Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.

Terms of Reference

In fulfilling its role and giving effect to its delegations, Community Boards are expected to:

1.    Comment on adverse performance to the Chief Executive in respect of service delivery.

2.    Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.

3.    Assist their communities to set priorities for Pride of Place programmes.

4.    Have special regard for the views of Māori.

5.    Have special regard for the views of special interest groups, e.g. disabled, youth, aged, etc.

6.    Actively participate in community consultation and advocacy and keep Council informed on local issues.

7.    Seek and report to Council community feedback on current issues by:

a)     Holding a Community forum prior to Board meetings

b)     Varying the venues of Board meetings to enable access by members of the community

8.    Monitor and make recommendations to Council to improve effectiveness of policy.

9.    Appoint a member to receive Annual Plan\Long Term Council Community Plan submissions pertinent to the Board area, attend hearings within the Board area, and attend Council deliberations prior to the Plan adoption.

Protocols

In supporting Community Boards to fulfil their role, the Council will:

1.    Provide appropriate management support for the Boards.

2.    Organise and host regular workshops with the Community Boards l to assess the 'State of the Wards & District' to establish spending priorities.

3.    Prior to decision-making, seek and include 'Community Board views' in Council reports in relation to:

a.   the disposal and purchase of land

b.   proposals to acquire or dispose of reserves

c.   representation reviews

d.   development of new maritime facilities

e.   community development plans and structure plans

f.    removal and protection of trees

g.   local economic development initiatives

h.   changes to the Resource Management Plan

4.    Organise and host quarterly meetings between Boards, the CEO and senior management staff.

5.    Prepare an induction/familiarisation process targeting new members in particular early in the term.

6.    Support Board members to arrange meetings with local agencies and service clubs to place more emphasis on partnerships and raising profile of the Boards as community leaders.

7.    Permit Board chairperson (or nominated member) speaking rights at Council meetings.

8.    Help Boards to implement local community projects.

9.    Arrange for Infrastructure and Asset Management Staff to meet with the Community Boards in September each year to agree the capital works for the forthcoming year for input into the Annual or Long Term Plan.

10.  Provide information.


 

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc.)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

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

 

 

 

I know many FNDC staff members as I was an FNDC staff member from 1994-2008.

 

 

 

Partner of Adele Gardner

N/A as Retired

 

 

 

Darren Axe

Wharf Warden at Far North Holding Limited

Council Controlled organisation

 

 

Sheryl Bainbridge

Ex-employee of Far North District Council

 

 

There should be no conflict of interest if we are all heading in the same direction

Property in Coopers Beach

 

 

 

Jaqi Brown

Te Hiku Navigation

Manager

 

 

Whangape Marae

Māori Land owner Trustee over Whangape School and marae

 

Will manage any potential interests/conflicts and it arises

Te Rawawa Rugby Club Committee

TRRC Lease Ahipara Domain from FNDC

 

Will manage any potential interests/conflicts and it arises

Property in Ahipara

 

 

 

John Stewart

Printing.com Kaitaia

Managing Director

Produces some work for FNDC

Step aside for any decisions at the time

Zenstone N.Z Limited

Managing Director

N/A

N.A

90 Mile Snapper Bonanza Limited

Shareholder / Organiser

May apply for event funding from FNDC

Step aside for any decisions at the time

Property in Whatuwhiwhi and Kaitaia

 

 

Step aside for any decisions at the time

John Stewart – Partner

Printing.com Kaitaia

 

 

 

Property in Whatuwhiwhi and Kaitaia

 

 

Step aside for any decisions at the time

Felicity Foy

Flick Trustee Ltd

I am the director of this company that is the company trustee of Flick Family Trust that owns properties Seaview Road – 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 7 dwellings on Church Road, Kaingaroa and 2 dwellings on Allen Bell Drive, Kaitaia, and 1 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

 

 

 

Partner Felicity Foy

Director of Coastline Plumbing NZ Limited

 

 

 

Friends with some FNDC employees

 

 

 

 

 

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

Far North District Council

Te Hiku Community Board Meeting

will be held in the Te Rarawa Rugby Football Club, 252 Ahipara Road, Ahipara on:

Tuesday 24 August 2021 at 10:00 am

Te Paeroa Mahi / Order of Business

1          Karakia Timatanga – Opening Prayer. 11

2          Nga Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest 11

3          Public Forum.. 11

4          Te Tono Kōrero / Deputation. 11

5          Speakers. 11

6          Confirmation of Previous Minutes. 12

6.1            Confirmation of Previous Minutes. 12

7          Reports. 18

7.1            Lease 6 South Road Kaitaia to The Kaitaia Centre Nga Hoa Awhina Inc. 18

7.2            Kaitaia Drainage Area 2020/2021 Expenditure. 21

7.3            Kaitaia Drainage Area 2021/2022 Programme. 28

7.4            Kaitaia Drainage Area 2022/2023 Programme. 36

7.5            Waiharara and Kaikino Drainage Areas 2020/2021 Expenditure. 42

7.6            Waiharara and Kaikino Drainage Areas 2021/2022 Programme. 48

7.7            Waiharara and Kaikino Drainage Areas 2022/2023 Programme. 55

7.8            Motutangi Drainage Area 2020/2021 Expenditure. 60

7.9            Motutangi Drainage Area 2021/2022 Programme. 66

7.10          Motutangi Drainage Area 2022/2023 Programme. 73

7.11          Chairperson and Members Reports. 78

7.12          Te Hiku Statement of Community Board Fund Account as at 31 July 2021. 89

7.13          Funding Applications. 92

7.14          Project Funding Reports. 165

8          Information Reports. 173

8.1            Community and Customer Services Activities - 6 Monthly Report 173

8.2            Te Hiku Community Board Action Sheet Update August 2021. 182

9          Karakia Whakamutunga – Closing Prayer. 186

10       Te Kapinga Hui / Meeting Close. 186

 

 


1            Karakia Timatanga – Opening Prayer

2            Nga Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest

Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.

If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Democracy Support (preferably before the meeting).

It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.

3            Public Forum

4            Te Tono Kōrero / Deputation

A representative from Kaitaia Croquet Club will speak to the Community Board.

5            Speakers

10.30 am    A representative from Far North Joyfest will speak to their application and Item  7.13 – Funding Applications.

10.35 am    A representative from  Friends of Rangikapti Reserve will speak to their application and Item 7.13 - Funding Applications.

10.40 am    A representative from  Kaitaia College will speak to their application and Item 7.13 – Funding Applications.

10.45 am    A representative from  Northland Floral  Art Society  will speak to their application and Item 7.13 – Funding Applications.

10.50 am    A  representative from  Te Whakaora Tangata will speak to their application and Item 7.13 – Funding Applications.


Te Hiku Community Board Meeting Agenda

24 August 2021

 

6            Confirmation of Previous Minutes

6.1         Confirmation of Previous Minutes

File Number:           A3281866

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

Take Pūrongo / Purpose of the Report

The minutes are attached to allow Te Hiku Community Board to confirm that the minutes are a true and correct record of the previous meetings.

tŪtohunga / Recommendation

That Te Hiku Community Board agrees that the minutes of the meeting held 6 July 2021 be confirmed as 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 meetings are attached.

The Te Hiku Community Board Standing Orders Section 27.3 states that no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Take Tūtohunga / Reason for the recommendation

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

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

There are no financial implications or the need for budgetary provision.

 

 

Āpitihanga / Attachments

1.       2021-07-06 Te Hiku Community Board Unconfirmed Minutes - A3272783  


 

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.

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.

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.

 

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

   MINUTES OF
Te Hiku Community Board Meeting
HELD AT THE Conference Room, Te Ahu, Cnr Matthews Ave and South Road, Kaitaia
ON Tuesday, 6 July 2021 AT 10:00 am

PRESENT:                            Chairperson Adele Gardner, Deputy Chairperson Jaqi Brown, Member Darren Axe, Member Sheryl Bainbridge (via Microsoft TEAMs), Member John Stewart, Member William (Bill) Subritzky, Member Felicity Foy

IN ATTENDANCE:      Cr Mate Radich, Mike Masters – Kaitaia Drainage Area Member, Joe Milich - Waiharara and Kaikino Drainage Area Member, Dean Radojkovich - Waiharara and Kaikino Drainage Area Member, Aaron Bainbridge - Waiharara and Kaikino Drainage Area Member, Paul Harvey – Motutangi Drainage Area Member, Jeremy White - Motutangi Drainage Area Member

1            Karakia Timatanga – Opening Prayer

Member Brown opened the meeting with a karakia/prayer.

2            NGā WHAKAPāHA ME NGā PāNGA MEMA / Apologies and conflicts of Interest

Apology

Resolution  2021/32

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That the apology received from Member Sheryl Bainbridge for lateness be accepted.

Carried

3            Public Forum

Nil

4            Confirmation of Previous Minutes

4.1         Confirmation of Previous Minutes

Agenda item 6.1 document number A3254218, pages 12 - 22 refers.

Resolution  2021/33

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That Te Hiku Community Board agrees that the minutes of the meeting held 1 June 2021 be confirmed as a true and correct record.

Carried

 

5            Reports

5.1         Road Naming - 3608a Far North Road, Houhora

Agenda item 7.1 document number A3136385, pages 23 - 30 refers.

Resolution  2021/34

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That Te Hiku Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private road, Mataroa Way that is currently addressed at 3608a Far North Road, Houhora as per map (A3134544).

Carried

 

5.2         Chairperson and Members Reports

Agenda item 7.2 document number A3244424, pages 31 - 42 refers.

motion

Moved:       Chairperson Adele Gardner

Seconded:  Deputy Chairperson Jaqi Brown

That Te Hiku Community Board:

a)      note the reports from Chairperson Gardner and Members Axe, Bainbridge and Subritzky.

