Te Kaunihera o Tai Tokerau ki te Raki

 

 

AGENDA

 

Ordinary Council Meeting

 

Thursday, 4 November 2021

Time:

10.00 am

Location:

Virtually via Microsoft Teams

 

 

Membership:

Mayor John Carter - Chairperson

Cr Ann Court

Cr David Clendon

Cr Dave Collard

Cr Felicity Foy

Cr Mate Radich

Cr Rachel Smith

Cr Kelly Stratford

Cr Moko Tepania

Cr John Vujcich

 

 


Ordinary Council Meeting Agenda

4 November 2021

 

COUNCIL MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

Hon Mayor John Carter QSO

Board Member of the Local Government Protection Programme

Board Member of the Local Government Protection Program

 

 

Carter Family Trust

 

 

 

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.

David Clendon

Chairperson – He Waka Eke Noa Charitable Trust

None

 

Declare if any issue arises

Member of Vision Kerikeri

None

 

Declare if any issue arrises

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

 

 

Trustee of Te Ahu Charitable Trust

Council delegate to this board

 

 

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

 

 

 

Felicity Foy - Partner

Director of Coastal Plumbing NZ Limited

 

 

 

Friends with some FNDC employees

 

 

 

Mate Radich

No form received

 

 

 

Rachel Smith

Friends of Rolands Wood Charitable Trust

Trustee

 

 

Mid North Family Support

Trustee

 

 

Property Owner

Kerikeri

 

 

Friends who work at Far North District Council

 

 

 

Kerikeri Cruising Club

Subscription Member

 

 

Vision Kerikeri

Financial Member

 

 

Rachel Smith (Partner)

Property Owner

Kerikeri

 

 

Friends who work at Far North District Council

 

 

 

Kerikeri Cruising Club

Subscription Member and Treasurer

 

 

Vision Kerikeri

Financial Member

 

 

Town and General Groundcare Limited

Director, Shareholder

 

 

Kelly Stratford

KS Bookkeeping and Administration

Business Owner, provides book keeping, administration and development of environmental management plans

None perceived

Step aside from decisions that arise, that may have conflicts

Waikare Marae Trustees

Trustee

Maybe perceived conflicts

Case by case basis

Bay of Islands College

Parent Elected Trustee

None perceived

If there was a conflict, I will step aside from decision making

Karetu School

Parent Elected Trustee

None perceived

If there was a conflict, I will step aside from decision making

Māori title land – Moerewa and Waikare

Beneficiary and husband is a shareholder

None perceived

If there was a conflict, I will step aside from decision making

Sister is employed by Far North District Council

 

 

Will not discuss work/governance mattes that are confidential

Gifts - food and beverages

Residents and ratepayers may ‘shout’ food and beverage

Perceived bias or predetermination

Case by case basis

Taumarere Counselling Services

Advisory Board Member

May be perceived conflicts

Should conflict arise, step aside from voting

Sport Northland

Board Member

May be perceived conflicts

Should conflict arise, step aside from voting

He Puna Aroha Putea Whakapapa

Trustee

May be perceived conflicts

Should conflict arise, step aside from voting should they apply for funds

Kawakawa Returned Services Association

Member

May be perceived conflicts

Should conflict arise, step aside from voting should they apply for funds

Whangaroa Returned Services Association

Member

May be perceived conflicts

Should conflict arise, step aside from voting should they apply for funds

National Emergency Management Advisor Committee

Member

 

Case by case basis

 

Te Rūnanga ā Iwi o Ngāpuhi

Tribal affiliate member

As a descendent of  Te Rūnanga ā Iwi o Ngāpuhi I could have a perceived  conflict of interest  in Te Rūnanga ā Iwi o Ngāpuhi  Council relations

Declare a perceived  conflict should there appear to be one

Te Rūnanga ā Iwi o Ngāti Hine

Tribal affiliate member

Could have a perceived conflict of interest

Declare a  perceived  conflict should  I determine there is a conflict

Kawakawa Business and Community Association

Member

 

Will declare a perceived conflict should there appear to be one

Kelly Stratford - Partner

Chef and Barista

Opua Store

None perceived

 

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

 

 

 


Ordinary Council Meeting Agenda

4 November 2021

 

Far North District Council

Ordinary Council Meeting

will be held in the Virtually via Microsoft Teams on:

Thursday 4 November 2021 at 10.00 am

Te Paeroa Mahi / Order of Business

1          Karakia Timatanga / Opening Prayer. 11

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

3          Ngā Tono Kōrero / Deputations. 11

4          Ngā Kōrero A Te Koromatua / Mayoral Announcements. 11

5          Confirmation of Previous Minutes. 12

5.1            Confirmation of Previous Minutes. 12

6          Reports. 35

6.1            Committee Recommendations and Resolutions - October 2021. 35

6.2            Representation Arrangements Review 2021 - Final Proposal 57

6.3            2021-24 NLTP Outcomes. 107

6.4            Capital Carry Forwards June 2021. 139

6.5            Lease 6 South Road Kaitaia to The Kaitaia Centre Nga Hoa Awhina Inc. 151

6.6            Matauri Bay Wastewater Treatment 154

6.7            Setting of 2022 Meeting schedule. 158

7          Information Reports. 165

7.1            CEO Report to Council 01 July 2021 - 31 August 2021. 165

7.2            Community Board Updates October 2021. 200

7.3            Council Action Sheet Update November 2021. 220

8          Te Wahanga Tūmataiti / Public Exclude. 230

8.1            Confirmation of Previous Minutes - Public Excluded. 230

8.2            Committee Public Excluded Recommendations and Resolutions - October 2021. 230

8.3            Extension of Solid Waste and Waste Minimisation Education Contracts. 230

8.4            Infrastructure Acceleration Funding Update and Next Steps. 231

8.5            Kaitaia Warehouse Building - Renovation and Leasing. 231

8.6            Coopers Beach Youth Camp - Remission Request 231

8.7            8A Matthews Ave - Property for Sale. 231

8.8            Section 5 & 6 Kohukohu Road, Kohukohu - Property for Sale. 232

8.9            68 Ngawha Springs Road - Property for Sale. 232

9          Karakia Whakamutunga / Closing Prayer. 233

10       Te Kapinga Hui / Meeting Close. 233

 

 


1            Karakia Timatanga / Opening Prayer

 

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

Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Council 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            Ngā tono kōrero / Deputations

·         10:10 am       Jane Johnston – Government Reform Proposals

·         10:15 am       Craig Hobson, Josh Port & Freda Riwai – Northland Basketball

·         10:20 am       Steve Mutton (NTA) – 2021 – 24 NTLP Outcomes

·         10:25 am       Shirley Ayers, Julie Scott & Nora Rameka - Housing

4            Ngā Kōrero A Te Koromatua / Mayoral Announcements    


Ordinary Council Meeting Agenda

4 November 2021

 

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

File Number:           A3052395

Author:                    Casey Gannon, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

Purpose of the Report

The minutes are attached to allow Council to confirm that the minutes are a true and correct record of previous meetings.

Recommendation

That Council confirms as a true and correct record the minutes of the Council meetings as follows;

·     14 September 2021 (Extraordinary)

·     23 September 2021

·     21 October 2021 (Extraordinary)

 

 

1)  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)  Discussion and Options

The minutes of the meetings are attached.

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

Reason for the recommendation

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

3)  Financial Implications and Budgetary Provision

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

Attachments

1.       Council 2021-09-14 Minutes - A3390488

2.       Council 2021-09-23 Minutes - A3406575

3.       Council 2021-10-21 Minutes - A3443054  


 

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.

 

Compliance requirement

Staff assessment

State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

This is a matter of low significance.

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

This report complies with the Local Government Act 2002 Schedule 7 Section 28.

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

It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

There are no implications for 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 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.

 


Ordinary Council Meeting Agenda

4 November 2021

 

   MINUTES OF Far North District Council
Emergency Council Meeting
held virtually via Microsoft TEAMs
ON
Tuesday, 14 September 2021 AT 1.00 pm

 

PRESENT:              Mayor John Carter (HWTM), Cr Ann Court, Cr David Clendon, Cr Dave Collard, Cr Felicity Foy, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania, Cr John Vujcich

IN ATTENDANCE: Mike Edmonds (Member), Adele Gardner (Te Hiku Community Board Chairperson), Belinda Ward (Bay of Islands-Whangaroa Community Board)

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

1            Karakia Timatanga / Opening Prayer

His Worship the Mayor commenced the meeting and Cr Smith opened with a prayer.

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

Nil

3            ngā tono kōrero / Deputation

Nil

4            NGĀ KŌRERO A TE KOROMATUA / MAYORAL ANNOUNCEMENTS   

Nil

5            Ngā Ripoata / Reports

5.1         Kerikeri Water Billing Under COVID-19 Alert Level 4 Shutdown

Agenda item 5.1 document number A3373028, pages 12 - 14 refers

Resolution  2021/51

Moved:       Mayor John Carter

Seconded:  Cr Rachel Smith

That Council:

a)      approve not invoicing Kerikeri water customers in September 2021.

b)      approve the issue of one invoice only in March 2022.

c)      approve staff working with consumers on payment plans to alleviate the impact of only invoicing once in 2021/2022.

In Favour:       Crs John Carter, Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

6            Karakia Whakamutunga / Closing Prayer

Chief Executive Shaun Clarke closed the meeting with a karakia.

7            Meeting Close

The meeting closed at 1:14 pm.

 

The minutes of this meeting will be confirmed at the  Council Meeting held on 27 October 2021.

 

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

CHAIRPERSON


Ordinary Council Meeting Agenda

4 November 2021

 

   MINUTES OF Far North District Council
Ordinary Council Meeting
HELD AT THE
Held virtually via Microsoft TEAMs
ON
Thursday, 23 September 2021 AT 10.00 am

 

PRESENT:                   Mayor John Carter (HWTM), Cr Ann Court, Cr David Clendon, Cr Dave Collard, Cr Felicity Foy, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania, Cr John Vujcich

IN ATTENDANCE:      Mike Edmonds (Kaikohe-Hokianga Community Board Chairperson), Adele Gardner (Te Hiku Community Board Chairperson), Belinda Ward (Bay of Islands-Whangaroa Community Board)

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

1            Karakia Timatanga / Opening Prayer

Councillor Moko Tepania commenced the meeting with the Council prayer in Te Reo Māori.

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

Councillor Smith declared a conflict of interest for Item 6.6 – Exemption to be Granted – Section 7 of the Local Government Act 2002 – Council Controlled Organisatons.

3            ngā tono kōrero / Deputation

Nil.

4            NGĀ KŌRERO A TE KOROMATUA / MAYORAL ANNOUNCEMENTS   

-     Ongoing discussion in regards to Three Waters and the future of local Government.

Local Government New Zealand will be holding a meeting next week to discuss this further. 

Staff are preparing a report on Three Waters to present to council which will be passed on the Central Government.

Northland Mayoral Forum are also drafting a paper to send to the Central Government.

-     COVID-19, there has been a slight softening in rules and allowing travel through Auckland for those with sick or dying family members.

-     Committee papers being escalated to Council for a decision will no longer be duplicated on Council Agendas, instead the full report will be referenced and a link provided to the Committee meeting agenda.

-     Councillor Foy will now join Councillors Stratford and Clendon on the digital hui panel on heritage areas.

-     Noted Item 6.5 – Housing for the Elderly, Oxford Street, Kaitaia was not included in the order paper, but included in the agenda.

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

Agenda item 5.1 document number A3052385, pages 12 - 24 refers.

Resolution  2021/52

Moved:       Mayor John Carter

Seconded:  Cr Rachel Smith

That Council confirms the minutes of the Council meeting held 12 August 2021 as a true and correct record.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

6            Reports

6.1         Vehicle Crossings Bylaw - Recommendations for Making New Bylaw

Agenda item 6.1 document number A3380268, pages 25 - 63 refers.

