Agenda of Strategy and Policy Committee Meeting

	Authorising Body	Mayor/Council
	Status	Standing Committee
COUNCIL COMMITTEE	Title	Strategy and Policy Committee Terms of Reference
	Approval Date	19 December 2019
	Responsible Officer	Chief Executive

Purpose

The purpose of the Strategy and Policy Committee (the Committee) is to set direction for the district, determine specific outcomes that need to be met to deliver on that vision, and set in place the strategies, policies and work programmes to achieve those goals.

In determining and shaping the strategies, policies and work programme of the Council, the Committee takes a holistic approach to ensure there is strong alignment between the objectives and work programmes of the strategic outcomes of Council, being:

· Better data and information

· Affordable core infrastructure

· Improved Council capabilities and performance

· Address affordability

· Civic leadership and advocacy

· Empowering communities

The Committee will review the effectiveness of the following aspects:

· Trust and confidence in decision-making by keeping our communities informed and involved in decision-making.

· Operational performance including strategy and policy development, monitoring and reporting on significant projects, including, but not limited to:

o FN2100

o District wide strategies (Infrastructure/ Reserves/Climate Change/Transport)

o District Plan

o Significant projects (not infrastructure)

o Financial Strategy

o Data Governance

o Affordability

· Consultation and engagement including submissions to external bodies / organisations

To perform his or her role effectively, each Committee member must develop and maintain

his or her skills and knowledge, including an understanding of the Committee’s responsibilities, and of the Council’s business, operations and risks.

Power to Delegate

The Strategy and Policy Committee may not delegate any of its responsibilities, duties or powers.

Membership

The Council will determine the membership of the Strategy and Policy Committee.

The Strategy and Policy Committee will comprise of at least seven elected members (one of which

will be the chairperson).

Mayor Carter

Rachel Smith – Chairperson

David Clendon – Deputy Chairperson

Moko Tepania

Ann Court

Felicity Foy

Dave Collard

John Vujcich

Belinda Ward – Bay of Islands-Whangaroa Community Board

Non-appointed Councillors may attend meetings with speaking rights, but not voting rights.

Quorum

The quorum at a meeting of the Strategy and Policy Committee is 5 members.

Frequency of Meetings

The Strategy and Policy Committee shall meet every 6 weeks but may be cancelled if there is no business.

Committees Responsibilities

The Committees responsibilities are described below:

Strategy and Policy Development

· Oversee the Strategic Planning and Policy work programme

· Develop and agree strategy and policy for consultation / engagement.

· Recommend to Council strategy and policy for adoption.

· Monitor and review strategy and policy.

Service levels (non-regulatory)

· Recommend service level changes and new initiatives to the Long Term and Annual Plan processes.

Policies and Bylaws

· Leading the development and review of Council's policies and district bylaws when and as directed by Council

· Recommend to Council new or amended bylaws for adoption

Consultation and Engagement

· Conduct any consultation processes required on issues before the Committee.

· Act as a community interface (with, as required, the relevant Community Board(s)) for consultation on policies and as a forum for engaging effectively.

· Receive reports from Council’s Portfolio and Working Parties and monitor engagement.

· Review as necessary and agree the model for Portfolios and Working Parties.

Strategic Relationships

· Oversee Council’s strategic relationships, including with Māori, the Crown, and foreign investors, particularly China

· Oversee, develop, and approve engagement opportunities triggered by the provisions of Mana Whakahono-ā-Rohe under the Resource Management Act 1991

· Recommend to Council the adoption of new Memoranda of Understanding (MOU)

· Meet annually with local MOU partners

· Quarterly reviewing operation of all Memoranda of Understanding

· Quarterly reviewing Council’s relationships with iwi, hapū, and post-settlement governance entities in the Far North District

· Monitor Sister City relationships

· Special projects (such as Te Pū o Te Wheke or water storage projects)

Submissions and Remits

· Approve submissions to, and endorse remits for, external bodies / organisations and on legislation and regulatory proposals, provided that:

o If there is insufficient time for the matter to be determined by the Committee before the submission “close date” the submission can be agreed by the relevant Portfolio Leaders, Chair of the Strategy and Policy Committee, Mayor and Chief Executive (all Councillors must be advised of the submission and provided copies if requested).

o If the submission is of a technical and operational nature, the submission can be approved by the Chief Executive (in consultation with the relevant Portfolio Leader prior to lodging the submission).

· Oversee, develop, and approve any relevant remits triggered by governance or management commencing in January of each calendar year.