AMENDMENT

Moved:       Chairperson Adele Gardner

Seconded:  Member William (Bill) Subritzky

b)      requests a copy of the heritage report that forms the basis of the Council decision to propose a blanket heritage precinct on an area of Mangonui that is not confined simply to properties of historic value.

CARRIED

The amendment became the substantive motion.

Resolution  2021/35

Moved:       Chairperson Adele Gardner

Seconded:  Deputy Chairperson Jaqi Brown

That Te Hiku Community Board:

a)      note the reports from Chairperson Gardner and Members Axe, Bainbridge and Subritzky.

b)      requests a copy of the heritage report that forms the basis of the Council decision to propose a blanket heritage precinct on an area of Mangonui that is not confined simply to properties of historic value.

Carried

 

6            Speakers

Andrea Panther and Tia Hohaia representing Kaitaia Business Association will speak to item 10.1 – Funding Application.

Attachments tabled at meeting

1     Tabled Documents - Kaitaia Business Association

7            Ngā Tono KŌrero / Deputations

Dean Radojkovich, Chair of the Waiharara and Kaikino Drainage Area Committee and Mike Masters member of the Kaitaia Drainage Area Committee spoke to the Community Board in regards to the Drainage Committees and the work completed to date and upcoming work.

At 11:08 am, Member Sheryl Bainbridge left the meeting.

The meeting was adjourned from 11.08 am to 11.22 am.

At 11:23 am, Member Felicity Foy left the meeting. At 11:27 am, Member Felicity Foy returned to the meeting.

8            reports continued

8.1         Te Hiku Statement of Community Board Fund Account as at 31 May 2021

Agenda item 7.3 document number A3249049, pages 43 - 47 refers.

Resolution  2021/36

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That Te Hiku Community Board receive the report Te Hiku Statement of Community Board Fund Account as at 31 May 2021.

Carried

9            Information Reports

9.1         Lake Ohia Community Hall - six monthly update

Agenda item 8.1 document number A3250496, pages 77 - 79 refers.

Resolution  2021/37

Moved:       Chairperson Adele Gardner

Seconded:  Member William (Bill) Subritzky

That the Te Hiku Community Board receive the report Lake Ohia Community Hall - six monthly update.

Carried

At 11:39 am, Member Sheryl Bainbridge returned to the meeting.

10          reports continued

10.1       Funding Applications

Agenda item 7.4 document number A3254706, pages 48 - 57 refers.

Resolution  2021/38

Moved:       Chairperson Adele Gardner

Seconded:  Member Jaqi Brown

That Te Hiku Community Board:

a)      approves the sum of $6,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaitaia Business Association for each of the financial years of 2021/2022 and 2022/2023 for costs towards CCTV monitoring to support the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities.

Carried

 

10.2       Project Funding Reports

Agenda item 7.5 document number A3254887, pages 58 - 76 refers.

Resolution  2021/39

Moved:       Member John Stewart

Seconded:  Member William (Bill) Subritzky

That Te Hiku Community Board note the project reports received from:

a)      Far North JoyFest Group

b)      Houhora Bowls & Sports Club Inc

c)      Kaitaia Sports & Leisure Trust

d)      Te Pokapu Tiaki Taiao O Te Tai Tokerau Trust

e)      Volunteering Northland

Carried

11          tE kAPINGA hUI / Meeting Close

The meeting closed at 12.04 pm.

 

The minutes of this meeting will be confirmed at the Te Hiku Community Board meeting held on 24 August 2021.

 

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

CHAIRPERSON

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

7            Reports

7.1         Lease 6 South Road Kaitaia to The Kaitaia Centre Nga Hoa Awhina Inc.

File Number:           A3287442

Author:                    Tania Steen, Property Officer

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

 

Take Pūrongo / Purpose of the Report

To obtain a recommendation from the Te Hiku Community Board to Council to grant a new nine year lease for part of the building at 6 South Road, Kaitaia to The Kaitaia People Centre Nga Hoa Awhina Inc

WhakarĀpopoto matua / Executive Summary

·        Since 2012 The Kaitaia People Centre Nga Hoa Awhina Inc has leased part of the former museum building at 6 South Road, Kaitaia.

·        The final expiry of the lease was 31 July 2021.

·        The tenant has requested a new nine year lease, 3 terms of 3 years each.

 

 

tŪtohunga / Recommendation

That the Te Hiku Community Board recommends that Council:

a)      approves granting The Kaitaia People Centre Nga Hoa Awhina Inc a new nine year lease on part of the building located at 6 South Road, Kaitaia, being Pt Section 20Blk V Takahue SD from 1 September 2021 at Market rent.

b)      agrees that the General Manager Infrastructure & Asset Management is authorised to negotiate and agree to the terms and conditions of the lease.

 

 

1) TĀhuhu kŌrero / Background

When Te Ahu opened in 2012, the Council resolved that expressions of interest should be invited for the lease of buildings becoming vacant (the former i-SITE/Lighthouse building, the former Library on Melba Street and parts of the former Museum building now Pioneer House and the subject property). Leases should be on commercial terms and at commercial rent.

The land on which the building is located is classified as a Local Purpose (community facilities) Reserve and in accordance with Clause 61(2A) of the Reserves Act 1977, Council as the administering body, may lease all or any part of the reserve to any person, body, voluntary organisation, or society (whether incorporated or not) for any of the following purposes: community building, playcentre, kindergarten, plunket room or other like purposes. Several expressions of interest were received from various groups and organizations; however most were either non-compliant or unable to pay commercial rent.

The current tenant, The Kaitaia People Centre Nga Hoa Awhina Inc (KPC) provide a broad range of information services, legal clinics, counselling and budgeting services, etc from the premises.

The lease to the KPC is on standard Auckland District Law Society commercial terms and conditions.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Once a lease has come to the final expiry, Council as the landlord, is under no obligation to continue leasing to the current tenant. Council has the option to seek expressions of interest again to find another tenant.

Over the years the KPC has been a good tenant, running a professional operation and providing a valued service to the community. The lease is on commercial terms and the rent is determined by valuation.

Council would not benefit financially from a change of tenant and could in fact find it difficult to attract a new tenant of this calibre given the restrictions under the Reserves Act.

Council has several options:

Option 1 (recommended):

Grant a new 9 year lease to the KPC lease by way of one 3 year initial term plus two times 3 year right of renewal.

Option 2:

Advertise for Expressions of Interest from interested parties.

Take Tūtohunga / Reason for the recommendation

Over the years the KPC has been a good tenant, running a professional business operation and providing a valued service to the community. The lease is on commercial terms and the rent is determined by valuation. Council would not benefit a change of tenants and could in fact find it difficult to attract a new tenant of this calibre.

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

The current “market rent” as determined by valuation is $11,600 +GST per annum. The lease allows for rent reviews to market rent every 3 years.

 

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

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.

Reserves Act 1977.

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 the views of the appropriate 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.

State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.

The implications for Maori are the same as the implications for the general ratepayer.

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).

N/A.

State the financial implications and where budgetary provisions have been made to support this decision.

Rental Income to Council for 3-year term is $11,600 + GST per annum.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

7.2         Kaitaia Drainage Area 2020/2021 Expenditure

File Number:           A3343374

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To provide the Te Hiku Community Board with expenditure details and the closing balance for the 2020/2021 financial year.

WhakarĀpopoto matua / Executive Summary

·        Over the 2020/2021 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.

·        The Kaitaia Drainage Area Committee considered this report at their meeting on 16 August 2021 and makes the following recommendation.

 

tŪtohunga / Recommendation

That Te Hiku Community Board note the following financial summary for the past financial year 2020/2021:

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 2020/2021

The past work programme from Financial Year 2020/2021 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 2021/2022)

$13,000

 

20% share of a drone for drain surveillance (Deferred for review 2021/2022)

$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.

Waipapakauri 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 25th 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 6th 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 2020/2021 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

 

Attachments

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.

 

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

FENWICK CONTRACTING LTD

2291 Farnorth Rd

R,D,4

Kaitaia

0484

Phone: 094068831                                                  E Mail: randlfenwick@slingshot.co.nz

 

Troy Smith FNDC.

This year the Drains have been a challenge we have encounted many problems firstly the amount of Avocado Farms these are problematic because we will arrive at the property sign in start to spray and the wind may pick up slightly and we have to leave only to go back at a later date this is costing our company in time fuel and milage.

 Secondly running tracks are not that good in some places we spend ages just going in and out of paddocks as the paddock fences go right to the drain again time wasted driving Drive 100 metres to spray 20 metres.

 Thirdly arriving at a property and cannot find the owner so cannot go on to the property without permission.

Access to some of the drains are in terrible condition mainly crossings.

Pukepoto Outfall has had culverts removed by the farmer this means we have to back track several times.

Oinu Access is poor and trees along the drain means having to pull hose in and out of the trees.

These are a few of the things the boys have mentioned.

We have approximately 11 drains to do this should take a week weather permitting.

Thanks
lynn

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

7.3         Kaitaia Drainage Area 2021/2022 Programme

File Number:           A3343390

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To provide the Te Hiku Community Board with an outline of the proposed works and costs for the 2021/2022 financial year.

WhakarĀpopoto matua / 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 $88,333 is allocated to cover the required and potential work for Kaitaia.

·        The Kaitaia Drainage Area Committee considered this report at their meeting on 26 August 2021 and makes the following recommendation.

·        Financial changes requested by the Committee are also updated and highlighted throughout the report in red.