Resolution  2021/53

Moved:       Cr Rachel Smith

Seconded:  Cr Dave Collard

That Council:

a)    agree to the recommendations in the Staff report on submissions and recommendations for consideration in Attachment 1 that:

i)          No changes are made to clauses 12, 15, 16, 18, 21, 22 and 23 in the draft bylaw.   

ii)         Clause 4 is changed by:

1)      Adding the words “reconstruction, upgrading and relocation” after the word “construction”

2)      Deleting the words “and repair” after the words “and relocation”;

3)      Inserting the word “vehicular” after the words “vehicle crossings giving”;

4)      Adding the words “or another design approved by the council” after “engineering standards for vehicle crossings”.

iii)        Clause 5 is changed by:

1)      Deleting the definition of berm;

2)      Adding to the definition of vehicle crossing, the words “, but does not include paddock entrances with less than ten (10) stock movements per month” after “accessing the property”;

3)      Deleting subclause (2) and replacing with a new Clause 2:

“2. Related information boxes

Boxes headed ‘Related information’ in this bylaw are for information purposes only, and –

(a)     they do not form part of the bylaw; and

(b)     cannot be considered in the interpretation or application of a provision of this bylaw; and

(c)     may be inserted, amended or removed without formality”

4)      Adding a “related information box” referring to a new diagram to supplement the written definition of a vehicle crossing:

“The terminology associated with vehicle crossings is illustrated in diagram 1 in the Schedule to this bylaw”.

iv)        Clause 6 is changed by:

1)      In subclause (1), deleting the word “widen” and replacing with the word “upgrade”;

2)      In subclause (2), replacing the word “widened” with “upgraded”;

3)      In subclause (2), adding the words: “, or permission has been granted by the council for a private road or right-of-way under section 348 of the Local Government Act 1974” after “has been granted for this work”;

4)      Adding a new subclause (3): “An approval is not required to conduct minor repairs or to maintain a vehicle crossing”;

5)      Adding further information to the “related information” box as follows:

“Approvals are required for:

·    Construction i.e. building a new vehicle crossing

·    Reconstruction i.e. rebuilding a crossing which is broken and/or not fit for purpose

·    Upgrading e.g. widening a crossing, replacing metal with tarseal, replacing a culvert, or making safety improvements to a crossing

·    Relocating i.e. moving a crossing from one place to another.

Approvals are not required for:

·    Minor repairs i.e. refurbishing a crossing that is showing signs of wear and tear but is not broken (such as repairing a pothole)

·    Maintenance e.g. resealing the surface of the crossing with existing seal material or cleaning a culvert.

Whether or not an approval is required for work on the vehicle crossing, a Work Access Permit is required for all work on the road corridor (see clause 17). This is required under the National Code of Practice for Utility Operators' Access to Transport Corridors”.

v)         Clause 7 is changed by:

1)      Adding “or other council-approved design” after “appropriate engineering standard”;

2)      Adding “Council will respond to the applicant in 30 working days or less” after “the proposed vehicle crossing”.

vi)        Clause 8 is changed by:

1)      Adding the words “in its sole discretion” after “may grant an approval”;

2)      Adding the words “or other design approved by the council” after “the appropriate engineering standard”;

3)      Adding a new paragraph (b): “the council is satisfied that the proposed vehicle crossing will not cause undue impacts involving road safety or damage to the environment”.

vii)       Clause 9 is changed by:

1)      Adding the words “or other design approved by the council” after “appropriate engineering standard” in paragraph (a);

2)      Adding the words “or other design approved by the council” after “specified engineering standard” in paragraph (b);

3)      Replacing the word “mention” with “notice” in paragraph (b).

viii)      Clause 10 is changed by:

1)      Adding a “related information box” below paragraph (a).

“Chapter 15 of the District Plan (‘Transportation’) covers areas such as parking and access to private properties including where access is permitted and not permitted. It lists the criteria that will be used to assess road access such as traffic safety and congestion, foreseeable future changes to traffic patterns in the area, and the safety of pedestrians, disabled persons and cyclists, etc.”;

2)      Adding the words “the positioning of grates, and compliance with any covenants relating to the site” after “sump or utility connection” in paragraph (b).

ix)        Clause 11 is changed by:

1)      Adding the words “at a time” after “twelve (12) months” in subclause (1);

2)      Adding a “related information box” after subclause (2):

“If a temporary crossing is not being used currently but will be used again in many years’ time, as is common in the forestry industry, it will not have fulfilled its purpose and there is no need to remove the crossing unless it is unsafe or is causing damage to the road or drainage system”.

x)         Clause 13 is changed by:

1)      Deleting the words “twelve (12) months” and replacing with the words “3 years” in subclauses (1) and (2).

xi)        Clause 14 is changed by:

1)      Deleting the words “to another person or” and add the words “or to a different location at the property concerned” after the words “to another property” in subclause (2);

2)      Adding a new subclause (3): “Approvals may be transferred to another person at the same property, such as a new property owner, if the council has been notified in writing of this transfer”.

xii)       Clause 19 is changed by:

1)      Deleting the word ‘repair’ from subclause (1);

2)      Adding a new subclause (2): “Before issuing a written notice, the council will consult with the property owner regarding the best course of action.  This discussion will cover observed issues with the vehicle crossing such as safety concerns, and the crossing’s current and intended future use”.

xiii)      Clause 20 is changed by:

1)      Adding a new subclause (2): “Before issuing a written notice, the council will consult with the property owner regarding the best course of action.  This discussion will cover why the council considers the vehicle crossing is redundant or in excess of the reasonable requirements of the owner or occupier and will ascertain what is the crossing’s current and intended future use, if any”.

b)    agree the Vehicle Crossings Bylaw in Attachment 2:

i)     is the most appropriate form of bylaw; and

ii)    does not give rise to any implications under the New Zealand Bill of Rights Act 1990.

c)      under section 145 of the Local Government Act 2002 and section 22AB(zk) of the Land Transport Act 1998, make the Vehicle Crossings Bylaw in Attachment 2.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

6.2         Treated Water Supply Bylaw - Recommendations for Making New Bylaw

Agenda item 6.2 document number A3380339, pages 64 - 118 refers.

Resolution  2021/54

Moved:       Mayor John Carter

Seconded:  Cr Rachel Smith

That Council:

a)      agree to the recommendations in the Staff report on submissions and recommendations for consideration in Attachment 1 that:

i)       No changes are made to clauses 6, 8, 10, 16, 17 to 19, 24, 26 to 30, 32 and 36 in the draft bylaw.   

ii)      Clause 4 is changed by:

1)      Adding the words “This applies to the supply of treated water from council-owned water schemes, not privately owned schemes.” after “from misuse”:

iii)     Clause 5 is changed by:  

1)      Adding a new definition:

“Drinking water emergency means a situation where water supply restrictions or interruptions may arise from:

(a)     water supply shortage or drought; or

(b)     water supply contamination or pollution; or

(c)     water supply infrastructure emergency repair; or

(d)     a natural failure or disruption to water supply which may endanger public health.

These emergencies may be initiated by the following authorities: The Minister of Health, the Medical Officer of Health, the Regional Council, the Council, and the Civil Defence Emergency Management Group”.

2)      Adding a new “related information” box:

“In section 4 of the Civil Defence Emergency Management Act 2002 the definition of emergency includes failure or disruption to a lifeline utility.  An entity that supplies or distributes water to inhabitants of a city or district is a lifeline utility.

Section 69S of the Health Act 1956 provides the council may restrict or interrupt the supply of water in the event of emergency repairs but must notify the Medical Officer of Health within 24 hours and take all practicable steps to advise affected persons.

Section S69T of the Health Act 1956 provides the council must notify authorities if it identifies or foresees a risk to the adequate supply of drinking water and request these authorities apply their powers to mitigate the water supply risk.  The authorities include the Medical Officer of Health, Fire and Emergency New Zealand, and the Northland Regional Council.

S69ZZA of the Health Act 1956 provides for the Minister of Health to declare a drinking water emergency if there is a serious risk of harm to public health arising from drinking water or if there is a lack of drinking water available.

Section 329 of the Resource Management Act 1991 provides the Northland Regional Council the right to issue water shortage directions which may restrict water takes”.

3)      Deleting subclause 5(2) and replacing with a new clause (clause 2):

“2. Related information boxes

Boxes headed “Related information” in this bylaw are for information purposes only, and –

(a)     they do not form part of this bylaw; and

(b)     cannot be considered in the interpretation or application of a provision of this bylaw; and

(c)     may be inserted, amended or removed without any formality.”

iv)     Clause 7 is changed by:

1)      Adding the following “related information” box after subclause (3):

“Approximately 400mm of the service pipe between the meter reader and the customer’s pipe is technically on council-owned property. Any work required by the customer on this section of the customer’s pipe is acceptable to the council”

v)      Clause 9 is changed by:

1)      Adding the words: “Customers can receive both ordinary and extraordinary supply” at the end of the existing “related information” box.

vi)     Clause 11 is changed by:

1)      Adding a new subclause “(3) A person who wants water supplied under subclause (1)(a) must be registered with the drinking water regulator”;

2)      Adding a “related information” box after the new subclause (3):

“The Director General of Health maintains the drinking water register.  Under section 69G of the Health Act 1956, the drinking water register means the register of drinking water suppliers and supplies maintained under section 69J of the Health Act 1956, which includes bulk water carriers”

vii)    Clause 12 is changed by:

1)      Adding a “related information” box after subclause (2):

“Section 69S(3) of the Health Act 1956 states a maximum timeframe of 8 hours for a planned interruption to supply, after which the supplier must have taken all reasonable steps to notify affected parties”.

viii)   Clause 13 is changed by:

1)      Adding a new “related information” box:

“The council applies a tolerance of ±3% to determine whether a customer’s water meter is reading correctly or incorrectly”.

ix)     Clause 14 is changed by:

1)      Adding the words “, excluding drinking water” after the words “treated water” in subclause (1);

2)      Adding the following words to the “related information” box:

“The Council can put in place treated water restrictions for health and safety reasons under section 145 of the Local Government Act 2002 as a precautionary step to avoid running out of water.  As of June 2021, these restrictions are explained on the waterwise website (Be water wise | Be water wise Northland), as follows:

Level Two: No sprinklers

Level Three: No hoses or sprinklers

Level Four: Essential use only - water suppled can only be used for drinking or cooking, to wash clothes and take showers”.

x)      Clause 15 is changed by:

1)      Replacing subclause (1) with: “During a drinking water emergency, the council may restrict, interrupt or prohibit the use of treated water.”;

2)      Adding a “related information” box after subclause (2):

“Examples of a drinking water emergency are when:

•        drought or water supply shortage has been identified;

•        water supply has been polluted or contaminated;

•        water supply infrastructure requires emergency repairs;

•        a natural failure or a disruption to the water supply occurs which is likely to endanger public health”.

xi)     Clause 21 is changed by:

1)      Replacing the words “in accordance with the following criteria” with “by considering the following matters”;

2)      Replacing the word “assess” with “consider” in subclauses (2), (3), (4) and (5).

xii)    Clause 22 is changed by:

1)      In subclause (1) adding the words “or decline” after “may grant” and replacing the words “if it is satisfied the application meets the assessment criteria” with “at its sole discretion based on consideration of the factors”;

2)      Deleting subclause (2) “The council may decline an application for an approval if it does not meet the assessment criteria in clause 22”.

xiii)   Clause 23 is changed by:

1)      Adding “, except where drinking water is involved” after “may be supplied” in paragraph (c).

xiv)   Clause 25 is changed by:

1)      Adding a new paragraph (b) in subclause (2) “providing any information requested by the council to demonstrate that any conditions under Clause 23 continue to be met”;

2)      Adding a new subclause (2) “An application for renewal must be made in the same manner as an application for an approval, with any necessary modifications”;

3)      Adding a new subclause (3) “The application for renewal will be assessed based on consideration of the factors described in clause 21”.

xv)    Clause 26 is changed by:

1)      Adding a new subclause (3) “The application for amendment will be assessed based on consideration of the factors described in clause 21”.

xvi)   Clause 28 is changed by:

1)      Adding the words “or the health and safety of any person” after “the water supply system” in subclause (1) paragraph (b).

xvii)  Clause 31 is changed by:

1)      In subclause (3) deleting the words “5 working days” and substituting “10 working days, except if the notice is given under subclause (2)(c), where the customer must comply within 5 working days”;

2)      In subclause (4) deleting the word “shall” and substituting the word “must”.

xviii) Clause 35 is changed by:

1)      Deleting the amount “$20,0000” and substituting the amount “$20,000”.

xix)   Clause 37 is changed by:

1)      In subclause (1) adding the words “, except for ordinary supply approvals,” after the words “in clause 36”.

b)      agree the Treated Water Supply Bylaw in attachment 2:

i)       is the most appropriate form of bylaw; and

ii)      the bylaw provisions are considered reasonable limits on the rights in the New Zealand Bill of Rights Act 1990.

c)      under sections 145 and 146 of the Local Government Act 2002, make the Treated Water Supply Bylaw in Attachment 2.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

6.3         Appointed Member Allowances Policy

Agenda item 6.3 document number A3298961, pages 119 - 125 refers.