· Recommend to Council those remits that meet Council’s legislative, strategic, and operational objectives to enable voting at the LGNZ AGM. All endorsements will take into account the views of our communities (where possible) and consider the unique attributes of the district.

Fees

· Set fees in accordance with legislative requirements unless the fees are set under a bylaw (in which case the decision is retained by Council and the committee has the power of recommendation) or set as part of the Long Term Plan or Annual Plan (in which case the decision will be considered by the Long Term Plan and Annual Plan and approved by Council).

District Plan

· Review and approve for notification a proposed District Plan, a proposed change to the District Plan, or a variation to a proposed plan or proposed plan change (excluding any plan change notified under clause 25(2)(a), First Schedule of the Resource Management Act 1991);

· Withdraw a proposed plan or plan change under clause 8D, First Schedule of the Resource Management Act 1991.

· Make the following decisions to facilitate the administration of proposed plan, plan changes, variations, designation and heritage order processes:

§ To authorise the resolution of appeals on a proposed plan, plan change or variation unless the issue is minor and approved by the Portfolio Leader District Plan and the Chair of the Regulatory committee.

§ To decide whether a decision of a Requiring Authority or Heritage Protection Authority will be appealed to the Environment Court by council and authorise the resolution of any such appeal.

§ To consider and approve council submissions on a proposed plan, plan changes, and variations.

§ To manage the private plan change process.

§ To accept, adopt or reject private plan change applications under clause 25 First Schedule Resource Management Act (RMA).

Rules and Procedures

Council’s Standing Orders and Code of Conduct apply to all the committee’s meetings.

Annual reporting

The Chair of the Committee will submit a written report to the Chief Executive on an annual basis. The review will summarise the activities of the Committee and how it has contributed to the Council’s governance and strategic objectives. The Chief Executive will place the report on the next available agenda of the governing body.