 

tŪtohunga / Recommendation

That Te Hiku Community Board:

a)      approve the Kaitaia Drainage Area 2021/2022 work programme.

b)      request staff send a letter to Mr van Bysterbelt with instruction to reinstate the crossing/culverts that he removed on Pukepoto Main Outfall and Reid’s West drain at his own cost.

c)      request staff arrange a workshop with the Kaitaia Drainage Area Committee in October 2021 or November 2021 to discuss the draft Kaitaia Area Drainage Management Plan.

d)      request staff send an annual letter, preferably in summer, to remind property owners of their requirements to comply with the Land Drainage Bylaw.

e)      approve that the general contingency budget for 2021/2022 be increased to $5,000 and that a spray contingency be added for $6,000.

 

 

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 2021/2022 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 two committee members and approved for cleaning once fencing has been completed privately.

2) 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 $57,969

Status report on the drains

$700

Cleaning of the Church Gulley Drain

$8,000

20% share of a drone for drain surveillance (FNDC to review)

$664

Spraying contingency (Includes ‘On request’ drains)

$6,000

Machine cleaning contingency

$10,000

General contingency

$3,000 $5,000

Total

$78,657 $88,333

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 spraying of the ‘On request’ drains are required during the year, a spraying contingency of $6,000 has been added into the programme. If there are any other unexpected costs, such as an increase to the spray rate applied, this will be funded from the general contingency of $5,000.

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 105 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 (Requested 2021/2022)

1,300 m

1,300 m

$715.00

Campbells (Requested 2021/2022)

684 m

684 m

$376.20

L Masters W (Requested 2021/2022)

1,064 m

1,064 m

$585.20

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

23,224 m

$12,773.20

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 2021/2022 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.

Due to the amount of issues identified in the 2021 Drain Status Report, it is recommended that the Committee discuss a potential 2021/2022 cleaning programme. Below are drains indicated for cleaning:

·    Oinu Stream – Bank erosion, slips and trees blocking the drain (No fencing). Action from meeting: Requires an inspection with staff and Committee chair, Fiona King.

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

·    Reids East Drain – Raised by Committee member, Mike Masters, request for a staff inspection and potential cleaning.

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 (potentially including Oinu and / or Reids East) 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. Action from meeting: Has been cleaned privately.

·    Pukepoto Outfall – Drain crossing to be reinstated for access on Dave van Bysterbelt’s property. Action from meeting: FNDC to send a letter to Mr van Bysterbelt with instruction to reinstate the crossing/culverts that he removed. Note land is cared for under Lake Tangonge Ahu Whenua Trust, not Mr van Bysterbelt.

·    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. Action from meeting: FNDC to discuss stop bank maintenance with NRC.

·    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. Action from meeting: FNDC to discuss stop bank maintenance with NRC.

·    Waipapakauri Bank Drain – No gates near the drain causing lengthy delays. Action from meeting: FNDC to discuss stop bank maintenance with NRC.

·    Birds Boundary Drain – Permanent electric wires put in front of the gateways, needs to be gated. Action from meeting: Committee member, Joe King, to follow up and investigate.

·    Wests Drain – Access track on one side is too rough to drive, the other has no gates along the drain which causes time delays. Action from meeting: Committee member, Joe King, to follow up and investigate. Along the Gray’s property.

·    Oinu Stream – Very few gates between farms, causing a lot of back tracking through the farm, driving from Quarry Road to Godinovich(?) Road. Action from meeting: Requires an inspection with staff and Committee chair, Fiona King.

·    H Subritzkys – Techno fencing across some gates and tracks is causing lengthy delays. Action from meeting: Committee chair, Fiona King, to follow up and investigate.

·    Houstons Drain – Middle portion of the drain is inaccessible. Action from meeting: Committee member, Mike Masters, to follow up and investigate.

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.

Action from meeting: FNDC to send an annual (preferably in summer) letter to remind property owners of their requirements to comply with the Land Drainage Bylaw.

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.

Action from meeting: The Committee emphasised their support of this project. FNDC to assess the required work and schedule for completion.

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 four 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.

Action from meeting: FNDC to arrange a workshop in October or November 2021, to discuss the draft Kaitaia Drainage Area Management Plan.

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 2021/2022 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 $88,333

2021-22 Closing Reserve Balance

$52,469 $42,793

 

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

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.

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

7.4         Kaitaia Drainage Area 2022/2023 Programme

File Number:           A3343392

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 Te Hiku Community Board on the proposed works and costs for the 2022/2023 financial year.

WhakarĀpopoto matua / 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 $82,129 to cover the required and potential work for Kaitaia.

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

·        The Kaitaia Drainage Area Committee considered this report at their meeting on 16 August 2021 and makes the following recommendation.

·        Financial changes requested by the Committee are also updated and highlighted throughout the report in red.

 

tŪtohunga / Recommendation

That Te Hiku Community Board:

a)      note the report “Kaitaia Drainage Area 2022/2023 Programme” for information.

b)      approve that the general contingency budget for 2022/2023 be increased to $5,000 and that a spray contingency be added for $6,000.

 

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

Spraying contingency (Includes ‘On request’ drains)

$6,000

Machine cleaning contingency

$13,000

General contingency

$3,000 $5,000

Total

$74,129 $82,129

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 spraying of the ‘On request’ drains are required during the year, a spraying contingency of $6,000 has been added into the programme. If there are any other unexpected costs, such as an increase to the spray rate applied, this will be funded from the general contingency of $5,000.

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 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.

 

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.

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 $42,793

2022 Opening Balance (rated income)

 $70,000

2022/2023 Proposed Expenditure

$74,129 $82,129

2022/2023 Closing Reserve Balance

$48,340 $30,664

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. Action from meeting: After the Committee’s consideration, there have been no changes made for remedy.

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

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 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.

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

7.5         Waiharara and Kaikino Drainage Areas 2020/2021 Expenditure

File Number:           A3343565

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To provide the Te Hiku Community Board with expenditure details and the closing balance for the 2020/21 financial year.

WhakarĀpopoto matua / Executive Summary

·        Over the 2020/2021 financial year, the Far North District Council completed a selection of drainage area works.

·        The work which included spraying of the drains, came to a total expense of $6,119 for Waiharara and a total expense of $4,263 for Kaikino.

·        The Waiharara and Kaikino Drainage Area Committee considered this report at their meeting on 16 August 2021 and makes the following recommendation.

 

tŪtohunga / Recommendation

That Te Hiku Community Board note the following financial summary for the past financial year 2020/2021:

Waiharara

Budget

2019-20 Residual funds (reserve funds available)

$21,950

2020 Opening Balance (rated income)

 $9,000

2020-21 Expenditure

$6,119

2020-21 Closing Reserve Balance

$24,831

Kaikino

Budget

2019-20 Residual funds (reserve funds available)

$12,873

2020 Opening Balance (rated income)

 $8,003

2020-21 Expenditure

$4,263

2020-21 Closing Reserve Balance

$16,614

 

 

 

1) TĀhuhu kŌrero / Background

The Waiharara and Kaikino Drainage Areas Committees were 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 2020/2021 financial year was discussed at the previous Waiharara and Kaikino Drainage Areas 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 both the Waiharara and Kaikino Areas, 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 2020/2021

The past work programme from Financial Year 2020/2021 is included below. This has been divided into completed and remaining work. There is also a column showing the amount budgeted through previous meetings.

Waiharara

Budgeted

Expended

Completed Work:

 

 

Spraying of drains during early Summer

$4,851

$4,576

Additional spray of the Okohine Stream late Autumn

 

$1,543

Total

$4,851

$6,119

Remaining Work & Allowances:

Budgeted

Expected

Status report on the drains (Complete, yet to be invoiced)

$100

 

Machine cleaning allowance (Okohine Stream complete, yet to be invoiced)

$4,000

$9,880

Contingency allowance (Supplement stream cleaning)

$2,000

 

20% share of a drone for drain surveillance (Deferred for review 2021/2022)

$664

 

Total

$6,764

$9,880

 

Kaikino

Budgeted

Expended

Completed Work:

 

 

Spraying of drains during early Summer

$4,043

$4,263

Total

$4,043

$4,263

Remaining Work & Allowances:

Budgeted

 

Status report on the drains (Complete, yet to be invoiced)

$100

 

Complete new crossings along Milich’s and Gumdigger’s to provide a direct access track to the Kaikino Drain (Deferred to 2021/2022)

$2,000

 

Form the initial entranceway to the lower Hobson Drain access track (Deferred to 2021/2022)

$4,000

 

20% share of a drone for drain surveillance (Deferred for review 2021/2022)

$664

 

Machine cleaning allowance (Kaikino and Hobson Drain, in planning for 2021/2022)

$2,000

 

General contingency

$562

 

Total

$9,326

 

2.2 Current projects within the work programme

The Kaikino Drain access track and Hobson Drain access track projects from the 2020/2021 work programme were deferred to the 2021/2022 work programme due to a shortage in resources.

2.3 General maintenance within work programme

Spraying

Spraying of the Waiharara Area was completed in December 2020, at a cost of $4,576. There was a second spray of the Okohine Stream required which was completed in May 2021, at a cost of $1,543. Overall, the spraying budget was overspent due to a greater length of the Okohine Stream requiring maintenance, compared to what was initially budgeted.

Spraying of the Kaikino Area was completed in December 2020. The total cost for the Kaikino Area’s spraying was $4,263. This is slightly over what was budgeted, as the lower Hobson Drain was sprayed instead, where it was initially planned for machine cleaning.

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

Waiharara Area                                                                             Total           Spray                Cost

Okohine Stream (Including extra 500m spraying of the outlet)

5,110 m

5,610 m

$3,085.50

Okohine Stream (2nd spray in May 2021)

 

3,085 m

$1,542.50

Bilich Branch

1,800 m

1,800 m

$990.00

Cox Branch

860 m

860 m

$473.00

Tunnel Traverse

50 m

50 m

$27.50

Totals

7,820 m

11,405 m

$6,118.50

Kaikino Area                                                                                 Total           Spray                Cost

Kaikino Drain

4,100 m

4,100 m

$2,255.00

Hobson Drain + Extension

3,650 m

3,650 m

$2,007.50

Totals

7,750 m

7,750 m

$4,262.50

Machine cleaning

In the Waiharara Drainage Area there has been one drain that required cleaning:

·    Okohine Stream – Approximately 2,500m of cleaning required along the drain, at an expected cost of $9,880. This was completed in June 2021, but the invoice has been received in July 2021 and is likely to be paid in the 2021/2022 year.