Resolution  2021/55

Moved:       Mayor John Carter

Seconded:  Cr Kelly Stratford

That Council adopts the Appointed Members Allowances Policy.

 

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Cr Mate Radich

Carried

Note: Councillors request an update be provided offline once all Northland Councils have adopted their Appointed Member Allowances Policy.

 

6.4         Update of Policy - Appointment of Directors to Council Organisations

Agenda item 6.4 document number A3382028, pages 126 - 134 refers.

Resolution  2021/56

Moved:       Cr John Vujcich

Seconded:  Cr Dave Collard

That Council approve the updated Policy 2117 – Appointment and Remuneration of Directors for Council Organisations.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Moko Tepania and John Vujcich

Against:           Cr Kelly Stratford

Abstained:       Cr Mate Radich

Carried

 

6.5         Housing for the Elderly, Oxford Street, Kaitaia

Agenda item 6.5 document number A3368007, pages 135 – 160 refers.

Resolution  2021/57

Moved:       Cr Felicity Foy

Seconded:  Cr Dave Collard

That Council:

a)      approves Option 2 to demolish the units at Lot 25, DP13820 – Oxford Street, Kaitaia due to structural deficiencies which make these units unsafe for habitation.

b)      approves an Operational budget of $60,000 for the demolition of the units at Lot 25, DP13820 – Oxford Street, Kaitaia and;

c)      leaves the site vacant pending future work on divestment of the Housing for the Elderly portfolio

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Abstained:       Cr Mate Radich

Carried

Note: Staff would look at future options for the Oxford Street property, additional to the context of the housing for the elderly rationalisation project by Far North District Council.

 

6.6         Exemption to be Granted - Section 7 of the Local Government Act 2002 - Council Controlled Organisations

Agenda item 6.6 document number A3279339, pages 161 - 164 refers.

Resolution  2021/58

Moved:       Mayor John Carter

Seconded:  Cr Moko Tepania

That Council grant the following exemptions under Section 7 of the Local Government Act 2002:

a)      Roland’s Wood Trust is exempt under Section 7(3)-(5) of the Local Government Act 2002 on the grounds that the Trust is considered to be “a small organisation”;

b)      Te Ahu Charitable Trust is exempt under Section 7(3)-(5) of the Local Government Act 2002 on the grounds that the Trust is considered to be “a small organisation”;

c)      Pou Herenga Tai Twin Coast Cycle Trail Charitable Trust is exempt under Section 7(3)-(5) of the Local Government Act 2002 on the grounds that the Trust is considered to be “a small organisation;

d)      where the Trust Deeds requires financial statements to be prepared and an auditor appointed, the organisations are not exempted from these requirements and audited accounts must be presented to Council within six (6) months of the organisation’s balance date.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Abstained:       Cr Rachel Smith

Carried

 

6.7         Update Alternate on Northland Regional Council Civil Defence Emergency Management Group

Agenda item 6.7 document number A3384332, pages 165 - 167 refers.

Resolution  2021/59

Moved:       Mayor John Carter

Seconded:  Cr John Vujcich

That Council agree to appoint Councillor Stratford as the alternate to the Civil Defence Emergency Management Group on behalf of Far North District Council.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Moko Tepania and John Vujcich

Against:           Nil

Abstained:       Cr Kelly Stratford

Carried

 

6.8         2021 Meeting Schedule Amendment

Agenda item 6.8 document number A3382579, pages 168 - 171 refers.

Resolution  2021/60

Moved:       Mayor John Carter

Seconded:  Cr Kelly Stratford

That Council adopt the amended 2021 calendar as attached.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

6.9         Nomination of Elected Members to the Rangitane Maritime Development and Otawere Water Storage Reservoir Hearings Panels

Supplementary Agenda item 6.9 document number A3396644, pages 4 - 7 refers.

Resolution  2021/61

Moved:       Mayor John Carter

Seconded:  Cr John Vujcich

That Council nominate:

a)      Councillor David Clendon as the Elected Member nominee for the Otawere Water Storage Reservoir Fast Track Consenting Project Panel; and

b)      One Independent Hearings Commissioner as nominee for the Rangitane Maritime Development Fast Track Consenting Project Panel.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Abstained:       Cr David Clendon

Carried

 

7            Information Reports

7.1         Community Board Updates September 2021

Agenda item 7.1 document number A3377000, pages 172 - 203 refers.

Resolution  2021/62

Moved:       Mayor John Carter

Seconded:  Cr John Vujcich

That Council note the following Community Board minutes:

a)      Te Hiku Community Board, 24 August 2021.

b)      Kaikohe-Hokianga Community Board, 04 August 2021.

c)      Bay of Islands-Whangaroa Community Board, 5 August 2021 and 02 September 2021.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

7.2         Council Action Sheet Update September 2021

Agenda item 7.2 document number A3376599, pages 204 - 211 refers.

Resolution  2021/63

Moved:       Mayor John Carter

Seconded:  Cr John Vujcich

That Council receive the report Action Sheet Update September 2021.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Abstained:       Cr Mate Radich

Carried

 

7.3         CEO Report to Council 01 May 2021 - 30 June 2021

Agenda item 7.3 document number A3295206, pages 212 - 253 refers.

Resolution  2021/64

Moved:       Mayor John Carter

Seconded:  Cr Moko Tepania

That the Council receive the report CEO Report to Council 01 May 2021 - 30 June 2021

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

8            te wāhanga tūmataiti / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution  2021/65

Moved:       Mayor John Carter

Seconded:  Cr Moko Tepania

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

8.1 - Confirmation of Previous Minutes - Public Excluded

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.2 - Rating Sale Te Hiku

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.3 - Coopers Beach Youth Camp - Remission Request

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.4 - Kaitaia Water Project

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

Confirmation of Information and Decisions to be released in Public

RESOLUTION  2021/57

Moved:       Mayor John Carter

Seconded:  Cr Moko Tepania

That Council confirms the following decisions contained in the part of the meeting held with public excluded be restated in public meeting as follows:

8.2 Rating Sale Te Hiku

That the Council endorse the commencement of the rating sale process to collect the outstanding rates and costs of $REDACTED in relation to REDACTED, Kaitaia.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Cr Mate Radich

Abstained:       Cr Felicity Foy

carried

9            Karakia Whakamutunga / Closing Prayer

Member Moko Tepania closed the meeting with a karakia/prayer.

10          Meeting Close

The meeting closed at 1.28 pm.

 

The minutes of this meeting will be confirmed at the Ordinary Council meeting held on 27 October 2021.

 

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

CHAIRPERSON


Ordinary Council Meeting Agenda

4 November 2021

 

   MINUTES OF Far North District Council
Extraordinary Council Meeting
HELD AT THE
Virtually via Microsoft Teams
ON
Thursday, 21 October 2021 AT 1.00 pm

PRESENT:              Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr David Clendon, Cr Dave Collard, Cr Felicity Foy, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania, Cr John Vujcich

IN ATTENDANCE: Mike Edmonds (Member), Adele Gardner (Te Hiku Community Board Chairperson), Belinda Ward (Bay of Islands-Whangaroa Community Board), Dale Ofsoske (Electoral Officer), William J Taylor, MBE (Chief Executive Officer, Acting), Dean Myburgh (General Manager District Services), Andy Finch (General Manager Infrastructure and Asset Management), Darren Edwards (General Manager Strategic Planning and Policy)

1            Karakia Timatanga / Opening Prayer

His Worship the Mayor commenced the meeting with a prayer.

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

Nil

3            ngā tono kōrero / Deputation

Nil4

4            NGĀ KŌRERO A TE KOROMATUA / MAYORAL ANNOUNCEMENTS   

 Nil

5            Reports

5.1         Representation Review 2021 - Deliberation on Submissions

Agenda item 5.1 document number A3413095, pages 12 - 46 refers.

Resolution  2021/52

Moved:       Mayor John Carter
Seconded:  Deputy Mayor Ann Court

That Council:

a) note the 129 valid submissions received on the Representation Review Initial Proposal for the 2022 triennial local government elections;

b) in deliberating on submissions relating to the Representation Review Initial Proposal for the 2022 triennial local government elections makes the following amendments to its initial proposal:

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 


 

4.1         One general ward and one Māori ward with at large voting

motion

Moved:       Cr Moko Tepania
Seconded:  Deputy Mayor Ann Court

That Council amend the initial proposal to establish one general ward and one Māori ward for the 2022 Election.

In Favour:       Deputy Mayor Ann Court, Rachel Smith and Moko Tepania

Against:           Mayor John Carter, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Kelly Stratford and John Vujcich

lost 3/7

Motion

Moved:       Cr Felicity Foy
Seconded:  Cr Dave Collard

That Council amend the initial proposal to establish 3 Māori wards, following the general ward boundaries.

In Favour:       Dave Collard and Felicity Foy

Against:           Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Abstained:       Mate Radich

lost 2/7

 

3.15       Do you agree with Council’s proposal to increase the number of councillors from nine to ten?

Motion  

Moved:       Cr Mate Radich
Seconded:  Cr Kelly Stratford

That Council amend the initial proposal to 12 councillors:

i.    8 General

ii.    4 Māori

In Favour:       Dave Collard, Mate Radich and Kelly Stratford

Against:           Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Felicity Foy, Rachel Smith, Moko Tepania and John Vujcich

lost 3/7


 

Motion  

Moved:       Deputy Mayor Ann Court
Seconded:  Cr Moko Tepania

That Council amend the initial proposal to 14 councillors:

i.    9 General

ii.    5 Māori

In Favour:       Deputy Mayor Ann Court

Against:           Mayor John Carter, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

lost 1/9

Motion  

Moved:       Cr Moko Tepania
Seconded:  Cr John Vujcich

That Council amend the initial proposal to 20 councillors:

i.    12 General

ii.    8 Māori

In Favour:       Deputy Mayor Ann Court, Rachel Smith, Moko Tepania and John Vujcich

Against:           Mayor John Carter, David Clendon, Dave Collard, Felicity Foy, Mate Radich and Kelly Stratford

lost 4/6

Motion  

Moved:       Cr Felicity Foy
Seconded:  Mayor John Carter

That Council amend the initial proposal to 9 councillors:

i.    6 General

ii.    3 Māori

In Favour:       Dave Collard, Felicity Foy and Mate Radich

Against:           Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

lost 3/7

At 2:35 pm, Cr Mate Radich left the meeting.

At 2:41 pm, Cr David Clendon left the meeting due to technical difficulties.

 


3.1     Do you support all of Awanui being included in the Whatuwhiwhi subdivision?


 

Motion  

Moved:       Cr Felicity Foy
Seconded:  Cr Dave Collard

That Council amend the initial proposal to move all of Awanui to North Cape subdivision.

In Favour:       Dave Collard, Felicity Foy and John Vujcich

Against:           Mayor John Carter, Deputy Mayor Ann Court, Rachel Smith, Kelly Stratford and Moko Tepania

lost 3/5

At 2:44 pm, Cr David Clendon returned to the meeting.

3.7         Do you support the establishment of a new Waipapa subdivision within the Bay of Islands-Whangaroa ward?

Resolution  2021/53

Moved:       Mayor John Carter
Seconded:  Cr Rachel Smith

That Council amend the initial proposal to adopt Option 1 - Alter Te Pēwhairangi-Whangaroa Community Board subdivision boundaries as follows:

a) Meshblocks 0044008 and 4010073 to be added to the Kerikeri Subdivision from the
Waipapa Subdivision.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

Deputy Mayor Ann Court declared conflict of interest on item 3.8 in the agenda.