STRATEGY AND POLICY COMMITTEE - MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Hon John Carter QSO	Board Member of the Local Government Protection Programme	Board Member of the Local Government Protection Program
Hon John Carter QSO	Carter Family Trust
Rachel Smith (Chair)	Friends of Rolands Wood Charitable Trust	Trustee
	Mid North Family Support	Trustee
	Property Owner	Kerikeri
	Friends who work at Far North District Council
	Kerikeri Cruising Club	Subscription Member and Treasurer
	Vision Kerikeri	Financial Member
Rachel Smith (Partner)	Property Owner	Kerikeri
	Friends who work at Far North District Council
	Kerikeri Cruising Club	Subscription Member
	Vision Kerikeri	Financial Member
	Town and General Groundcare Limited	Director. Shareholder
David Clendon (Deputy Chair)	Chairperson – He Waka Eke Noa Charitable Trust	None		Declare if any issue arises
	Member of Vision Kerikeri	None		Declare if any issue arises
	Joint owner of family home in Kerikeri	Hall Road, Kerikeri
David Clendon – Partner	Resident Shareholder on Kerikeri Irrigation
David Collard	Snapper Bonanza 2011 Limited	45% Shareholder and Director
David Collard	Trustee of Te Ahu Charitable Trust	Council delegate to this board
Deputy Mayor Ann Court	Waipapa Business Association	Member		Case by case
	Warren Pattinson Limited	Shareholder	Building company. FNDC is a regulator and enforcer	Case by case
	Kerikeri Irrigation	Supplies my water		No
	District Licensing	N/A	N/A	N/A
	Ann Court Trust	Private	Private	N/A
	Waipapa Rotary	Honorary member	Potential community funding submitter	Declare interest and abstain from voting.
	Properties on Onekura Road, Waipapa	Owner Shareholder	Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse)	Declare interest and abstain from voting.
	Property on Daroux Dr, Waipapa	Financial interest	Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse)	Declare interest and abstain from voting.
	Flowers and gifts	Ratepayer 'Thankyou'	Bias/ Pre-determination?	Declare to Governance
	Coffee and food	Ratepayers sometimes 'shout' food and beverage	Bias or pre-determination	Case by case
	Staff	N/A	Suggestion of not being impartial or pre-determined!	Be professional, due diligence, weigh the evidence. Be thorough, thoughtful, considered impartial and balanced. Be fair.
	Warren Pattinson	My husband is a builder and may do work for Council staff		Case by case
Ann Court - Partner	Warren Pattinson Limited	Director	Building Company. FNDC is a regulator	Remain at arm’s length
	Air NZ	Shareholder	None	None
	Warren Pattinson Limited	Builder	FNDC is the consent authority, regulator and enforcer.	Apply arm’s length rules
	Property on Onekura Road, Waipapa	Owner	Any proposed FNDC capital work in the vicinity or rural plan change. Maybe a link to policy development.	Would not submit. Rest on a case by case basis.
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 dwellings on Church Road, Kaingaroa and dwellings on Allen Bell Drive, Kaitaia, and property on North Road, Kaitaia, one title contains a cell phone tower.
	King Family Trust	This trust owns several titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane.	These trusts own properties in the Far North.
	112 Commerce Street Holdings Ltd	Owner of commercial property in Commerce Street Kaitaia.
	Foy Property Management Ltd	Owner of company that manages properties owned by Foy Farms Rentals and Flick Family Trust.
	Previous employment at FNDC 2007-16	I consider the staff members at FNDC to be my friends
	Shareholder of Coastline Plumbing NZ Limited
Felicity Foy - Partner	Director of Coastline Plumbing NZ Limited
Felicity Foy - Partner	Friends with some FNDC employees
Kelly Stratford	KS Bookkeeping and Administration	Business Owner, provides book keeping, administration and development of environmental management plans	None perceived	Step aside from decisions that arise, that may have conflicts
	Waikare Marae Trustees	Trustee	Maybe perceived conflicts	Case by case basis
	Bay of Islands College	Parent Elected Trustee	None perceived	If there was a conflict, I will step aside from decision making
	Karetu School	Parent Elected Trustee	None perceived	If there was a conflict, I will step aside from decision making
	Māori title land – Moerewa and Waikare	Beneficiary and husband is a shareholder	None perceived	If there was a conflict, I will step aside from decision making
	Sister is employed by Far North District Council			Will not discuss work/governance mattes that are confidential
	Gifts - food and beverages	Residents and ratepayers may ‘shout’ food and beverage	Perceived bias or predetermination	Case by case basis
	Taumarere Counselling Services	Advisory Board Member	May be perceived conflicts	Should conflict arise, step aside from voting
	Sport Northland	Board Member	May be perceived conflicts	Should conflict arise, step aside from voting
	He Puna Aroha Putea Whakapapa	Trustee	May be perceived conflicts	Should conflict arise, step aside from voting should they apply for funds
	Kawakawa Returned Services Association	Member	May be perceived conflicts	Should conflict arise, step aside from voting should they apply for funds
	Whangaroa Returned Services Association	Member	May be perceived conflicts	Should conflict arise, step aside from voting should they apply for funds
	National Emergency Management Advisor Committee	Member		Case by case basis
	Te Rūnanga ā Iwi o Ngāpuhi	Tribal affiliate member	As a descendent of Te Rūnanga ā Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā Iwi o Ngāpuhi Council relations	Declare a perceived conflict should there appear to be one
	Te Rūnanga ā Iwi o Ngāti Hine	Tribal affiliate member	Could have a perceived conflict of interest	Declare a perceived conflict should I determine there is a conflict
	Kawakawa Business and Community Association	Member		Will declare a perceived conflict should there appear to be one
Kelly Stratford - Partner	Chef and Barista	Opua Store	None perceived
Kelly Stratford - Partner	Māori title land – Moerewa	Shareholder	None perceived	If there was a conflict of interest, I would step aside from decision making
Moko Tepania	Teacher	Te Kura Kaupapa Māori o Kaikohe.	Potential Council funding that will benefit my place of employment.	Declare a perceived conflict
	Chairperson	Te Reo o Te Tai Tokerau Trust.	Potential Council funding for events that this trust runs.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Te Rarawa	As a descendent of Te Rarawa I could have a perceived conflict of interest in Te Rarawa Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Whaingaroa	As a descendent of Te Rūnanga o Whaingaroa I could have a perceived conflict of interest in Te Rūnanga o Whaingaroa Council relations.	Declare a perceived conflict
	Tribal Member	Kahukuraariki Trust Board	As a descendent of Kahukuraariki Trust Board I could have a perceived conflict of interest in Kahukuraariki Trust Board Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga ā-Iwi o Ngāpuhi	As a descendent of Te Rūnanga ā-Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā-Iwi o Ngāpuhi Council relations.	Declare a perceived conflict
John Vujcich	Board Member	Pioneer Village	Matters relating to funding and assets	Declare interest and abstain
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest
	Member	Kaikohe Business Association	Possible funding provider	Declare a Conflict of Interest
Belinda Ward	Ward Jarvis Family Trust	Trustee
	Kenneth Jarvis Family Trust	Trustee
	Residence in Watea
Belinda Ward (Partner)	Ward Jarvis Family Trust	Trustee and beneficiary
	Kenneth Jarvis Family Trust	Trustee and beneficiary
	Residence in Watea	Trustee