There was no machine cleaning undertaken for the Kaikino Drainage Area this 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.

2.4 Drainage Area Requests for Service (RFS) summary

Since the most recent meeting in November, there has been 1 new Request for Service received regarding the Waiharara and Kaikino Drainage Areas.

·    RFS 4057388 – 226 Kaimaumau Road, Waiharara – Concerns with neighbour having blocked an open drain, preventing discharge into a connecting drain of the Okohine Stream. Logged on the 28th of April 2021. Action from meeting: Guest speaker, Joe King, highlighted this issue to the Committee. FNDC have submitted a site visit report with findings, however to receive legal advice on FNDC responsibilities.

Take Tūtohunga / Reason for the recommendation

To ensure that the Waiharara and Kaikino Drainage Areas 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:

Waiharara

Budget

2019-2020 Residual funds (reserve funds available)

$21,950

2020 Opening Balance (rated income)

 $9,000

2020-2021 Expenditure

$6,119

2020-2021 Closing Reserve Balance

$24,831

Kaikino

Budget

2019-2020 Residual funds (reserve funds available)

$12,873

2020 Opening Balance (rated income)

 $8,003

2020-2021 Expenditure

$4,263

2020-2021 Closing Reserve Balance

$16,614

 

Attachments

1.       Fenwick Contracting Letter - List of concerns with drainage areas - A3346347  


 

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 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

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

FENWICK CONTRACTING LTD

2291 Farnorth Rd

R,D,4

Kaitaia

0484

Phone: 094068831                                                  E Mail: randlfenwick@slingshot.co.nz

 

Troy Smith FNDC.

This year the Drains have been a challenge we have encounted many problems firstly the amount of Avocado Farms these are problematic because we will arrive at the property sign in start to spray and the wind may pick up slightly and we have to leave only to go back at a later date this is costing our company in time fuel and milage.

 Secondly running tracks are not that good in some places we spend ages just going in and out of paddocks as the paddock fences go right to the drain again time wasted driving Drive 100 metres to spray 20 metres.

 Thirdly arriving at a property and cannot find the owner so cannot go on to the property without permission.

Access to some of the drains are in terrible condition mainly crossings.

Pukepoto Outfall has had culverts removed by the farmer this means we have to back track several times.

Oinu Access is poor and trees along the drain means having to pull hose in and out of the trees.

These are a few of the things the boys have mentioned.

We have approximately 11 drains to do this should take a week weather permitting.

Thanks
lynn

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

7.6         Waiharara and Kaikino Drainage Areas 2021/2022 Programme

File Number:           A3343567

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To provide Te Hiku Community Board with an outline of the proposed works and costs for the 2021/2022 financial year.

WhakarĀpopoto matua / 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, cleaning and access maintenance of the drains.

·        It is recommended a budget of $23,246 is allocated to cover the required and potential work for Waiharara, and a budget of $23,916 for Kaikino.

·        The Waiharara and Kaikino Areas Committee considered this report at their meeting on 16 August 2021 and makes the following recommendation.

·        Financial changes requested by the Committee are also updated and highlighted throughout the report in red.

 

tŪtohunga / Recommendation

That Te Hiku Community Board:

a)      approve the Waiharara and Kaikino Drainage Area 2021/2022 work programme.

b)      request that contractors spray the drains in late spring (late September / early October) and late autumn (late April / early May).

c)      approve an increase to the ‘Additional spraying’ budget items, to $4,301 and $4,043 respectively.

d)      request staff to arrange a workshop with the Waiharara and Kaikino Drainage Areas Committee in October 2021 or November 2021 to discuss the draft Waiharara and Kaikino Areas Drainage Management Plan.

e)      request staff send an annual letter, preferably in summer, to remind property owners of their requirements to comply with the Land Drainage Bylaw.

f)       request staff investigate extending of the Hobson Drain Extension.

 

1) TĀhuhu kŌrero / Background

The Waiharara and Kaikino 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 2021/2022 financial year has been estimated from previous costs.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Across both the Waiharara and Kaikino Areas, 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.

Note that both Waiharara and Kaikino Areas have a high expenditure proposed. The budget for Waiharara includes receipt of a late invoice for machine cleaning, whereas the budget for Kaikino includes a large amount of deferred minor projects / cleaning. It’s intended that the Committee thoroughly reviews and is comfortable with the budgets before their recommendation.

2.1 Proposed work programme summary

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

Waiharara

Spraying of the Waiharara drains (late spring) (breakdown in section 2.3)

$4,301

Additional spraying of the Waiharara drains (autumn)

$2,150 $4,301

Status report on the drains

$100

Cleaning of the Okohine Stream (Completed in 2020/2021, invoice to be received)

$9,880

20% share of a drone for drain surveillance (FNDC to review)

$664

Machine cleaning contingency

$3,000

General contingency

$1,000

Total

$21,095 $23,246

 

Kaikino

 

Spraying of the Kaikino drains (late spring) (breakdown in section 2.3)

$4,043

Additional spraying of the Kaikino drains (autumn)

$2,021 $4,043

Status report on the drains

$100

Cleaning of the lower Hobson Drain

$5,850

Complete new crossings along Milich’s and Gumdigger’s to provide a direct access track to the Kaikino Drain

$2,000

Form the initial entranceway to the lower Hobson Drain access track

$4,216

20% share of a drone for drain surveillance (FNDC to review)

$664

Machine cleaning contingency

$2,000

General contingency

$1,000

Total

$21,894 $23,916

2.2 Proposed projects within the work programme

Kaikino Drain access track

Continuing from the installation of seven new crossings along the Milich’s and Gumdigger’s properties in the 2018/2019 work programme; some finishing touches are required.

The work is expected to be approximately $2,000.

After completion, the new track will offer much needed access for the spraying contractors, cutting down the time taken for spraying.

Hobson Drain (downstream of Paparore Road) access track

In 2016 and 2017 there were plans of installing a new access track along the Hobson Drain, downstream of Paparore Road. In 2018/2019 some of the required culverts were purchased but due to unexpected costs elsewhere, the installation was put on hold.

As before, to start the new access track, there is approximately one new access culvert required to reach the drain bank and then another crossing along the track.

Once the initial entranceway is installed, further work will be investigated to ensure we can restore full access to the lower section and are able to maintain it. Due to budget constraints, this may not be practical for the 2022/2023 work programme, however will be considered in future.

A budget of $4,216 is proposed in the work programme for installation of the entranceway.

Action from meeting: The Committee suggested another potential route for the access track proposed. FNDC to investigate the new route and schedule for completion as planned.

2.3 General maintenance within the work programme

Spraying

Spraying of the Waiharara and Kaikino Areas is to be completed during late spring 2021. To ensure the weed growth in the drains is maintained sufficiently, a budget item for additional spraying during autumn has been included. This is enough to cover spraying of the entire area a second time should it be required.

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 15 kilometres of drain spraying and has been separated out into the two areas and individual drains as follows:

Waiharara Area                                                                             Total           Spray                Cost

Okohine Stream

5,110 m

5,110 m

$2,810.50

Bilich Branch

1,800 m

1,800 m

$990.00

Cox Branch

860 m

860 m

$473.00

Tunnel Traverse

50 m

50 m

$27.50

Totals

7,820 m

7,820 m

$4,301.00

Kaikino Area                                                                                 Total           Spray                Cost

Kaikino Drain

4,100 m

4,100 m

$2,255.00

Hobson Drain + Extension (Less 400m to be cleaned)

3,650 m

3,250 m

$1,787.50

Totals

7,750 m

7,350 m

$4,042.50

Machine cleaning

Over the 2020/2021 year, the Waiharara and Kaikino Areas were investigated in conjunction with the spraying contractor, to identify the location of any significant siltation and / or vegetation mats which will require removal. Below is a review of what’s been completed recently, and what’s identified for the 2021/2022 year.

Waiharara Drainage Area:

·    Okohine Stream – Completed approximately 2,500m of cleaning in 2020/2021. Expecting an invoice of $9,880 to be received this year.

Kaikino Drainage Area:

·    Lower Hobson Drain – Approximately 400m of cleaning is required. An estimate for the cleaning has been received at $5,850. This has been combined with the access works to reduce transport costs.

·    Kaikino Drain – The spraying contractor identified the drain as being full of weeds and in poor condition. Another issue is slightly downstream of the Heath Road bridge, there are a number of large trees fallen over the Kaikino Drain. There are also some small trees growing from the drain banks. Although not part of the programme at this stage, these should be discussed for removal or follow up with the private owners.

The Waiharara and Kaikino Drainage Areas also have a machine cleaning contingency allocated, $3,000 and $2,000 respectively.

Accessibility issues & maintenance

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

Once formed, the 2 new access tracks formed along the Kaikino drain and lower Hobson drain may need yearly mulching to keep the track in good condition. Although not included in the 2021/2022 budget, this may be suitable for the future.

In the Waiharara Drainage Area, the spraying contractor raised 1 concern:

·    Okohine Stream – Access on Bainbridge’s through to Honey Tree Farm’s was blocked by crops. Action from meeting: FNDC to follow up with the developers to ensure the work is compliant.