3.10       Do you support Maromākū and Waiomio moving to the Russell-Ōpua subdivision?

Resolution  2021/54

Moved:       Cr Kelly Stratford
Seconded:  Cr Rachel Smith

That Council amend the initial proposal to alter Te Pēwhairangi-Whangaroa Community Board subdivision boundaries as follows;

a)   Meshblocks 0046100, 0046400, 0046700, 0046801, 0047801 to be added to the Kawakawa-Moerewa Subdivision from the Russell-Ōpua Subdivision.

to recognise Maromākū and Waiomio as communities of interest within the Kawakawa-Moerewa subdivision rather than the Russell-Ōpua subdivision and that Council note that it will be non-compliant with the +/- 10% rule but can be justified by not splitting communities of interest.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

3.11       Do you support renaming the Bay of Islands-Whangaroa ward to its Māori name, Te Pēwhairangi-Whangaroa?

Resolution  2021/55

Moved:       Cr Rachel Smith

Seconded:  Cr David Clendon 

That Council amend the initial proposal and Te Pēwhairangi-Whangaroa be changed to Bay of Islands-Whangaroa (retain the existing ward name).

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford and John Vujcich

Against:           Moko Tepania

Carried

6          Karakia Whakamutunga / Closing Prayer

Cr Moko Tepania closed with a karakia.

7            Meeting Close

The meeting closed at 3:15 pm.

 

The minutes of this meeting will be confirmed at the Council Meeting held on 4 November 2021.

 

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

CHAIRPERSON

 


Ordinary Council Meeting Agenda

4 November 2021

 

6            Reports

6.1         Committee Recommendations and Resolutions - October 2021

File Number:           A3450795

Author:                    Marlema Baker, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

TAKE PŪRONGO / Purpose of the Report

To increase governance oversight of Committee resolutions and discussion. And communicate recommendations from Committees to Council.

WHAKARĀPOPOTO MATUA / Executive SummarY

·    This report includes 6 recommendations to Council from the Strategy and Policy Committee.

·    Links to the agendas containing the reports that formed the basis of recommendations are included in this report.

·    No other Committee resolved to recommend to Council in their public session.

·    Copies of the Committee meeting minutes are attached for information.

 TŪTOHUNGA / Recommendation

That Council:

a)    adopt the Far North 2100 Strategy.

b)    agree the Road Speed Limit Policy continue without amendment.

c)    agree the Community Initiated Infrastructure – Roading Contributions Policy, and the Limits of Council Responsibility for Formation / Maintenance of Roads Policy be continued with amendment.

d)    agree the Dust Management Policy, Private Roads and Rights of Way Policy, Road Maintenance Policy, and Road Mirrors – Private Crossings Policy be revoked.

e)    agree to develop a new Naming Policy for roads, open spaces, and Council facilities.

f)     support in principle the Far North Spaces and Places Plan as the plan to implement Kōkiri ai Te Waka Hourua 2021-2030; and that an enablement plan be developed in support of the 2022 Annual Plan.

 

tĀHUHU KŌRERO / Background

This report is a new addition to the Council agenda in an effort to provide greater governance oversight of discussions that occur at Committee meetings and to avoid duplication of reading for Councillors for decisions that are recommended to them from each Committee meeting.

Copies of Committee meeting minutes that have occurred since the last Council meeting are attached for information.

From time to time, Committee’s discuss items that are outside their delegations. This report when necessary, will highlight recommendations from each Committee to Council for decision.

Information about Council, Committee or Community Board meetings is publicly available at https://infocouncil.fndc.govt.nz/


 

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Since the last Council meeting the following Committee meetings have occurred:

12 October 2021 – Regulatory Compliance Committee meeting

·    Link to the agenda

·    No recommendations to Council

13 October 2021 – Infrastructure Committee meeting

·    Link to the agenda

·    No recommendations to Council

19 October 2021 – Strategy and Policy Committee meeting

·    Link to the agenda

·    The Strategy and Policy Committee made a total of 6 recommendations to Council.

·    The recommendations are listed below as well as in the recommendation above

·    adopt the Far North 2100 Strategy.

·    agree the Road Speed Limit Policy continue without amendment.

·    agree the Community Initiated Infrastructure – Roading Contributions Policy, and the Limits of Council Responsibility for Formation / Maintenance of Roads Policy be continued with amendment.

·    agree the Dust Management Policy, Private Roads and Rights of Way Policy, Road Maintenance Policy, and Road Mirrors – Private Crossings Policy be revoked.

·    agree to develop a new Naming Policy for roads, open spaces, and Council facilities.

·    support in principle the Far North Spaces and Places Plan as the plan to implement Kōkiri ai Te Waka Hourua 2021-2030; and that an enablement plan be developed in support of the 2022 Annual Plan.

20 October 2021 – Assurance Risk and Finance Committee meeting

·    Link to the agenda

·    No recommendations to Council

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

This report does not intend to repeat the financial implications, options or decision-making requirements for the recommendations listed. Please review the agendas via the provided links for further information.

Āpitihanga / Attachments

1.       Regulatory Compliance Minutes - 12 October 2021 - A3433699

2.       Infrastructure Committee Minutes - 13 October 2021 - A3437429

3.       Strategy and Policy Minutes - 19 October 2021 - A3444400

4.       Assurance, Risk and Finance Minutes - 20 October 2021 - A3442633  

 


Ordinary Council Meeting Agenda

4 November 2021

 

   MINUTES OF Far North District Council
Regulatory Compliance Committee Meeting
HELD AT THE
held virtually via Microsoft TEAMs
ON
Tuesday, 12 October 2021 AT 1.00 pm

 

PRESENT:              Chairperson Kelly Stratford, Cr Dave Collard, Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr Rachel Smith, Cr John Vujcich, Member Belinda Ward

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

1            Karakia TimatAnga – Opening Prayer

Chair Kelly Stratford opened the meeting with a karakia.

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

No apologies or declarations of interest at the time of the meeting.

3            Ngā Tono Kōrero / Deputation

No deputations at the time of the meeting.

4            Confirmation of Previous Minutes

4.1         Confirmation of Previous Minutes

Agenda item 4.1 document number A3052648, pages 14 - 18 refers.

Resolution  2021/29

Moved:       Cr John Vujcich

Seconded:  Cr Dave Collard

That the Regulatory Compliance Committee confirms that the minutes of the meeting of the Committee held 7 September 2021 are a true and correct record.

In Favour:       Crs Kelly Stratford, Dave Collard, John Carter, Ann Court, Rachel Smith, John Vujcich and Belinda Ward

Against:           Nil

Carried

5            Information Reports

5.1         Noise Control and Parking Enforcement Update

Agenda item 5.1 document number A3404022, pages 19 - 31 refers

Resolution  2021/30

Moved:       Cr Dave Collard

Seconded:  Mayor John Carter

That the Regulatory Compliance Committee receive the report Noise Control and Parking Enforcement Update.

In Favour:       Crs Kelly Stratford, Dave Collard, John Carter, Ann Court, Rachel Smith, John Vujcich and Belinda Ward

Against:           Nil

Carried

 

5.2         Environmental Health Services: Food Licensing Update

Agenda item 5.2 document number A3414998, pages 32 - 57 refers

Resolution  2021/31

Moved:       Cr Rachel Smith

Seconded:  Deputy Mayor Ann Court

That the Regulatory Compliance Committee receive the report Environmental Health Services: Food Licensing Update.

In Favour:       Crs Kelly Stratford, Dave Collard, John Carter, Ann Court, Rachel Smith, John Vujcich and Belinda Ward

Against:           Nil

Carried

 

5.3         DIstrict Services Monthly business Report for August 2021

Agenda item 5.3 document number A3428935, pages 58 - 99 refers

Resolution  2021/32

Moved:       Deputy Mayor Ann Court

Seconded:  Cr Dave Collard

That the Regulatory Compliance Committee receive the report District Services Monthly business Report for August 2021.

In Favour:       Crs Kelly Stratford, Dave Collard, John Carter, Ann Court, Rachel Smith, John Vujcich and Belinda Ward

Against:           Nil

Carried

 

5.4         Regulatory Compliance Committee Action Sheet Update October 2021

Agenda item 5.4 document number A3410304, pages 100 - 102 refers

Resolution  2021/33

Moved:       Cr Rachel Smith

Seconded:  Mayor John Carter

That the Regulatory Compliance Committee receive the report Action Sheet Update October 2021.

In Favour:       Crs Kelly Stratford, Dave Collard, John Carter, Ann Court, Rachel Smith, John Vujcich and Belinda Ward

Against:           Nil

Carried

6            Karakia Whakamutunga – Closing Prayer

Chair Kelly Stratford closed the meeting with a karakia

7            tE kAPINGA hUI / Meeting Close

The meeting closed at 2:34 pm.

 

The minutes of this meeting will be confirmed at the Regulatory Compliance Committee Meeting held on 30 November 2021.

 

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

CHAIRPERSON


Ordinary Council Meeting Agenda

4 November 2021

 

MINUTES OF Far North District Council
Infrastructure Committee Meeting
HELD AT THE
held virtually via Microsoft TEAMs
ON
Wednesday, 13 October 2021 AT 1.00 pm

PRESENT:              Chairperson Felicity Foy, Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich, Member Mike Edmonds, Member Adele Gardner

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

1            Karakia TimatAnga – Opening Prayer

At 1:01 pm, Cr Rachel Smith left the meeting.

Cr Kelly Stratford opened with a karakia.

At 1:04 pm, Cr Rachel Smith returned to the meeting.

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

Apology

Apology 2021/29

Moved:       Chairperson Felicity Foy

Seconded:  Cr Kelly Stratford

That the apology for lateness received from His Worship the Mayor be accepted.

In Favour:       Deputy Mayor Ann Court, Cr Felicity Foy, Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Member Mike Edmonds, Member Adele Gardner

Against:           Nil

carried

 

At 1:13 pm, Cr John Vujcich joined the meeting.

3            Ngā Tono Kōrero / Deputation

Mark Osborne spoke in regard to the Mangonui Waterfront project.

At 1:14 pm, Mayor John Carter joined to the meeting.

4            Confirmation of Previous Minutes

4.1         Confirmation of Previous Minutes

Agenda item 4.1 document number A3052566, pages 14 - 17 refers.

Resolution  2021/30

Moved:       Chairperson Felicity Foy

Seconded:  Cr Kelly Stratford

That the Infrastructure Committee confirm that the minutes of the meeting held 8 September 2021 be confirmed as a true and correct record.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Cr Felicity Foy, Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Member Mike Edmonds, Member Adele Gardner

Against:           Nil

Carried

At 1:20 pm, Cr Rachel Smith left the meeting. At 1:22 pm, Cr Rachel Smith returned to the meeting.

5            Information Reports

5.1         Agreed process for acquiring land

Agenda item 5.1 document number A3299025, pages 18 - 20 refers.

motion

Moved:       Chairperson Felicity Foy

Seconded:  Mayor John Carter

That the Infrastructure Committee note that staff will use the Public Works Act 1981 process for all land and property acquisition.

Amendment

Moved:       Member Mike Edmonds

Seconded:  Cr John Vujcich

That the definition of action under Public Works Act 1981, that is excluded from delegated authority, be understood to include any part of the process that is understood by the landowner to have possible compulsory aquisition as its endpoint.

In Favour:       Cr Felicity Foy, Cr Dave Collard, Cr John Vujcich, Member Mike Edmonds and Member Adele Gardner

Against:           Mayor John Carter, Deputy Mayor Ann Court and Cr Rachel Smith

Abstained:       Cr Kelly Stratford

carried

At 2:05 pm, Mayor John Carter left the meeting.

Meeting Adjourned 2:13pm

Moved:       Cr Kelly Stratford

Seconded:  Member Adele Gardner

That the meeting of Infrastructure Committee be adjourned.

carried

The amendment became the substantive motion.

RESOLUTION 2021/31

Moved:       Member Mike Edmonds

Seconded:  Cr John Vujcich

That the definition of action under Public Works Act 1981, that is excluded from delegated authority, be understood to include any part of the process that is understood by the landowner to have possible compulsory aquisition as its endpoint.

In Favour:       Cr Felicity Foy, Cr Dave Collard, Cr Kelly Stratford, Cr John Vujcich, Member Mike Edmonds and Member Adele Gardner

Against:           Deputy Mayor Ann Court and Cr Rachel Smith

Carried

At 1:54 pm, Cr Rachel Smith left the meeting. At 2:10 pm, Cr Rachel Smith returned to the meeting.

At 2:27 pm, Member Mike Edmonds left the meeting.

5.2         Infrastructure and Asset Management (IAM) Monthly Business Report for August 2021

Agenda item 5.2 document number A3402703, pages 21 - 152 refers.