Strategy and Policy Committee Meeting Agenda

26 October 2021

4 Information Reports

4.1 2021 Review of the 2019 Speed Limit Bylaw – Mid North

File Number: A3449875

Author: Caitlin Thomas, Strategic Planner

Authoriser: Janice Smith, Chief Financial Officer

Take Pūrongo / Purpose of the Report

To receive and hear the submissions relating to the 2021 review of the Speed Limit Bylaw 2019 for the locations of: Kaitaia-Awaroa, Kohukohu-Broadwood, Moerewa urban, and Te Oneroa a Tohe 90 Mile Beach.

WhakarĀpopoto matua / Executive Summary

· Council adopted the Statement of Proposal on 12th July 2021.

· Submissions closed on 24th August 2021.

· There were 104 submissions received.

· There are 9 submitters who wish to be heard in Kaikohe, and 9 submitters who wish to be heard in Kaitaia.

tŪtohunga / Recommendation

That Council receives and hears the Mid-North submissions for the review of the Speed Limit Bylaw 2019

1) TĀhuhu kŌrero / Background

This agenda item provides a brief overview of the matters raised by submitters that wish to be heard. The attachments to this Agenda set out, in full, all submissions received. The submissions have been divided into two volumes.

The first volume Attachment A includes all submitters that have indicated they wish to be heard. Attachment B includes all other written submissions. A copy of the Statement of Proposal is also attached Attachment C for Council’s reference.

Proposed new speed limits in the Moerewa urban area; Te Oneroa-a-Tohe Ninety Mile Beach; Kaitaia-Awaroa; and Broadwood-Kohukohu road catchment areas areas were notified on 12 July 2021, in accordance with the Setting of Speed Limits Rule 2017 and the Local Government Act 2002. As part of the consultative process, Council must formally receive all submissions and enable submitters the opportunity to present their views in person.

Section 22AB(1)(d) of the Land Transport Act 1998 provides for a Road Controlling Authority (Council) to make a Bylaw that sets speed limits for the safety of the public, or for the better preservation of any road.

The Governments “Road to Zero” Road Safety Strategy requires all Road Controlling Authorities to review speed limits on roads under their control. The purpose of the reviews is to set speed limits that are safe and appropriate for the road environment with the principle aim of reducing fatal and serious harm crashes.

Whilst all roads will be reviewed, the initial focus is on roads where the evidence shows that the greatest benefit can be achieved through speed management. The current review area was selected for the following key reasons:

· The Kaitāia-Awaroa Road has been identified as a High Benefit Road (top 10%).

· Ōtiria Road in Moerewa is identified as a top 10% High Benefit Road.

· The Broadwood-Kohukohu catchment area includes roads with a High Infrastructure Risk that do not support higher speed limits.

· There is a high number of serious injury and fatal crashes within the Moerewa urban area.

· Te Oneroa-a-Tōhē / Ninety Mile Beach has been included as part of the implementation of the Te Oneroa-a-Tōhē Beach Management Plan for Ninety Mile Beach.

§ Speed Limits are set in accordance with the Setting of Speed Limits Rule 2017. This Rule requires the Road Controlling Authority (far North DC) to consider the views and feedback from the affected community. The Road Controlling Authority must consult in accordance with the Special Consultative Procedures set out in Section 83 of the Local Government Act 2002.

§ A full Statement of Proposal was publicly notified on 12^th July 2021, with submissions closing on 24^th August 2021. To promote the consultation and encourage feedback, Council:

§ Placed public notices in the media

§ Directly notified statutory consultees, including the NZ Police, NZTA and the Automobile Association

§ Directly notified a wide range of key stakeholders and members of regional road safety forums and Marae within the review areas

§ Promoted articles in the local media servicing the review area

§ Published extensive information, including the Statement of Proposal on Councils website

§ Distributed a flyer to the Moerewa community

§ Promoted the consultation on council’s Facebook page

§ Held community drop-in sessions in Moerewa, Ahipara, Broadwood and Kohukohu

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Submissions Received

A total of 104 submissions were received with 23 submitters indicating that they wished to be heard in support of their submissions. It should be noted that this number may change prior to the Hearing date.