In the Kaikino Drainage Area, the spraying contractor raised 1 concern:

·    Hobson Extension Drain – Access along the drain is not clear, long grass along the edge of the drain. Access listed as poor condition. Action from meeting: FNDC to assess whether light spot spraying of the access track is suitable for maintenance.

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 the above issues. Another notice to remind property owners of their obligations is overdue.

Action from meeting: FNDC to send an annual (preferably in summer) letter to remind property owners of their requirements to comply with the Land Drainage Bylaw.

2.4 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.

Action from meeting: The Committee emphasised their support of this project. FNDC to assess the required work and schedule for completion.

2.5 Drainage Area Requests for Service (RFS) summary

Since the end of June 2021, there have been no new Requests for Service received regarding the Waiharara, or Kaikino Drainage Areas.

2.6 Drainage area management plans

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.

Action from meeting: FNDC to arrange a workshop in October or November 2021, to discuss the draft Kaitaia Drainage Area Management Plan.

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.

Action from meeting: The Committee have expressed their concerns with the standard of work, along with their suggestion of other potential subcontractors. FNDC to consider their suggestions and ensure that more detailed scopes / quality controls are instilled.

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 2021/2022 financial year is as follows:

Waiharara

Budget

2020-2021 Residual funds (reserve funds available)

$24,831

2021 Opening Balance (rated income)

 $8,000

2021-2022 Proposed Expenditure

$21,095 $23,246

2021-2022 Closing Reserve Balance

$11,736 $9,585

 

Kaikino

Budget

2020-2021 Residual funds (reserve funds available)

$16,614

2021 Opening Balance (rated income)

 $8,000

2021-2022 Proposed Expenditure

$21,894 $23,916

2021-2022 Closing Reserve Balance

$2,720 $698

Please note the reserve balance for the Kaikino Drainage Area is low with the proposed work programme. Action from meeting: After the Committee’s consideration, there have been no changes made for remedy.

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

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 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.

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

7.7         Waiharara and Kaikino Drainage Areas 2022/2023 Programme

File Number:           A3343752

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 Te Hiku Community Board on the proposed works and costs for the 2022/2023 financial year.

WhakarĀpopoto matua / 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, cleaning and access maintenance of the drains. Currently there is a proposed budget of $12,702 to cover the required and potential work for Waiharara and a budget of $8,494 for Kaikino.

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

·        The Waiharara and Kaikino Drainage Areas Committee considered this report at their meeting on 16 August 2021 and makes the following recommendation.

·        Financial changes requested by the Committee are also updated and highlighted throughout the report in red.

 

tŪtohunga / Recommendation

That Te Hiku Community Board:

a)      note the report “Waiharara and Kaikino Drainage Areas 2022/2023 Programme”.

b)      approve an increase to the Waiharara Drainage Area’s ‘Additional spraying’ budget item to $4,301.

 

1) TĀhuhu kŌrero / Background

The Waiharara and Kaikino Drainage Areas 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 forward 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

Across both the Waiharara and Kaikino Areas, there are several areas 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.

Further review of the proposed programme must be done during the following Drainage Area Committee Meeting to be held in March 2022 and over the next financial year.

2.1 Proposed work programme summary

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

Waiharara

Spraying of the Waiharara drains (late spring) (breakdown in section 2.3)

$4,301

Additional spraying of the Waiharara drains (autumn)

$2,150 $4,301

Status report on the drains

$100

Machine cleaning contingency

$3,000

General contingency

$1,000

Total

$10,551 $12,702

 

Kaikino

 

Spraying of the Kaikino drains (late spring) (breakdown in section 2.3)

$4,263

Additional spraying of the Kaikino drains (autumn)

$2,131

Status report on the drains

$100

General contingency

$2,000

Total

$8,494

2.2 Proposed projects within the work programme

Hobson Drain (downstream of Paparore Road) access track

Once the initial entranceway is installed in the 2021/2022 work programme, further work will be investigated to ensure we can restore full access to the lower section and are able to maintain it. Due to budget constraints, this may not be practical for the 2022/2023 work programme however, will be considered in future.

2.3 General maintenance within the work programme

Spraying

Spraying of the Waiharara and Kaikino Areas is to be completed during late spring 2021. To ensure the weed growth in the drains is maintained sufficiently, a budget item for additional spraying during autumn has been included. For Waiharara, this is enough to cover spraying of the entire area a second time should it be required. For Kaikino, the allowance is enough to cover spraying half the length of drains a second 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 15 kilometres of drain spraying and has been separated out into the two areas and individual drains as follows:

Waiharara Area                                                                             Total           Spray                Cost

Okohine Stream

5,110 m

5,110 m

$2,810.50

Bilich Branch

1,800 m

1,800 m

$990.00

Cox Branch

860 m

860 m

$473.00

Tunnel Traverse

50 m

50 m

$27.50

Totals

7,820 m

7,820 m

$4,301.00

Kaikino Area                                                                                 Total           Spray                Cost

Kaikino Drain

4,100 m

4,100 m

$2,255.00

Hobson Drain + Extension

3,650 m

3,650 m

$2,007.50

Totals

7,750 m

7,750 m

$4,262.50

Machine cleaning

Over the 2021/2022 year, the Waiharara and Kaikino Areas 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. There is no cleaning scheduled at this stage.

The Waiharara Drainage Area has a machine cleaning contingency of $3,000 allocated. The Kaikino Drainage Area does not have a machine cleaning contingency allocated due to budget constraints however, does have a $2,000 general contingency should it be required.

Accessibility issues & maintenance

Once formed, the two new access tracks formed along the Kaikino drain and lower Hobson drain may need yearly mulching to keep the track in good condition. Although not included in the 2022/2023 budget, this may be suitable for the future.

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.

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 2022/2023 financial year is as follows:

 

Waiharara

Budget

2021-2022 Residual funds (reserve funds available)

$11,736 $9,585

2022 Opening Balance (rated income)

 $8,000

2022-2023 Proposed Expenditure

$10,551 $12,702

2022-2023 Closing Reserve Balance

$9,185 $4,883

Kaikino

Budget

2021-2022 Residual funds (reserve funds available)

$2,720 $698

2022 Opening Balance (rated income)

 $8,000

2022-2023 Proposed Expenditure

$8,494

2022-2023 Closing Reserve Balance

$2,336 $204

Please note the reserve balance for the Kaikino Drainage Area is low with the proposed rated income and work programme. Action from meeting: After the Committee’s consideration, there have been no changes made for remedy.

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

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 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

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

7.8         Motutangi Drainage Area 2020/2021 Expenditure

File Number:           A3343774

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To provide the Te Hiku Community Board with expenditure details and the closing balance for the 2020/2021 financial year.

WhakarĀpopoto matua / Executive Summary

·        Over the 2020/2021 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.

·        The Motutangi Drainage Area Committee considered this report at their meeting on 16 august 2021 and makes the following recommendation.

 

tŪtohunga / Recommendation

That Te Hiku Community Board note the following financial summary for the past financial year 2020/2021:

Motutangi

Budget

2019-2020 Residual funds (reserve funds available)

$71,595

2020 Opening Balance (rated income)

 $41,520

2020-2021 Expenditure to date

$21,030

2020-2021 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 2020/2021 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 2020/2021

The past work programme from Financial Year 2020/2021 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 2021/2022)

$1,500

 

Install a culvert, access track, gate and strainers within Bede’s property on the Selwyn Drain (Deferred to 2021/2022)

$3,000

 

Cut to Lands End Drain Track widening (Deferred to 2021/2022)

$2,000

 

Access track maintenance (Deferred to 2021/2022)

$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 2021/2022 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 2021/2022 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 2021/2022 work programme.

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. This has been deferred to the 2021/2022 work programme.

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 2nd 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 2021/2022 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 2021/2022 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 2020/2021 financial year is as follows:

Motutangi

Budget

2019-2020 Residual funds (reserve funds available)

$71,595

2020 Opening Balance (rated income)

 $41,520

2020-2021 Expenditure to date

$21,030

2020-2021 Closing Reserve Balance

$92,085

 

Attachments

1.       Fenwick Contracting Letter - List of concerns with drainage areas - A3346347  


 

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 Ngati Kuri 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.

 

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

FENWICK CONTRACTING LTD

2291 Farnorth Rd

R,D,4

Kaitaia

0484

Phone: 094068831                                                  E Mail: randlfenwick@slingshot.co.nz

 

Troy Smith FNDC.

This year the Drains have been a challenge we have encounted many problems firstly the amount of Avocado Farms these are problematic because we will arrive at the property sign in start to spray and the wind may pick up slightly and we have to leave only to go back at a later date this is costing our company in time fuel and milage.

 Secondly running tracks are not that good in some places we spend ages just going in and out of paddocks as the paddock fences go right to the drain again time wasted driving Drive 100 metres to spray 20 metres.

 Thirdly arriving at a property and cannot find the owner so cannot go on to the property without permission.

Access to some of the drains are in terrible condition mainly crossings.

Pukepoto Outfall has had culverts removed by the farmer this means we have to back track several times.

Oinu Access is poor and trees along the drain means having to pull hose in and out of the trees.

These are a few of the things the boys have mentioned.

We have approximately 11 drains to do this should take a week weather permitting.

Thanks
lynn

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

7.9         Motutangi Drainage Area 2021/2022 Programme

File Number:           A3343790

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To provide the Te Hiku Community Board with an outline of the proposed works and costs for the 2021/2022 financial year.

WhakarĀpopoto matua / Executive Summary

·        Over the 2021/2022 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.

·        The Motutangi Drainage Area Committee considered this report at their meeting on 16 August 2021 and makes the following recommendation.

·        Financial changes requested by the Committee are also updated and highlighted throughout the report in red.

 

tŪtohunga / Recommendation

That Te Hiku Community Board:

a)      approve the Motutangi Drainage Area 2021/2022 work programme.

b)      request staff send an annual (preferably in summer) letter to remind property owners of their requirements to comply with the Land Drainage Bylaw.