Resolution  2021/32

Moved:       Cr Rachel Smith

Seconded:  Chairperson Felicity Foy

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

In Favour:       Cr Felicity Foy, Deputy Mayor Ann Court, Cr Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich and Member Adele Gardner

Against:           Nil

Carried

 

5.3         Infrastructure Committee Action Sheet Update September 2021

Agenda item 5.3 document number A3430508, page 153 refers.

Resolution  2021/33

Moved:       Chairperson Felicity Foy

Seconded:  Cr John Vujcich

That the Infrastructure Committee receive the report Action Sheet Update September 2021.

In Favour:       Cr Felicity Foy, Deputy Mayor Ann Court, Cr Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich and Member Adele Gardner

Against:           Nil

Carried

 

 

 

 

 

 

 

 

 

 

 

 

6            Te  Wāhanga Tūmatati / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution  2021/34

Moved:       Chairperson Felicity Foy

Seconded:  Cr Kelly Stratford

a)  That the public be excluded from the following parts of the proceedings of this meeting.

b) That Calvin Thomas, Trevor Green, Shakhin Sharma  from Northland Transport Alliance be permitted to remain at this meeting for items 6.2 Waimatenui Mataraua Road Rehabilitation 7/20/251, Award of Separable Portion 2 and 6.3 Maintenance and Renewal Contracts – Recommendation for Contract Extensions  after the public has been excluded, because of his knowledge of the matters to be discussed. This knowledge will be of assistance to the Committee.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

6.1 - Confirmation of Previous Minutes - Public Excluded

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

6.2 - Waimatenui Mataraua Road Rehabilitation 7/20/251, Award of Separable Portion 2.

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

6.3 - Maintenance and Renewal Contracts – Recommendation for Contract Extensions

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

In Favour:       Cr Felicity Foy, Deputy Mayor Ann Court, Cr Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich and Member Adele Gardner

Against:           Nil

Carried

 

Confirmation of Information and Decisions to be released in Public

Resolution  2021/33

Moved:       Chairperson Felicity Foy

Seconded:  Cr Dave Collard

That Infrastructure Committee confirms the information and decisions contained in the part of the meeting held with public excluded:

a)   Item 6.2: approves the award of Separable Portion 2 to United Civil Construction Ltd, increasing the overall contract sum of Contract 7/20/251 Waimatenui Matarāua Road Rehabilitation; and

b)   delegates authority to the Chief Executive to execute the associated contract variation documents; and

c)   Item 6.3 remains in public exclusion.

In Favour:       Cr Felicity Foy, Mayor John Carter, Deputy Mayor Ann Court, Cr Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich and Member Adele Gardner

Against:           Nil

Carried

 

Resolution to Readmit the Public

Resolution  2021/34

Moved:       Cr John Vujcich

Seconded:  Cr Rachel Smith

That the Infrastructure Committee moves out of Public Excluded and into Ordinary Infrastructure Committee meeting.

In Favour:       Cr Felicity Foy, Mayor John Carter, Deputy Mayor Ann Court, Cr Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich and Member Adele Gardner

Against:           Nil

Carried

 

7            Karakia Whakamutunga – Closing Prayer

Cr Kelly Stratford closed with a karakia.

8            tE kAPINGA hUI / Meeting Close

The meeting closed at 3:06 pm.

The minutes of this meeting will be confirmed at the Infrastructure Committee Meeting held on 24 November 2021.

 

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

CHAIRPERSON


Ordinary Council Meeting Agenda

4 November 2021

 

   MINUTES OF Far North District Council
Strategy and Policy Committee Meeting
HELD AT THE
held virtually via Microsoft TEAMs
ON
Tuesday, 19 October 2021 AT 1.00 pm

 

PRESENT:              Cr Rachel Smith (Chairperson), Cr David Clendon (Deputy Chairperson), Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr Dave Collard, Cr Felicity Foy, Cr Kelly Stratford, Cr Moko Tepania, Cr John Vujcich, Member Belinda Ward

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

1            Karakia TimatAnga – Opening Prayer

Cr Rachel Smith commenced the meeting and opened with a karakia.

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

2.1         Apologies and Declarations of Interest

Resolution  2021/34

Moved:       Cr Rachel Smith

Seconded:  Cr Kelly Stratford

That there are no apologies or declarations if interest.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

Carried

3            Ngā Tono Kōrero / Deputation

•             Rod Brown (1:05 pm) Slideshow presentation provided

•             Annika Dickie (1:15 pm)  - Slideshow presentation provided

•             Jane Johnston (1:25 pm)

•             Jackie Edwards-Bruce (1:35 pm) – Slideshow presentation provided

4            Confirmation of Previous Minutes

4.1         Confirmation of Previous Minutes

Agenda item 4.1 document number A3052749, pages 16 - 31 refers.

Resolution  2021/35

Moved:       Chair Rachel Smith

Seconded:  Cr Kelly Stratford

That the Strategy and Policy Committee agrees that the minutes of the meeting held 7 September 2021 be confirmed as a true and correct record.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

Carried

5            Reports

5.1         Adoption of Far North 2100

Agenda item 5.1 document number A3377402, pages 32 – 57 refers.

Resolution  2021/36

Moved:       Deputy Mayor Ann Court

Seconded:  Cr Kelly Stratford

That the Strategy and Policy Committee recommend to Council the adoption of Far North 2100 Strategy.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Crs David Clendon, Dave Collard and Felicity Foy

Carried

 

5.2         Roading Policies Review

Agenda item 5.2 document number A3379712, pages 58 - 99 refers

MOTION

Moved:       Deputy Mayor Ann Court

Seconded:  Mayor John Carter

That the Strategy and Policy Committee recommend that Council:

a)    agree, the Road Speed Limits Policy continue without amendment.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

carried 10/0

b)    agree, the Community Initiated Infrastructure – Roading Contributions Policy, and the Limits of Council Responsibility for Formation / Maintenance of Roads Policy be continued with amendment.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

carried 10/0

c)    agree, the Dust Management Policy, Private Roads and Rights of Way Policy, Road Maintenance Policy, and Road Mirrors – Private Crossings Policy be revoked.

Amendment

Moved:       Cr Kelly Stratford

Seconded:  Cr Felicity Foy

b)   agree, the Community Initiated Infrastructure – Roading Contributions Policy, and the Limits of Council Responsibility for Formation / Maintenance of Roads Policy, Dust Management Policy, and the Private Roads and Right of Ways Policy be continued with amendment;

c)   agree, the Road Maintenance Policy and Road Mirrors – Private Crossings Policy be revoked.

 

In Favour:   Crs David Clendon, Felicity Foy, Kelly Stratford, Moko Tepania and John Vujcich

Against:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, Dave Collard and Member   Belinda Ward

LOST

Resolution  2021/37

Moved:       Deputy Mayor Ann Court

Seconded:  Mayor John Carter

That the Strategy and Policy Committee recommend that Council:

a)      agree, the Road Speed Limits Policy continue without amendment.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

carried 10/0

b)      agree, the Community Initiated Infrastructure – Roading Contributions Policy, and the Limits of Council Responsibility for Formation / Maintenance of Roads Policy be continued with amendment.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

carried 10/0

c)      agree, the Dust Management Policy, Private Roads and Rights of Way Policy, Road Maintenance Policy, and Road Mirrors – Private Crossings Policy be revoked.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, Dave Collard, Moko Tepania and Belinda Ward

Against:           Crs David Clendon, Felicity Foy, Kelly Stratford and John Vujcich

carried 6/4

Carried

 

 

Meeting adjourned 3:15 pm – 3:26 pm

 

5.3         Naming Policy Proposal

Agenda item 5.3 document number A3382702, pages 100 - 110 refers

Resolution  2021/38

Moved:       Chair Rachel Smith

Seconded:  Cr Moko Tepania

That the Strategy and Policy Committee recommend that Council agree to develop a new Naming Policy for roads, open spaces, and Council facilities.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

carried 10/0Carried

 

5.4         Far North Spaces and Places Plan

Agenda item 5.4 document number A3389446, pages 111 - 169 refers

motion

Moved:       Chair Rachel Smith

Seconded:  Cr John Vujcich

That the Strategy and Policy Committee recommend that Council supports in principle the Far North Spaces and Places Plan as the plan to implement Kōkiri ai Te Waka Hourua 2021-2030.

Amendment

Moved:       Deputy Mayor Ann Court

Seconded:  Cr Felicity Foy

That the Strategy and Policy Committee recommend that Council:

a)   supports in principle the Far North Spaces and Places Plan as the plan to implement Kōkiri ai Te Waka Hourua 2021-2030; and

b)   that an enablement plan be developed in support of the 2022 Annual Plan.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Member Belinda Ward

Against:           Cr David Clendon

carried 9/1

The amendment became the substantive motion

Resolution  2021/39

Moved:       Chair Rachel Smith

Seconded:  Cr John Vujcich

That the Strategy and Policy Committee recommend that Council:

a)   supports in principle the Far North Spaces and Places Plan as the plan to implement Kōkiri ai Te Waka Hourua 2021-2030; and

b)    that an enablement plan be developed in support of the 2022 Annual Plan.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Member Belinda Ward

Against:           Nil

Abstained:       Cr David Clendon

Carried

6            Information Reports

6.1         Update on Spatial Planning

Agenda item 6.1 document number A3391562, pages 170 - 172 refers

Resolution  2021/40

Moved:       Mayor John Carter

Seconded:  Deputy Mayor Ann Court

That the Strategy and Policy Committee receive the report Update on Spatial Planning.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

Carried

6.2         Kaikohe Civic Hub Working Party update

Agenda item 6.2 document number A3270171, pages 173 - 174 refers

Resolution  2021/41

Moved:       Cr Moko Tepania

Seconded:  Cr John Vujcich

That the Strategy and Policy Committee receive the report Kaikohe Civic Hub Working Party update.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

Carried

 

6.3         Future Libraries progress report

Agenda item 6.3 document number A3344015, pages 175 – 186 refers

Resolution  2021/42

Moved:       Cr John Vujcich

Seconded:  Cr Moko Tepania

That the Strategy and Policy Committee receive the report Future Libraries progress report.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

Carried

 

6.4         Museum at Te Ahu Strategy Update

Agenda item 6.4 document number A3399124, pages 187 - 211 refers

Resolution  2021/43

Moved:       Cr Dave Collard

Seconded:  Cr John Vujcich

That the Strategy and Policy Committee receive the report Museum at Te Ahu Strategy Update.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

Carried

 

6.5         Natural and Built Environments Act Exposure Draft Submission

Agenda item 6.5 document number A3320129, pages 212 - 307 refers

Resolution  2021/44

Moved:       Chair Rachel Smith

Seconded:  Mayor John Carter

That the Strategy and Policy Committee receive the report Natural and Built Environments Act Exposure Draft Submission.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

Carried

 

At 4:44 pm, Cr Moko Tepania left the meeting.

6.6         Audit report for the 2021-31 Long Term Plan

Agenda item 6.6 document number A3334278, pages 308 - 321 refers

Resolution  2021/45

Moved:       Cr John Vujcich

Seconded:  Chair Rachel Smith

That the Strategy and Policy Committee receive the report Audit report for the 2021-31 Long Term Plan.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

Carried

 

 

 

6.7         Strategic Planning & Policy Business Quarterly Report

Agenda item 6.7 document number A3396885, pages 322 - 352 refers

Resolution  2021/46

Moved:       Mayor John Carter

Seconded:  Chair Rachel Smith

That the Strategy and Policy Committee receive the report Strategic Planning & Policy Business Quarterly Report.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Moko Tepania, John Vujcich and Belinda Ward

Against:           Cr Kelly Stratford

Carried

 

6.8         Strategy and Policy Action Sheet Update October 2021

Agenda item 6.8 document number A3409261, pages 353 - 353 refers

Resolution  2021/47

Moved:       Chair Rachel Smith

Seconded:  Mayor John Carter

That the Strategy and Policy Committee receive the report Action Sheet Update October 2021.

In Favour:       Mayor Carter, Deputy Mayor Court, Crs Rachel Smith, David Clendon, Dave Collard, Felicity Foy, Kelly Stratford, Moko Tepania, John Vujcich and Belinda Ward

Against:           Nil

Carried

7            Karakia Whakamutunga – Closing Prayer

Cr Rachel Smith closed the meeting with a karakia.