Many submissions provided feedback on specific roads within the review area. However, it is noted that most submissions focussed on a few roads within the review area. The fact that there was no feedback on many of the smaller roads is indicative of the remoteness of much of the review area.

All submissions will be reviewed by NTA Road safety staff and, where possible, assigned to individual roads within the review area. This information, along with any additional feedback presented at the Hearing; along with road safety engineering assessments; and the requirements of Speed Limit Guidance; will be presented in a detailed Recommendations Report.

Out of Scope Submissions

Some submissions raised issues that are beyond the scope of this speed limit review. Out of scope submissions include submissions relating to the State Highway network or roads outside of the review area. Submissions relating to roads outside of the review area mainly apply to the Kerikeri area and will be transferred to that review when undertaken.

Road condition and maintenance is a consistent out of scope issue raised. Both issues are related to speed but cannot be directly addressed by the Speed Limit Bylaw. However, it is appropriate that the Committee note these issues so that they can be addressed in other, more appropriate parts of Council’s roading activities.

Submitters wishing to be heard

All submissions received have the same weighting with respect to making recommendations on any new speed limits. The following summary of submitters wishing to be heard is intended to provide the committee with a brief reference to those submissions and the issues that may arise at the Hearing.

Full written submissions of those that wish to be heard are set out in Attachment A. Full written submissions of those not wishing to be heard are set out in Attachment B.

Table of Submitters being Heard in Kaikohe Chambers, October 26^th, 2021

Submitter Number	Name	Summary of matters raised	Page (A)
012	Doug Jane	Opposes generally. Road maintenance issues.	3
076	Michael Drayton	Out of scope – State Highway 1. Wanting speed reduction through Ohaeawai.	13
089	Automobile Association	Wide range of matters are covered in the Automobile association submission.	22
096	Roddy Hapati Pihema	Taumatamakuku Settlement, south of Moerewa. Supports a 20kph speed limit in service lanes adjacent to State Highway 1 and 30kph in remainder of Settlement.	40
097	Raharuhui Wikaire	Taumatamakuku Settlement, south of Moerewa. Supports a 20kph speed limit in service lanes adjacent to State Highway 1 and 30kph in remainder of Settlement.	41
094	Pamela-Anne	Supports a lower speed limit on Otiria Road Moerewa.	37
040	Courtney Simmons	Out of Scope – State Highway from Puketona to Paihia.	6
058	Hiku Taylor-Wi Neera	Support Kingi Road and Otiria Road, Moerewa.	7
098	Opai Heta	Ranfurly Street, Moerewa, supports lower speed limits and suggests more physical works to slow vehicles down.	42

Note: The list of persons wishing to be heard may change as the Hearing date approaches.

Options

Council is receiving submissions and hearing submitters that wish to be heard in support of their submission. Options will be presented to Council, along with a Recommendations Report once all submitters have been heard and considered, along with the other matters that must be considered when setting a speed limit.

Next steps

A detailed Recommendations Report will be produced. This Report will contain feedback from the community and road safety engineering responses to that feedback, as well as other information that Council, in its role as Road Controlling Authority, need to consider when setting speed limits.

Take Tūtohunga / Reason for the recommendation

Council must receive submissions made as part of the Special Consultative Procedure set out in Section 83 of the Local Government Act 2002. In addition, in accordance with Section 83(1)(d) of the Local Government Act 2002, Council must provide an opportunity for persons to present their views to the local authority in a manner that enables interaction between the person and the local authority.

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

As there are no decisions being made as part of this agenda, there are no financial or budget implications.

Āpitihanga / Attachments

1. Attachment A - Submitters wishing to be heard - A3449890 ⇩

2. Attachment B - All submissions - A3449900 ⇩

3. Attachment C - Statement of Proposal - A3449926 ⇩

Time:	10:00 am
Location:	Virtual

Time	Name	Organization	Page Number (Schedule A)
10:15	Doug Jane		3
10:30	Michael Drayton		13
10:45	Angeline Wihongi and Steve Westgate	Automobile Association (AA)	22
11:00	Roddy Hapati Pihema	Taumatamakuku	40
11:15	Raharuhui Wikaire		41
11:30	Pamela-Anne Ngohe-Simon		37
11:45	Courtney Simons		6
12:00	Hiku Taylor-Wi Neera		7
12:15	Opai Heta		42