 

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 2021/2022 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 (late spring) (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 2020/2021, invoice to be received)

$13,140

Machine cleaning of the Selwyn Drain (Completed in 2020/2021, 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 (FNDC to review)

$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.

Action from meeting: A guest speaker, Croydon Thompson, showed concern with the price rises between the current and previous work programmes for these projects. The Committee confirmed that the rising price for materials, with the suggestion that work should be undertaken as soon as possible, preferably before the spraying season, to reduce any further increases.

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.

Main Outfall Drain bank erosion

Guest speaker, Morgan Harvey, raised concerns with growing bank erosion at multiple points along the Main Outfall Drain. The initial observation from the Committee, is that the volume of water discharged at the erosion points has significantly increased with recent land developments.

Action from meeting: FNDC to investigate potential causes and conduct a site inspection as soon as possible to identify potential remedies.

2.3 General maintenance within the work programme

Spraying

Spraying of the Motutangi Area is to be completed during late spring 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 second 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 2020/2021 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 2021/2022 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 StreamSpot 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 2021/2022 year.

Action from meeting: The Committee has emphasised that machine cleaning once a year (as proposed) is suitable, however the drains in the area must be sprayed on time, around late spring, in order to retain the drain condition. There were also concerns with the quality of cleaning this season, as a number of bank slumps have appeared as a result.

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. Action from meeting: FNDC to cover this type of issue in the annual letter requested.

·    Seymour Drain – Vegetation on drain banks blocking some spray access. Action from meeting: The Committee advised the drain has been sprayed privately.

·    Subritzky’s Drain – Access track completely covered in weeds, undriveable in some spots. Action from meeting: FNDC to assess whether light spot spraying of the access track is suitable for maintenance.

·    Selwyn Drain – Access track is covered in gorse, undriveable in some spots. Action from meeting: The Committee advised that this has been cleared in conjunction with the recent drain cleaning.

·    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. Action from meeting: FNDC to assess whether light spot spraying of the access track is suitable for maintenance.

·    Beasley Drain – Wind break trees planted alongside the drain, time consuming spraying through the Mapua Orchard. Action from meeting: FNDC to cover this type of issue in the annual letter requested.

·    Motutangi Stream – On the northern end, gorse and weeds are starting to encroach on the access. Action from meeting: The Committee advised that this has been cleared in conjunction with the recent drain cleaning.

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.

Action from meeting: FNDC to send an annual (preferably in summer) letter to remind property owners of their requirements to comply with the Land Drainage Bylaw.

2.4 Motutangi Drainage Area management plan / DoC concession agreement

After an initial response from DoC on the 19th 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.

Action from meeting: FNDC to update the Committee with progress as it comes. No further updates as yet.

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.

Action from meeting: The Committee have expressed their concerns with the standard of work, along with their suggestion of other potential subcontractors. FNDC to consider their suggestions and ensure that more detailed scopes / quality controls are instilled.

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 2021/2022 financial year is as follows:

Motutangi

Budget

2020-2021 Residual funds (reserve funds available)

$92,085

2021 Opening Balance (rated income)

 $34,000

2021-2022 Proposed Expenditure

$73,329

2021-2022 Closing Reserve Balance

$52,756

 

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

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 Ngati Kuri 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.

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

7.10       Motutangi Drainage Area 2022/2023 Programme

File Number:           A3343805

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 Te Hiku Community Board on the proposed works and costs for the 2022/2023 financial year.

WhakarĀpopoto matua / Executive Summary

·        Over the 2022/2023 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.

·        The Motutangi Drainage Area Committee considered this report at their meeting on 16 August 2021 and makes the following recommendation.

 

tŪtohunga / Recommendation

That Te Hiku Community Board note the report “Motutangi Drainage Area 2022/2023 Programme” 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 2022/2023 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. 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 second 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

$1,347.50

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 2021/2022 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.

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 $20,000 has been included in the 2022/2023 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.

 

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.

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 2022/2023 financial year is as follows:

 

Motutangi

Budget

2021-2022 Residual funds (reserve funds available)

$52,756

2022 Opening Balance (rated income)

$34,000

2022-2023 Proposed Expenditure

$85,612

2022-2023 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. Action from meeting: After the Committee’s consideration, there have been no changes made for remedy.

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

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 Ngati Kuri 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.

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

7.11       Chairperson and Members Reports

File Number:           A3328862

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

Te Take Pūrongo / Purpose of the Report

The reason for the recommendation is to note the reports from the Chairperson and Members.  The reports provide feedback to the community on matters of interest or concern to the Community Board and how the Community Board has communicated with community organisations and special interest groups within the community.

 

ngĀ tŪtohunga / Recommendation

That the Te Hiku Community Board note the reports from Chairperson Gardner and Members Axe, Bainbridge, Brown and Subristzky.

 

1) te TĀhuhu kŌrero / Background

The Local Government Act 2002 Part 4 Section 52 states that the role of a community board is to represent, and act as an advocate for the interests of its community.

2) Te matapaki me NgĀ KŌwhiringa / Discussion and Options

Community Boards are required to consider and report on any matters of concern or interest to the Community Board, maintain an overview of services provided to the community and communicate with community organisations and special interest groups within the community. 

The reports from the Chairperson and Members provide information to community on these requirements.  They also provide Request for Service (RFS) information on issues of interest or concern to the Community Board, providing a reference for further enquiry on the progress of the matters raised.

The reports from the Chairperson and Members are attached.

Te Take Tūtohunga / Reason for the recommendation

The reason for the recommendation is to provide information to the Community on the work that has been undertaken by the Chairperson and Members on its behalf.

3) NgĀ 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.

ngĀ Āpitihanga / Attachments

1.       Chairperson Gardner’s Report - A3328854

2.       Member Axe’s Report - A3328851

3.       Member Bainbridge’s Report - A3328721

4.       Member Brown’s Report - A3328762

5.       Member Subritzky’s Report - A3330794  


 

Te 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

Te 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

Not applicable.

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Not applicable.

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

This is a Community Board report.

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.

Not applicable.

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).

Yes.

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.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

COMMUNITY BOARD CHAIRPERSON’S REPORT

Report to Community Board                          Te Hiku

Chairperson’s Name                                        Adele Gardner

Subdivision                                                       Kaitaia – Te Hiku

Date                                                                    23 June - 6 August 2021

 

REPORT

1)         Meetings/Functions

23 June 2021                Representation Arrangement workshop – virtual

24 June 2021                Council Meeting in Kaikohe

27 June 2021                Te Hiku Project Working Group meeting

29 June 2021                Citizenship Ceremony in Te Ahu

29 June 2021                Community Board Working Party workshop – virtual

30 June 2021                Customer Experience Programme update - in Kaikohe

30 June 2021                Mid Term Governance Review Workshop in Kaikohe

1 July 2021                   Council Meeting

5 July 2021                   Community Consultation with residents at Pukenui

6 July 2021                   Te Hiku Community Board Meeting

7 July 2021                   Meeting with the Kaitaia Croquet Club with the Mayor

8 July 2021                   Te Hiku Project Working Group zoom meeting

8 July 2021                   Allen Bell Park consultation

9 July 2021                   Te Ahu Trust Meeting

12 July 2021                 Te Hiku Project Meeting

14 July 202                   Chairs quarterly meeting with FNHL in Kaikohe

21 July 2021                 Infrastructure Committee Meeting Kaikohe

21 July 2021                 Audit Risk & Finance Committee Meeting Kaikohe

22 July 2021                 Housing workshop in Kaikohe

22 July 2021                 Doubtless Bay Promotions AGM in Mangonui

23 July 2021                 Kaitaia Animal Shelter Opening

26 July 2021                 Met with FNDC to scope new toilet in North Park

26 July 2021                 Te Hiku Project Working Group Meeting

29 July 2021                 Big Ideas Lab Workshop

3 Aug 2021                   Supported the Speed Review Team at Ahipara

4 Aug 2021                   Events Investment Funding 21/22 Deliberations - via zoom

5 Aug 2021                   Attended the blessing of the Mangonui Broadwalk

5 Aug 2021                   Te Hiku Sports Hub Meeting

 

2)   Report: 

Opening of the Alleyways in Kaitaia is on 14 August 2021 at 1pm.  The alleyways have had significant streetscaping work done, along with ACL boards of beach scenes around the back of the old ex-Warehouse building and Boards on the North side have been added.

Jaycee Park - the new footpath has been added opposite Te Ahu to the basketball court.  The Landscaping is now finished in the park. The concrete slabs are in ready for the concrete tables.  The new toilet is still in transit. We have been working with the Project Manager over the beach scenes wrappings for the new toilets.

The Te Hiku Sports Hub - weather permitting the work has started, the foundations have been dug out.  At the meeting on 5th August a number of large items were approved, 1. Top Energy to supply and install a 3 phase, 1000 amp per phase transformer, 2. Fire Detection Systems, 3.Joinery internal & external, 4. To Install Security.  Also Met with FNDC & Te Hiku Sports Hub PM/ Councillor Foy & myself re 2km footpath from Sports Hub along Awanui River to Te Ahu along South Road to the Sports Hub. Hopefully the 2km footpath surrounding the Hub will be done early next year in the construction season, by FNDC.

Infrastructure Meeting - 2 roads in Te Hiku for 21/22 have been nominated from the roading matrix for areas of sealing, they are Brass Road and Parapara-Toatoa Road, and in 23/24 Ruaroa Road. The NZTA subsidised criteria will be announced in September.  The Roading Matrix is attached to the Infrastructure Committee Agenda 21 July 2021 on the FNDC Website.