8            tE kAPINGA hUI / Meeting Close

The meeting closed at 5:08 pm.

 

The minutes of this meeting will be confirmed at the Strategy and Policy Committee Meeting held on 24 November 2021.

 

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

CHAIRPERSON


Ordinary Council Meeting Agenda

4 November 2021

 

MINUTES OF Far North District Council
Assurance, Risk and Finance Committee Meeting
HELD AT THE
held virtually via Microsoft TEAMs
ON
Wednesday, 20 October 2021 AT 1.30 pm

 

PRESENT:              Chairperson John Vujcich, Member Bruce Robertson, Mayor John Carter (HWTM), Cr Mate Radich, Cr Kelly Stratford, Member Mike Edmonds, Member Adele Gardner

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

1            Karakia TimatAnga – Opening Prayer

 Chair Vujcich opened with a karakia

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

Resolution  2021/1

Moved:       Chairperson John Vujcich

Seconded:  Cr Kelly Stratford

That apologies from Deputy Mayor Ann Court, Cr Rachel Smith, and Cr Moko Tepania and early departure for His Worship the Mayor be received and accepted.

In Favour:       John Vujcich, Bruce Robertson, John Carter, Kelly Stratford, Mike Edmonds and Adele Gardner

Against:           Nil

Carried

3            Ngā Tono Kōrero / Deputation

Jane Johnston gave a deputation.

At 1:42 pm, Mayor John Carter left the meeting.

4            Confirmation of Previous Minutes

4.1         Confirmation of Previous Minutes

Agenda item 4.1 document number A3051550, pages 12 - 19 refers.

Resolution  2021/2

Moved:       Member Adele Gardner

Seconded:  Member Bruce Robertson

That the Assurance, Risk and Finance Committee confirms the minutes of the Assurance, Risk and Finance Committee meeting held 8 September 2021 as a true and correct record.

In Favour:       John Vujcich, Bruce Robertson, Mate Radich, Kelly Stratford, Mike Edmonds and Adele Gardner

Against:           Nil

Carried

5            Information Reports

5.1         October 2021 Risk Management Report

Agenda item 5.1 document number A3422395, pages 20 - 35 refers.

MOTION

Moved:       Member Bruce Robertson

Seconded:  Cr Mate Radich

That the Assurance, Risk and Finance Committee receive the report October 2021 Risk Management Report.

Amendment

Moved:       Member Mike Edmonds

Seconded:  Chairperson John Vujcich

request that workplace harrassment risk and a high level treatment plan be added to the Health and Safety and Wellbeing plan and reported on as part of the regular Health and Safety and Wellbeing report.

In Favour:       John Vujcich, Bruce Robertson, Mate Radich, Kelly Stratford, Mike Edmonds and Adele Gardner

Against:           Nil

carried

The amendment became the substantive motion

Resolution  2021/3

Moved:       Member Mike Edmonds

Seconded:  Chairperson John Vujcich

That the Assurance, Risk and Finance Committee:

a)   receive the report October 2021 Risk Management Report; and,

b)   request that workplace harassment risk and a high level treatment plan be added to the Health and Safety and Wellbeing plan and reported on as part of the regular Health and Safety and Wellbeing report.

In Favour:       John Vujcich, Bruce Robertson, Mate Radich, Kelly Stratford, Mike Edmonds and Adele Gardner

Against:           Nil

Carried

 

5.2         Council Financial Report for the Period Ending 31 August 2021

Agenda item 5.2 document number A3422393, pages 36 - 53 refers.

Resolution  2021/4

Moved:       Cr Mate Radich

Seconded:  Chairperson John Vujcich

That the Assurance, Risk and Finance Committee receive the report Council Financial Report for the Period Ending 31 August 2021.

In Favour:       John Vujcich, Bruce Robertson, Mate Radich, Kelly Stratford, Mike Edmonds and Adele Gardner

Against:           Nil

Carried

 

5.3         Revenue recovery report - 30 September 2021

Agenda item 5.3 document number A3422699, pages 54 - 59 refers.

Resolution  2021/5

Moved:       Cr Kelly Stratford

Seconded:  Member Adele Gardner

That the Assurance, Risk and Finance Committee receive the report Revenue recovery report - 30 September 2021.

In Favour:       John Vujcich, Bruce Robertson, Mate Radich, Kelly Stratford, Mike Edmonds and Adele Gardner

Against:           Nil

Carried

 

5.4         Assurance, Risk and Finance Committee Action Sheet Update September 2021

Agenda item 5.4 document number A3400605, pages 60 - 61 refers.

Resolution  2021/6

Moved:       Chairperson John Vujcich

Seconded:  Member Bruce Robertson

That the Assurance, Risk and Finance Committee receive the report Action Sheet Update September 2021.

In Favour:       John Vujcich, Bruce Robertson, Mate Radich, Kelly Stratford, Mike Edmonds and Adele Gardner

Against:           Nil

Carried

6            Te  Wāhanga Tūmatati / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution  2021/7

Moved:       Cr Mate Radich

Seconded:  Chairperson John Vujcich

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

6.1 - Confirmation of Previous Minutes

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

6.2 - October Audit and Assurance Report

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

6.3 - Technology Update Report

s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

In Favour:       John Vujcich, Bruce Robertson, Mate Radich, Kelly Stratford, Mike Edmonds and Adele Gardner

Against:           Nil

carried

 

Resolution  2021/20

Moved:       Chairperson John Vujcich

Seconded:  Cr Kelly Stratford

That Assurance Risk and Finance Committee move out of Closed Committee into Open meeting.

In Favour:       John Vujcich, Bruce Robertson, Mate Radich, Kelly Stratford, Mike Edmonds and Adele Gardner

Against:           Nil

carried

 

7            Karakia Whakamutunga – Closing Prayer

Cr Kelly Stratford closed with a karakia.

8            tE kAPINGA hUI / Meeting Close

The meeting closed at 2:29 pm.

 

The minutes of this meeting will be confirmed at the Assurance, Risk and Finance Committee Meeting held on 1 December 2021.

 

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

CHAIRPERSON

 


Ordinary Council Meeting Agenda

4 November 2021

 

6.2         Representation Arrangements Review 2021 - Final Proposal

File Number:           A3339414

Author:                    Caroline Wilson, Manager - District Administration

Authoriser:             William J Taylor MBE, General Manager - Corporate Services

 

Take Pūrongo / Purpose of the Report

To resolve a final proposal for representation arrangements for the Far North District Council to apply for at least the 2022 triennial local government elections.

WhakarĀpopoto matua / Executive Summary

·      Council adopted its initial proposal on 12 August 2021

·      Consultation occurred between 20 August and 1 October 2021

·      Hearings were conducted on 14 October 2021

·      Deliberations were conducted on 21 October 2021

·      The outcome of the submissions and deliberations have resulted in recommended changes to the initial proposal

·      Council must now amend its initial proposal to become its final proposal and publicly notify this for objection / appeal.

tŪtohunga / Recommendation

That the Far North District Council, pursuant to section 19N of the Local Electoral Act 2001 and having considered and deliberated on submissions received to the initial proposal for the 2021 review of representation arrangements, amends its initial proposal to the following final proposal for at least the 2022 triennial local government elections:

a)   The Far North District Council to comprise the Mayor elected at large and 10 councillors elected under the ward system, specifically six general ward councillors and four Māori ward councillors.

b)   The Far North District Council be divided into four wards, these being:

(i)   Bay of Islands-Whangaroa General Ward (represented by three general ward councillors), comprising the area in the proposed Bay of Islands-Whangaroa General Ward map as shown on Attachment 1.

(ii)  Kaikohe-Hokianga General Ward (represented by one general ward councillor), comprising the area in the proposed Kaikohe-Hokianga General Ward map as shown on Attachment 2.

(iii) Te Hiku General Ward (represented by two general ward councillors), comprising the area in the proposed Te Hiku General Ward map as shown on Attachment 3.

(iv) Ngā Tai o Tokerau Māori Ward (represented by four Māori ward councillors), comprising the whole of the district in the proposed Māori Ward map as shown on Attachment 4.

c)   That Te Pēwhairangi-Whangaroa General Ward and Te Pēwhairangi-Whangaroa Community Board be changed to Bay of Islands-Whangaroa General Ward and Bay of Islands-Whangaroa Community Board (retain the existing names).

d)   The Māori ward be named Ngā Tai o Tokerau.

e)   The above general wards are the current ward areas with the exception of the Kaikohe-Hokianga and the Bay of Islands-Whangaroa ward boundaries to be altered as follows:

(i)   Meshblock 0037202 be added to the Bay of Islands-Whangaroa General Ward from the Kaikohe-Hokianga General Ward.

(ii)  Meshblock 0036401 be added to the Bay of Islands-Whangaroa General Ward from the Kaikohe-Hokianga General Ward.

(iii) Meshblocks 0034600, 0034800 be added to the Bay of Islands-Whangaroa General Ward from the Kaikohe-Hokianga General Ward.

f)    The three general wards, the number of general councillors per ward, the ward populations (estimated at 30 June 2020) and the population ratio per general councillor are as follows:

General Wards

Ward

General Electoral Population

Number of Councillors

Average

% Variation

Te Hiku General

13,260

2

6,630

-13.61%*

Bay of Islands-Whangaroa General

25,160

3

8,387

+9.27%

Kaikohe-Hokianga General

7,630

1

7,630

-0.58%

Total

46,050

6

 

 

In accordance with section 19V(2) of the Local Electoral Act 2001, the population that each councillor represents must be within the population range of 7,675 plus or minus 10% (6,907 – 8,442) unless particular community of interest considerations justify otherwise. The representation of the Te Hiku General Ward falls outside of the stipulated range.

g)   The Far North District Council be divided into three subdivided communities, these being:

(i)   Bay of Islands-Whangaroa Community subdivided into:

1.   Kawakawa-Moerewa Subdivision comprising the area in the proposed Kawakawa-Moerewa Subdivision map as shown on Attachment 5.

2.   Kerikeri Subdivision comprising the area in the proposed Kerikeri Subdivision map as shown on Attachment 6.

3.   Paihia Subdivision comprising the area in the proposed Paihia Subdivision map as shown on Attachment 7.

4.   Russell-Ōpua Subdivision comprising the area in the proposed Russell-Ōpua Subdivision map as shown on Attachment 8.

5.   Waipapa Subdivision comprising the area in the proposed Waipapa Subdivision map as shown on Attachment 9.

6.   Whangaroa Subdivision comprising the area in the proposed Whangaroa Subdivision map as shown on Attachment 10.

being the existing community board and subdivision areas with the exception of the following:

a.   Meshblock 0047701 be added to the Kawakawa-Moerewa Subdivision from the Russell-Ōpua Subdivision

b.   Meshblocks 0046100, 0046400, 0046700, 0046801, 0047801 be added to the Kawakawa-Moerewa Subdivision from the Russell-Ōpua Subdivision

c.   Meshblocks 4009371, 4009372, 0043905, 0044701 be added to the Kerikeri Subdivision from the Whangaroa Subdivision

d.   Meshblocks 0033600, 0033800, 0043902, 0043904, 0043905, 0043907, 0044003, 0044004, 0044005, 0044503, 0044504, 0044505, 0044506, 0044507, 0044508, 0044603, 0044604, 0044605, 0044606, 0044607, 0044608, 0044609, 0044701, 0044703, 0044801, 4007581, 4007583, 4008359, 4008360, 4008361, 4009371, 4009372, 4011285, 4011286, 4011319 be added to the Waipapa Subdivision from the Kerikeri Subdivision

e.   Meshblocks 0044008 and 4010073 be added to the Kerikeri Subdivision from the Waipapa Subdivision

(ii)  Kaikohe-Hokianga Community subdivided into:

1.   Kaikohe Subdivision comprising the area in the proposed Kaikohe Subdivision map as shown on Attachment 11.

2.   North Hokianga Subdivision comprising the area in the proposed North Hokianga Subdivision map as shown on Attachment 12.

3.   South Hokianga Subdivision comprising the area in the proposed South Hokianga Subdivision map as shown on Attachment 13.

being the existing community board and subdivision areas with the exception of the following:

a.    Meshblocks 0032600, 0033200, 0033100, 0032700, 0033000 be added to the Kaikohe Subdivision from the South Hokianga Subdivision

b.    Meshblocks 0039200, 0039500, 0040501, 0040502, 0040601 and 0040602 to be added to the South Hokianga from the Kaikohe Subdivision.

(iii)   Te Hiku Community subdivided into:

1. Doubtless Bay Subdivision comprising the area in the proposed Doubtless Bay Subdivision map as shown on Attachment 14.

2. Kaitāia Subdivision comprising the area in the proposed Kaitāia Subdivision map as shown on Attachment 15.

3. North Cape Subdivision comprising the area in the proposed North Cape Subdivision map as shown on Attachment 16.

4. Whatuwhiwhi Subdivision comprising the area in the proposed Whatuwhiwhi Subdivision map as shown on Attachment 17.

being the current community board and subdivision areas with the exception of the following:

a.   Meshblock 0012701 be added to the Whatuwhiwhi Subdivision from the North Cape Subdivision

h)   There be 19 community board members, being:

(i)   seven members elected from the Bay of Islands-Whangaroa Community Board comprising:

1.   Kawakawa-Moerewa Subdivision – one member

2.   Kerikeri Subdivision – two members

3.   Paihia Subdivision – one member

4.   Russell-Ōpua Subdivision – one member

5.   Waipapa Subdivision – one member

6.   Whangaroa Subdivision – one member

and one member of the Council representing the Bay of Islands-Whangaroa General Ward appointed to the community board by Council

(ii)  six members elected from the Kaikohe-Hokianga Community Board comprising:

1.   Kaikohe Subdivision – three members

2.   North Hokianga Subdivision – one member

3.   South Hokianga Subdivision – two members

 

and one member of the Council representing the Kaikohe-Hokianga General Ward appointed to the community board by Council

(iii)  six members elected from the Te Hiku Community Board comprising:

1.   Doubtless Bay Subdivision – one member

2.   Kaitāia Subdivision – three members

3.   North Cape Subdivision – one member

4.   Whatuwhiwhi Subdivision – one member

and one member of the Council representing the Te Hiku General Ward appointed to the community board by Council

i)    The three subdivided community boards, the number of members per subdivision, the subdivision populations (estimated at 30 June 2020) and the population ratio per member are as follows:

Bay of Islands-Whangaroa Community Board

Subdivision

General Electoral Population

Number of Members

% Variation

Whangaroa

4,160

1

-11.54%

Kerikeri

10,390

2

+10.40%

Waipapa

4,590

1

-2.46%

Paihia

5,030

1

+6.89%

Russell-Ōpua

3,970

1

-15.63%

Kawakawa-Moerewa

4,800

1

+2.00.%

In accordance with section 19V(2) of the Local Electoral Act 2001, the population that each community board member represents must be within the population range of 4,705 plus or minus 10% (4,234 – 5,175) unless particular community of interest considerations justify otherwise. The representation of the Russell-Ōpua Subdivision, the Kerikeri Subdivision and the Whangaroa Subdivision falls outside of the stipulated range.

Kaikohe-Hokianga Community Board

Subdivision

General Electoral Population

Number of Members

% Variation

North Hokianga

2,490

1

+6.3%

South Hokianga

4,660

2

-12.35%

Kaikohe

8,800

3

+10.34%

 

In accordance with section 19V(2) of the Local Electoral Act 2001, the population that each community board member represents must be within the population range of 2,658 plus or minus 10% (2,392 – 2,923) unless particular community of interest considerations justify otherwise. The representation of the Kaikohe Subdivision and the South Hokianga Subdivision falls outside of the stipulated range.

Te Hiku Community Board

Subdivision

General Electoral Population

Number of Members

% Variation

North Cape

3,250

1

-12%

Whatuwhiwhi

3,620

1

-1.97%

Doubtless Bay

4,010

1

+8.58%

Kaitāia

11,280

3

+1.81%

In accordance with section 19V(2) of the Local Electoral Act 2001, the population that each community board member represents must be within the population range of 3,693 plus or minus 10% (3,323 – 4,062) unless particular community of interest considerations justify otherwise. The representation of the North Cape Subdivision falls outside of the stipulated range.

j)    The reasons for the boundary alterations to the wards and community board subdivisions are:

(i)   the adjustments ensure that communities of interest that were divided are now unified

(ii)  the affected meshblocks are contiguous, have no physical divisions and are similar to the surrounding land.

 

1) TĀhuhu kŌrero / Background

The Local Electoral Act 2001 (LEA) requires local authorities to undertake a review of its

representation arrangements at least once every six years to ensure the arrangements provide

fair and effective representation for communities.

 

Council last reviewed its representation arrangements in 2015, thus necessitating a review in 2021 ahead of the 2022 triennial local government elections.

 

The LEA prescribes the process and timeline that councils are required to follow when

undertaking a representation review. The process undertaken to date is as follows:

 

Date

Process Step

Legal Requirement

Last Legal Date

24 June 2020

Workshop on democratic arrangements including voting systems, Māori wards and representation arrangements

 

 

29 October 2020

Council decision on establishment of Māori wards – retain status quo and undertake a poll of electors with the 2022 elections

Section 19Z LEA

23 November 2020

28 January 2021

Workshops with three Community Boards and ward Councillors

 

 

21 February 2021

Workshop on the Local Electoral Act (Māori Wards and Constituencies) Amendment Act 2021

 

21 May 2021

March 2021

Month long informal public consultation on representation review and Māori wards

 

 

28 April 2021

Workshop with Mayor and Councillors on feedback from informal consultation

 

 

4 May 2021

Council decision on establishment of Māori wards for 2022 and 2025 triennial elections

Schedule 1, Part 1, Clause 2 (1) - Local Electoral (Māori Wards and Māori Constituencies) Amendment Act 2021

 

21 May 2021

11 May 2021

Workshop with Mayor, Councillors and Community Board Chairs on proposed options based on consultation, workshop and decision on Māori wards

 

 

27 May 2021

Briefing paper sent to MOU partners and Te Kahu o Taonui on options for Māori wards – seeking feedback / attendance at zui on 9th June.

 

 

23 June 2021

Final briefing on option for initial proposal

 

 

6 July 2021

Mayor and Deputy Mayor meeting with Te Kahu o Taonui on Māori ward/s

 

 

12 August 2021

Council adoption of initial proposal

Sections 19H,19I, 19J,19K,19T,19V,19W LEA

 

Clauses 1 and 3 of schedule 1A

31 August 2021

20 August 2021

Public notice of initial proposal

Section 19M LEA

8 September 2021

20 August 2021 –       1 October 2021

Submission period

Section 19M(3) LEA

8 October 2021

14 October 2021

Public hearings of submissions

Section 19M(3) LEA

 

21 October 2021

Deliberations on submissions / final proposal indication

 

 

4 November 2021

Resolve final proposal

Section 19N LEA

12 November 2021

12 November 2021

Public notice of final proposal

Section 19N LEA

19 November 2021

12 November 2021 – 13 December 2021

Public appeal/objection period

Section 19O LEA

20 December 2021

By 24 December 2021

Material forwarded to Local Government Commission

Section 19Q LEA

15 January 2022

 

Council must now resolve its’ final proposal for representation arrangements for the Far North District Council to apply for at least the 2022 triennial local government elections.

 

The final proposal must be publicly notified within six weeks of the closing date of submissions (i.e. by 12 November 2021). This public notice will summarise the submissions received, decisions made in relation to those submissions and reasons for any changes made to the initial proposal.

 

The LEA provides for a one-month objection / appeal period which will run from 12 November to 13 December 2021.  As the final proposal does differ from the initial proposal, any person may object to the final proposal.

 

If an objection on the final proposal is received or if the fair representation criteria (+/- 10% rule) is exceeded (for wards and subdivisions of community boards), then all information regarding the followed process must be sent to the Local Government Commission (LGC) for determination. The LGC must make its determination by 10 April 2022.

 

All elements of Council’s representation review are subject to appeal and/or objection to the Local Government Commission, except for the choice of electoral system and the principle of Māori wards (undertaken earlier under separate processes). It is therefore important that the process considers all options, is robust and results in a decision that can be supported by reasons that provide a defensible outcome.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Statutory provisions and guidelines

The LEA prescribes the process and timeline that councils are required to follow when undertaking a representation review. Part 1A of the LEA sets out the requirements for a review of the representation arrangements by a territorial authority. When establishing Māori ward(s), the provisions of Schedule 1A substitute the Part 1A provisions, as required.

In addition to the specific requirements of Part 1A and Schedule 1A LEA, territorial authorities must also consider other relevant provisions of the LEA, including the purpose of the Act (to allow diversity, through local decision-making) and the following principles specified in section 1 LEA:

·        Representative and substantive electoral participation in local elections and polls;

·        Fair and effective representation for individuals and communities;

·        Reasonable and equal opportunities to vote and nominate, or be nominated as candidates;

·        Public confidence in, and public understanding of, local electoral processes.

 

The LGC has issued guidelines for local authorities to consider when undertaking representation of reviews. These guidelines identify the key principles to be considered when conducting a review. These key principles are:

·        Identifying communities of interest;

·        Effective representation of electors (the optimal number of councillors);

·        Fair representation of electors (compliance with the +/- 10% rule).

 

Refer to Attachment 20 for the full explanation of the considerations and principles which have been outlined in previous reports.

With regards to the Far North District Council, in most cases the need to address known issues (or feedback from our communities, community boards and council on communities of interest) has required balancing the numbers resulting in some minor non-compliance with the +/- 10% rule.   Council believes they can justify being marginally outside of the +/- rule in these cases so as not to split communities of interest (section 19V(3)((ii) of the Local Electoral Act 2001).

 

Options considered by Council

Since January 2021, multiple briefings on the representation review have been held with elected members, including community board chairs who were invited to every Council workshop.

On 28 April, based on feedback received from the combined community board and councillor workshops held in January, along with feedback received from our communities during informal consultation during the month of March, Council requested modelling the following options:

·    Status quo with adjustments to boundaries to address communities of interest; and

·    Increasing the total number of councillors to 12 with a four-ward structure:

Split Bay of Islands-Whangaroa general ward into two new general wards

Three councillors per general ward

Four community boards aligned with the four general ward structure

Seven members in each of the four community boards

Changing the name of Bay of Islands-Whangaroa

 

On 4 May Council resolved to adopt Māori wards for the 2022 and 2025 triennial local body elections. 

Council’s electoral officer, Dale Ofsoske and council staff developed and worked through six possible representation scenarios which were presented to members on 11 May.   Included in these scenarios was the impact of one or more Māori wards and the effect on councillor numbers for the general wards and the Māori ward/s.

Four scenarios were discarded as they did not align with the legislative requirements for fair representation.    The difference between the two remaining scenarios was whether to retain nine councillors (six general ward and three Māori ward councillors) or increase the number of councillors by one to 10 (six general ward and four Māori ward councillors).

On 23 June at a Council workshop, Council was presented with a two ward Māori ward structure (north and south) as an alternative to the one ward structure.  Council indicated a preference towards increasing the number of Councillors to 10, retaining the current three general ward structure, establish one Māori ward and retain the existing community board subdivisions with some minor adjustments to ensure communities of interest were maintained.

On 6 July, the Mayor and Deputy Mayor attended a hui with Te Kahu o Taonui to discuss options for Māori ward representation.   This was followed up with further communications, where possible.  The indication from the iwi and hapū partners the Council was able to talk to was that one Māori ward for the 2022 elections would be the preferred model, with the opportunity to review ahead of the 2025 triennial local body elections, should it be required.

On 12 August 2021, Council adopted its initial proposal for consultation (refer to minutes in Attachment 21).

Public notice of the initial proposal was published on 20 August 2021.

Formal consultation

Formal consultation on the initial proposal was undertaken from 20 August 2021 to 1 October 2021.

The nation was faced with a full Alert Level 4 COVID lockdown shortly after consultation opened which impacted on our ability to reach customers via our usual channels of libraries and service centres.  To counteract this, staff set up a dedicated email to receive and respond to queries that would normally occur with our counter-facing staff, and the representation review brochure was broken down into an online friendly version.  Despite moving to Level 3 and then later into Level 2 lockdowns, the Delta restrictions meant that public facing interactions were not safe for staff nor members of the public.   All materials were available in our service centres and libraries once we were allowed to receive members of the public (under Delta restrictions).