Drainage Committees: After our last Community Board Meeting I emailed the CEOffice (I copied all Community Board Members into this email), asking for Drainage Meetings to be arranged.  The concerns of the Drainage Committees are work to be actioned, work that is not being actioned and future planning on the Drains across the Te Hiku Ward. I have asked the 3 Water Alliance for clarification as to whether Rural Drainage is included in the 3 waters reforms or not. 

Opening of the new Northern Animal Shelter - the new facility will house up to 20 dogs, 3 exercise areas, separate quieter areas for elderly or more anxious dogs as well as dogs with young puppies.  Claudia Lyons from MBIE was there to mark the occasion, as some of the funding for the facility was from the COVID-19 economic Stimulus fund.

           

 

 

3)      Resource Consents - Nil

         

4)         RFS

RFS 4056952 - Following up on behalf of a ratepayer re a sewage issue. 

RFS 4070849 - Potholes on SH 1 - forwarded to NZTA.

           

           

           

           

 

         

 

 

         

         

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

COMMUNITY BOARD MEMBERS REPORT

Report to Community Board:         Te Hiku

Members Name:                               Darren Axe                                            

Subdivision:                                     North Cape      

Date:                                                  10 June – 1 August 2021

 

REPORT

1)         Meetings/Functions

10 June 2021      Combined Community Board Meeting, in Kaikohe.

06 July 2021        Community Board Meeting, at Te Ahu Centre.

13 July 2021        Ratepayers Meeting, Raio Hall, Pukenui. Tsunami planner.

22 July2021         Aquifer Meeting, Raio Hall, Pukenui.

23 July 2021        RSF for broken foot path for reinstatement sent to CE Office. (Job now complete, thanks to Melissa Wood)

28 July 2021        Feral Dog Crisis Meeting – Fishing Club, Houhora.

01 August 2021   Visited Croydon Thompson to look and photograph his drains.

01 August 2021   Secured Golf Club in Houhora as a Tsunami gathering point.

 

2)         Issues  -  NIL

           

3)         Resource Consents:  NIL

           

4)         Request for Service:   NIL

           

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

TE HIKU COMMUNITY BOARD MEMBER’S REPORT

Member Name:                               Sheryl Bainbridge                           

Subdivision:                                   Doubtless Bay    

Date:                                                to 6 August 2021

 

REPORT

1)         Meetings

25 June 2021                Museum meeting

05 July 2021                 Community Board meeting at Houhora

06 July 2021                 THCB

09 July 2021                 TACT

12 July 2021                 Meeting in Kaitaia re town Clock

20 July 2021                 Museum strategy meeting

21 July 2021                 Destination Northland ‘Journeys’ meeting

27 July 2021                 Welcome for museum curator

04 August 2021            Meeting with Doubtless Bay Promotions Chair and Regulatory staff

 

2)         Issues

Draft District Plan – proposed heritage precinct for Mangonui. Ongoing. Awaiting the outcome of the meeting held on 4 August 2021.

Future Planning – I notice that in the LTP the council has increased transportation by 1c in the dollar and reduced future planning by 2c which is a step in the right direction, but I’d still like to see a bit more money in the footpath budget for pedestrian safety reasons.

Beach Signage – there has been concern about inaccurate signage at Coopers Beach and Taipa. District Facilities are looking into this as per a phone call to me on 4 August 2021 and an article in the Age on 6 August 2021. Awaiting an outcome.

Rangitoto Reserve – how is divestment tracking along? Obviously, the council did not agree to funding a management plan. I was told by a fourth tier manager that no report would be forthcoming but it would be interesting to know how the council intends to manage the gross degradation of this important historic site in the meantime while the divestment goes through the necessarily long process. Perhaps we’ll just have to watch with interest as weeds increase in size and number and completely cover a valuable historic and potential tourism asset.

Rangiputa Boat Trailer Parking – Boat trailer parking in Doubtless Bay has well exceeded capacity. There is potential to develop a site at Rangiputa near the toilet to accommodate 10 - 12 vehicles to perhaps alleviate the problem in the short term. I mentioned this to District Facilities staff member at the Board’s June meeting at Whatuwhiwhi but have heard nothing. Bill is aware of and acting on this but I believe we need to pursue this before summer. It is mentioned in the Far North Boat Ramp Study

Drainage Districts – can someone report on the outcome of the meeting 16 August please.

Museum at Te Ahu – we have our relief curator and there are some good initiatives planned.

Delegations - The Long Term Plan clearly states that drainage – Motutangi, Waiharara and Kaikino and Kaitaia drainage areas have been delegated to Te Hiku Community Board (p 4). This is not reflected in the delegations listed in the front of our agendas and needs to be corrected.

Recommendation: That the Te Hiku Community Board requests the Governance Services Manager to correct the information in the front of the monthly Board agendas to include the following:

“Specific to the Te Hiku Community Board - drainage – Motutangi, Waiharara and Kaikino and Kaitaia drainage areas.”

 

3)         Resource Consents

LUC RC2300645 – extension to dwelling Taipa

 

4)         Requests for Service

3 separate sewerage leaks


Te Hiku Community Board Meeting Agenda

24 August 2021

 

COMMUNITY BOARD MEMBERS REPORT

Report to Community Board:                Te Hiku

Members Name:                                      Jaqi Brown                            

Subdivision:                                            Ahipara / Kaitaia 

Date:                                                         6 August 2021

 

REPORT

1)         Meetings/Functions

Attended several Ahipara Aroha community meetings supporting progression of shovel ready projects. Also brought Neighbourhood Support into Ahipara to talk to the community about creating a more connected and safer community. Working on speed safety plan with Ahipara

Continue to coordinate locally driven response in Ahipara to the Fire and Tsunami. IT appears Ahipara has an arsonist and the community are very concerned.

Attended Allen Bell Drive meeting re the redevelopment of the reserve and playground

Following the Gore Community Board Conference I’m looking at how Te Hiku can create a Huanui or ‘highway’ of support for its community to have access to accessible seamless and responsive services to promote growth, employment, improved wellbeing across the Te Hiku region.    

Promoting the community roadshows and information updates to networks and social media re roading and encouraging council consultation via social media.

Attended Ministers Davis, Henare, Prime community engagement hui  

Attended Community Board regular meetings

             

2)         Issues    

Have been working with Police and a local group to remove drug utensils for sale from shops in Kaitaia. These items are on public sale and often promoted at the front counter and can be accessed by children. Have found legislation and a gazetted notice that prohibits this. Seeking further advice from Police re this matter.

Have supported the Art Walk Project with cultural matters pertaining to some of the installations.

3)         Resource Consents:  0

           

4)         Request for Service:   Several people referred. Gave out lots of pamphlets to public 

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

COMMUNITY BOARD MEMBERS REPORT

Report to Community Board:                Te Hiku

Members Name:                                      Bill Subritzky                                            

Subdivision:                                            Whatuwhiwhi/Awanui  

Date                                                          6/8/21

 

REPORT

1) Meetings/Functions

23/06/2021                    Awanui community Centre meeting

05/07/2021                    Meeting Pukenui/ Houhora Ratepayers

 06/07/2021                   Te Hiku Board meeting

07/07/2021                    Quantity Survey of old Unahi Wharf timber

07/07/2021                    Awanui Progressive and Ratepayers meeting

08/07/2021                    Meeting Kaitaia Airport staff

14/07/2021                    Lake Ohia Hall meeting

21/07/2021                    Whatuwhiwhi Ratepayers meeting

29/07/2021                    Meeting D.O.C Kaitaia

04/08/2021                    Awanui Progressive and Ratepayers meeting

  

2) Issues  - 

1     Community Halls and rate payer groups.

All groups are operating well and currently working with Council staff to address issues specific to their areas. After discussion with most of the ward groups I am drawing up a survey form to identify areas where we can learn from and assist one another in our day-to-day operations and future planning. The survey results will give us an agenda for the 1st meeting. If the initial meeting proves successful, there is the opportunity for others to join. I will keep the Board informed of progress. 

  2     Awanui Township and Unahi Wharf (general and Shovel ready work progress)

The concrete pads for 4 new BBQ tables were installed in the park and a new Awanui hotel fence, on which the historical port hole murals will be installed. Renovations on the old Blue Moon Takeaways building is complete and Brad Jackson and his team are about to commence on two other projects. There has been a delay in work at Unahi Wharf and Far North Holdings are fencing off an area to store the salvaged timbers timber from the wharf, which APR inc will auction off.

3    Rangiputa Car Parking.

Both I, Sheryl and Rangiputa ratepayers recognise the sort fall in terms of parking in this area however DOC will have to be involved with any development initiatives. If work can be done here, I hope we can put this in the LTP as Sheryl suggested.

4    Request for Services.

I am disappointed in both the response times, if any, regarding RFS submissions. A prime example RFS 4029062, requesting the clearing of weeds from the Awanui River Basin. This RFS was lodged on the 10 October 2020, by a committee member of Awanui Progressive and Ratepayers Inc. And still no resolution. Like other Ward members we have been encouraging ratepayers to use this service, but I have no confidence that this service will give a positive outcome.

 

3)Resource Consents: 0

 

4)Request for Service:   

RFS    4069132  9/7  Mow car park area opposite the Rangiputa Fire Station.

RFS    4069140  9/7  Replace damaged BBQ table adjacent to boat ramp.  

RFS    4069144  9/7  Install 2 BBQ tables Whatuwhiwhi community centre

RFS     4069149  9/7  Install safety barriers Mahimaru Marae.

Response to 4x RFS 9/8/2021

           

           

 

         

 

 

         

         

 

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

7.12       Te Hiku Statement of Community Board Fund Account as at 31 July 2021

File Number:           A3330054

Author:                    Segun Rotimi, Accounting Support Officer

Authoriser:             Angie Thomas, Manager - Accounting Services

 

TAKE PŪRONGO / Purpose of the Report

The Community Fund account provides information on financial matters relating to the Te Hiku Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.

 TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Te Hiku Statement of Community Board Fund Account as at 31 July 2021.

 

 

tĀHUHU KŌRERO / Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.

Community Fund Account balance as at 01 July 2021

$151,701.00

·   Plus Community Board Placemaking Fund

$100,000.00

·   Plus Unspent from 2020/21 - Xcape Design Unahi Wharf

$8,250.00

·   Plus Unspent from 2020/21 - Be Free Inc Mangonui Festival 2021

$2,720.00

·   Plus Unspent from 2020/21 - Born to Run Adv Racing Great Nthn Gallop

$3,000.00

·   Plus Unspent from 2020/21 - Te Pokapu Tiaki Taiao o Te Tai Tokerau

$5,000.00

·   Plus Unspent from 2020/21 - Jaycee Park picnic tables

$7,711.46

·   Plus Unspent 2020/21 - Placemaking project for Awanui

$35,338.00

·   Less funds granted and uplifted to 31 July 2021

$6,090.00

·   Less funds not uplifted from 6 July 2021 for Kaitaia Business Association for CCTV monitoring for 21/22 and 22/23

$6,000.00

·   Less funds not uplifted from 14 July 2020 for XCape Design Limited for Unahi Wharf project

$2,160.00

·   Less funds not uplifted from 17 November 2020 for Be Free

$2,720.00

·   Less funds not uplifted from 6 April 2021 for Born to Run Adventure Racing

$3,000.00

·   Less funds not uplifted from 1 June 2021 for Te Pokapu Tiaki Taiao o Te Tai Tokerau

$5,000.00

·   Less funds not uplifted from 1 June 2021 for Jaycee Park picnic tables

$7,711.46

·   Less funds not uplifted from 1 June 2021 for Placemaking project for Awanui

$35,338.00

Community Fund Account balance as at 31 July 2021

$245,701.00

 

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Board members will consider the applications on the agenda and decide on what level of funding to allocate.  The balance in the Community Fund account as at 31 July 2021 is $245,701.00

Recent amendments to the Community Grant Fund Policy allow the Community Board to allocate, by resolution, funding directly to key projects identified in their strategic plan to the maximum amount of $20,000 in any financial year. 

PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of relevant community board funds to the Te Hiku Community Board.  The statement of the Community Fund account as at 31 July 2021 is attached.

Āpitihanga / Attachments

1.       Statement of Te Hiku Community Fund Account as at 31 July 2021 - A3329924  

 


Te Hiku Community Board Meeting Agenda

24 August 2021

 

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Te Hiku Community Board Meeting Agenda

24 August 2021

 

7.13       Funding Applications

File Number:           A3314718

Author:                    Kathryn Trewin, Funding Advisor

Authoriser:             Ana Mules, Team Leader - Community Development and Investment

 

Take Pūrongo / Purpose of the Report

This report summarises applications for Local Community Grant funding to enable the Te Hiku Community Board to determine which application/s will receive funding at the 24 August 2021 meeting.

WhakarĀpopoto matua / Executive Summary

·        8 new applications for funding has been received, requesting $17,121.

·        1 previous application that was left to lie on the table has been returned to the Board for a decision.

·        At time of writing, the amount of funding amount for the Community Board for the 2021/22 financial year is not available. 

·        It has been indicated that the amount of funding for the Board to grant will increase by 25% on the 2021/22 financial year.

·        It has also been indicated that the Boards will also have $100,000 for placemaking funding to grant in the 2021/22 financial year.

tŪtohunga / Recommendation

That Te Hiku Community Board:

a)      uplifts the funding application from Pukenui Coast Care for consideration.

b)      approves the sum of $3,572 (plus GST if applicable) be paid from the Board’s Community Fund account to Pukenui Coast Care for Planting on corner of SH1 and Waterfront Road, Pukenui, to support the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

c)      approves the sum of $1,080 (plus GST if applicable) be paid from the Board’s Community Fund account to Awanui Sports Complex Inc for flood prevention of the complex grounds to support the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

d)      approves the sum of $3,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North Joyfest for Joyfest 2022 to support the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

e)      approves the sum of $2,214 (plus GST if applicable) be paid from the Board’s Community Fund account to Friends of Rangikapiti Reserve for production and installation of interpretation and way-finding signage to support the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

f)       approves the sum of $4,107 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaitaia College for arts expo – dance production to support the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

g)      approves the sum of $732 (plus GST if applicable) be paid from the Board’s Community Fund account to Karikari Peninsula Residents and Ratepayers Association for annual Seniors Christmas Lunch to support the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

h)      approves the sum of $788 (plus GST if applicable) be paid from the Board’s Community Fund account to Mangonui Lions for Mangonui Fun Run to support the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

i)       approves the sum of $2,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Northland Floral Art Society NZ for Designer of the Year competition and show to support the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

j)       approves the sum of $2,700 (plus GST if applicable) be paid from the Board’s Community Fund account to Te Whakaora Tangata for Family Restoration Programme Far North to support the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

 

 

1) TĀhuhu kŌrero / Background

Each application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the LTP and all provisions listed on the application form.

 


2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant

Project

Requested

Recommended

Comments

Community Outcome(s)

Type

Pukenui Coast Care

Planting on cnr of SH1 and Waterfront Road, Pukenui

$3,572

$3,572

The Board has had submissions previously about this project, both from the applicant and a group in the community who object to what is proposed.  The applicant has provided further information including letters of support for the proposed project.

i)   Communities that are healthy, safe, connected and sustainable

ii) Proud, vibrant communities

Community Development

Awanui Sports Complex Inc

Flood prevention of complex grounds

$1080

(69%)

$1080

(69%)

This would be an out of policy decision, as the works have already started.  The complex has a pump that takes water from the fields so that they are able to be played on.  The pump stopped working, so the complex has had to find a last-minute solution to allow games/training to continue for the season.  They are asking for assistance to help cover this cost while they apply for funds to cover the cost of a new pump for the 2022 season.

i)   Communities that are healthy, safe, connected and sustainable

ii) Proud, vibrant communities

Infrastructure

Far North Joyfest

Joyfest 2022

$3000

(10%)

$3000

(10%)

It is noted that funding was provided last year and the applicant was verbally advised that the Board urged them to seek funding elsewhere for future events and that they could not rely on the funding being granted for future applications.

i)   Communities that are healthy, safe, connected and sustainable

ii)  Proud, vibrant communities

Event

Friends of Rangikapiti Reserve

Production and Installation of Signboard

$2214

(48%)

$2214

(48%)

The group would like to install four large information boards/interpretation and 7 smaller directional signs/way finding signage to provide visitors with guidance for the 34 hectare reserve.

i)   Communities that are healthy, safe, connected and sustainable

ii)  Proud, vibrant communities

Infrastructure

Kaitaia College

Arts Expo – Dance Production

$4107

(50%)

$4107

(50%)

This group is seeking funding to help put on a showcase dance production written and created by the students.  Some items the group are looking to fund would be used for future shows.

i)   Communities that are healthy, safe, connected and sustainable

ii)  Proud, vibrant communities

Event

Karikari Peninsula Residents and Ratepayers Association

Annual Seniors Christmas Lunch

$732

(27%)

$732

(27%)

This is an annual event put on by volunteers to provide a special Christmas dinner for senior citizens on the Karikari Peninsula.

i)   Communities that are healthy, safe, connected and sustainable

ii) Proud, vibrant communities

Event

Mangonui Lions

Mangonui Fun Run

$788

(60%)

$788

(60%)

Mangonui Lions applied to funding from the Events Investment fund but were unsuccessful.  The panel recommended their application be forwarded to the Board for consideration.  Due to time constraints, this application is the original Events Investment application, but has most of the same information that would be provided on a community grant application form

i)   Communities that are healthy, safe, connected and sustainable

ii)  Proud, vibrant communities

Event

Northland Floral Art Society NZ

Designer of the Year

$2500

(46%)

$2500

(46%)

The Northland Floral Art Society will host the Northland Designer of the Year show at Te Ahu Centre at the end of October.  They are seeking funding to assist with the show.

i)   Communities that are healthy, safe, connected and sustainable

ii)  Proud, vibrant communities

Event

Te Whakaora Tangata

Family Restoration Programme Far North

$2700

(12%)

$2700

(12%)

The applicant is seeking assistance to help cover their rent costs for their programmes, which provide counselling services with high-risk clients and meetings with referring agents and new clients seeking help.  The need for these services has increased markedly since the outbreak of Covid-19, necessitating the move to larger premises and the increased rental costs.  As rent (operating expenses) is not usually covered, this would be an out of policy decision.

i)   Communities that are healthy, safe, connected and sustainable

ii)  Proud, vibrant communities

Community Development


Te Hiku Community Board Meeting Agenda

24 August 2021

 

Take Tūtohunga / Reason for the recommendation

The applicant was required to complete a standard application form and provide supporting information. 

For each application, the Board has three options.

Option 1    Authorise funding for the full amount requested

Option 2    Authorise partial funding

Option 3    Decline funding

Each application has been assessed and meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

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

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy

 

Āpitihanga / Attachments

1.       Application - Pukenui Coast Care - A3196400

2.       Application - Awanui Sports Complex Inc (Flood Prevention of Complex Grounds) - A3325360

3.       Application - Far North Joyfest Group (2022) - A3331833

4.       Application - Friends of Rangikapiti Reserve (Production & Installation of Signboard) - A3325361

5.       Application - Kaitaia College (Arts Expo - Dance Production) - A3325356

6.       Application - Karikari Peninsula Residents & Ratepayers Assn (Annual Seniors Xmas Lunch) - A3325359

7.       Application - Mangonui Fun Run - Application - TOC - A3331541