The initial proposal was open for feedback on the Council website’s Have Your Say page, and in print form at all FNDC libraries and service centres.  A letter and brochure (English and Te Reo versions) were sent from the Mayor to our iwi partners, the chief executives of our local rūnanga and Te Kahu o Taonui.

A dedicated communications and advertising campaign was undertaken during this period to draw attention to the consultation. 

Submissions

Formal submissions were able to be made electronically, via email or post or delivered to Council offices and libraries.

129 submissions on the initial proposal were received:

·    125 submissions were received within the consultation period

·    4 submissions were received after close of submissions

·    32 submitters did not use the submission form and submitted an email / handwritten submission

·    14 submissions were made by organisations

19 submitters indicated that they wished to speak to their submissions and 11 were heard on 14 October 2021.

Council deliberated on submissions on 21 October 2021. A copy of the unconfirmed minutes of the Council Deliberations meeting on 21 October 2021 is attached as Attachment 22.

Considerations for final proposal

Three key issues identified in the public submission process were:

Boundary changes – community board subdivisions

Submissions were received opposing two subdivision boundary changes on the basis that the changes would divide established communities of interest. 

·    One proposed change received strong opposition by 30 submitters in relation to the communities of Waiomio and Maromākū. 

·    The other proposed change made by one submitter in relation to the community of Awanui, was deliberated upon and has been determined as not splitting a community of interest.

 

The recommendation is to amend the initial proposal as follows:

1.   That the Bay of Islands-Whangaroa Community Board subdivision boundaries be amended as follows:

a.   Meshblocks 0046100, 0046400, 0046700, 0046801, 0047801 to be added to the Kawakawa-Moerewa Subdivision from the Russell-Ōpua Subdivision. 

 

This recognises Maromākū and Waiomio as communities of interest within the Kawakawa-Moerewa subdivision rather than the Russell-Ōpua subdivision.  It will be non-compliant with the +/- 10% rule but can be justified by not splitting communities of interest. 

Boundary of the new Waipapa subdivision

The initial proposal had good support for a new Waipapa subdivision but the matter of whether the Purerua Peninsula was associated with the new Waipapa or existing Kerikeri subdivision as a community of interest was raised.  Upon assessment it has been determined that Purerua Peninsula (including Purerua Road and Taronui Bay) have a closer association with Kerikeri as a community of interest. 

The recommendation is to amend the initial proposal as follows:

2.   That the Bay of Islands-Whangaroa Community Board subdivision boundaries be amended as follows:

1.   Meshblocks 0044008 and 4010073 to be added to the Kerikeri Subdivision from the Waipapa Subdivision. 

 

This recognises the Purerua Peninsula (Purerua Rd and Taronui Bay) as communities of interest within the Kerikeri subdivision rather than the Waipapa subdivision.  It will be slightly non-compliant with the +/- 10% rule but can be justified by not splitting communities of interest.

 

 

 

 

Name of the Bay of Islands-Whangaroa ward

The initial proposal changed the name of the Bay of Islands-Whangaroa ward and Community Board to Te Pēwhairangi-Whangaroa General Ward and Te Pēwhairangi-Whangaroa Community Board to reflect its Māori name.  There was strong opposition to changing the name.

The recommendation is to amend the initial proposal as follows:

 

3.   That Te Pēwhairangi-Whangaroa General Ward and Te Pēwhairangi-Whangaroa Community Board be changed to Bay of Islands-Whangaroa General Ward and Bay of Islands-Whangaroa Community Board (retain the existing names).  

 

Section 19V(3)(a)(ii) LEA permits a council to have non-compliance of the +/- 10% rule if compliance would divide a community of interest if Council can demonstrate that complying with the +/- 10% rule effectively splits a community of interest.  If this can be demonstrated, then Council can adjust ward or subdivision boundaries in the deliberations and final proposal to ensure communities of interest are not divided but united.

In such a case, the final proposal must be treated as an appeal under section 19V(5) of the LEA and referred to the LGC following the appeal/objection period, for determination.

Once the final proposal is adopted, there will be a one month objection/appeal period, ending on 13 December 2021.

Take Tūtohunga / Reason for the recommendation

Resolve the final proposal for the 2021 Far North District Council Representation Review.

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

There are no financial implications as a result of this report. 

Āpitihanga / Attachments

1.       Final Proposal - Bay of Islands-Whangaroa General Ward - A3450100

2.       Final Proposal - Kaikohe-Hokianga General Ward - A3450102

3.       Final Proposal - Te Hiku General Ward - A3450122

4.       Final Proposal - Ngä Tai o Tokerau Mäori Ward - A3450228

5.       Final Proposal - Kawakawa-Moerewa Subdivision - A3450106

6.       Final Proposal - Kerikeri Subdivision - A3450110

7.       Final Proposal - Paihia Subdivision - A3450128

8.       Final Proposal - Russell-Öpua Subdivision - A3450116

9.       Final Proposal - Waipapa Subdivision - A3450120

10.     Final Proposal - Whangaroa Subdivision - A3450126

11.     Final Proposal - Kaikohe Subdivision - A3450104

12.     Final Proposal - North Hokianga Subdivision - A3450112

13.     Final Proposal - South Hokianga Subdivision - A3450118

14.     Final Proposal - Doubtless Bay Subdivision - A3450096

15.     Final Proposal - Kaitäia Subdivision - A3450108

16.     Final Proposal - North Cape Subdivision - A3450114

17.     Final Proposal - Whatuwhiwhi Subdivision - A3450124

18.     Final Proposal - General Wards - A3450098

19.     Final Proposal - Community Board Subdivisions - A3450095

20.     LEA Statutory Provisions and Guidelines - A3444697

21.     Council Minutes 12 August 2021 - A3444813

22.     2021-10-21 Council Minutes (unconfirmed) - A3443054  


 

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 report has a low degree of significance.  Whilst consultation is legislatively required, it does not meet any of the additional thresholds that would make it significant. 

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

Local Electoral Act, Local Government Act.

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 has district wide relevance.  Community boards have been consulted twice in developing the initial proposal with Council, and community board chairs have been invited to every workshop with Council since 24 June 2020 (along with deputy chairs leading into the last two rounds of workshops in 2021). 

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 establishment of Māori wards has a significant impact on Māori and is in line with the principles of Te Tiriti o Waitangi - Protection, Partnership and Participation.  Engagement with iwi leaders and MOU partners took place over many weeks once Council made its decision on 4 May 2021 through email and planned workshops.  Due to the time constraints (Council having made its decision very late within the legislative timeframes) it was not possible to undertake the full engagement on the matter of establishing one or more Māori wards.  It was therefore recommended in the initial proposal to adopt one district-wide Māori ward for the 2022 elections, with stakeholder engagement occurring in 2023 to determine whether more than one Māori ward will be the best solution for the Far North.

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).

There are no persons (other than those identified already) who are likely to be particularly affected by the representation review.

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

The remuneration for elected members is set by the Remuneration Authority so there are no new budgetary implications as a result of the representation review.  Budget has been set side in this financial year to run communications and engagement initiatives to ensure that our communities are informed of the changes – being the representation review, the electoral system and the establishment of Māori wards.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


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Local Electoral Act - Statutory provisions and guidelines

The Local Electoral Act (LEA) prescribes the process and timeline that councils are required to follow when undertaking a representation review. Part 1A of the LEA sets out the requirements for a review of the representation arrangements by a territorial authority. When establishing Māori ward(s), the provisions of Schedule 1A substitute the Part 1A provisions, as required.

In addition to the specific requirements of Part 1A and Schedule 1A LEA, territorial authorities must also consider other relevant provisions of the LEA, including the purpose of the Act (to allow diversity, through local decision-making) and the following principles specified in section 1 LEA:

·        Representative and substantive electoral participation in local elections and polls;

·        Fair and effective representation for individuals and communities;

·        Reasonable and equal opportunities to vote and nominate, or be nominated as candidates;

·        Public confidence in, and public understanding of, local electoral processes.

 

Considerations and principles

The LGC has issued guidelines for local authorities to consider when undertaking representation of reviews. These guidelines identify the key principles to be considered when conducting a review. These key principles are:

·        Identifying communities of interest;

·        Effective representation of electors (the optimal number of councillors);

·        Fair representation of electors (compliance with the +/- 10% rule).

 

Identifying Communities of Interest

The district’s land use is predominantly rural with supporting service towns. The largest residential concentrations are Kaitāia, Kaikohe and Kerikeri.

During the review process, Council has considered the following factors when identifying the  districts communities of interest:

·        Current and historic boundaries and whether these are still relevant to the district;

·        Changes to communities over time;

·        Housing and development patterns and urban growth;

·        Physical, geographical and topographical features and the issues faced by the communities in relation to these features (urban vs coastal issues);

·        Similarities in the demographic and socio-economic characteristics of the residents of a community;

·        Provision of goods and services and support to communities.

 

Effective representation of electors

When considering effective representation, Council must determine:

·        The number of councillors to be elected to the Council;

·        The basis of election of councillors - whether councillors are elected by wards or by  the district as a whole (at-large) or by a mixture of wards and at large voting;

·        If elected by wards, the number, boundaries and names of these wards and the number of councillors that will represent each ward;

·        Whether to have community boards, and if so, how many, their boundaries and membership.

 

Currently the district is represented by 9 councillors elected from three wards, plus the mayor elected at-large along with 19 community board members elected to subdivisions within the three wards. Traditionally, wards have been based on geographic boundaries and common community interests.

During the review process, Council has considered the following factors when determining effective representation:

·        The physical size of the district and the current wards and subdivisions;

·        The number of communities of interest;

·        The need to meet operational workload requirements of both the Council and individual councillors in attending Council and committee meetings;

·        Access by the community to its elected representatives and the ability of councillors to access and engage with the community through public and face-to-face meetings.

 

Fair representation of electors

Fair representation is defined as a democratic model with the following characteristics:

·        There is a reasonable ratio of councillors and community board members per head of the population;

·        There is an assurance that councillors and community board members are in reasonable geographic proximity to the community for easy contact;

·        There is sufficient opportunity for representation and involvement of communities.

 

Once communities of interest and effective representation have been established, Council must apply the principles of fair representation and ensure the +/- 10% rule is met, if practicable. The +/- 10% rule requires that the population of each ward (if applicable) divided by the number of councillors to be elected by that ward must not exceed +/- 10% of the population of the district divided by the total number of councillors.  The same rule applies for community boards at the subdivision level.

 


Ordinary Council Meeting Agenda

4 November 2021

 

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   MINUTES OF Far North District Council
Extraordinary Council Meeting
HELD AT THE
Virtually via Microsoft Teams
ON
Thursday, 21 October 2021 AT 1.00 pm

PRESENT:              Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr David Clendon, Cr Dave Collard, Cr Felicity Foy, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania, Cr John Vujcich

IN ATTENDANCE: Mike Edmonds (Member), Adele Gardner (Te Hiku Community Board Chairperson), Belinda Ward (Bay of Islands-Whangaroa Community Board), Dale Ofsoske (Electoral Officer), William J Taylor, MBE (Chief Executive Officer, Acting), Dean Myburgh (General Manager District Services), Andy Finch (General Manager Infrastructure and Asset Management), Darren Edwards (General Manager Strategic Planning and Policy)

1            Karakia Timatanga / Opening Prayer

His Worship the Mayor commenced the meeting with a prayer.

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

Nil

3            ngā tono kōrero / Deputation

Nil

4            NGĀ KŌRERO A TE KOROMATUA / MAYORAL ANNOUNCEMENTS   

 Nil

5            Reports

5.1         Representation Review 2021 - Deliberation on Submissions

Agenda item 5.1 document number A3413095, pages 12 - 46 refers.

Resolution  2021/52

Moved:       Mayor John Carter
Seconded:  Deputy Mayor Ann Court

That Council:

a) note the 129 valid submissions received on the Representation Review Initial Proposal for the 2022 triennial local government elections;

b) in deliberating on submissions relating to the Representation Review Initial Proposal for the 2022 triennial local government elections makes the following amendments to its initial proposal:

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 


 

4.1         One general ward and one Māori ward with at large voting

motion

Moved:       Cr Moko Tepania
Seconded:  Deputy Mayor Ann Court

That Council amend the initial proposal to establish one general ward and one Māori ward for the 2022 Election.

In Favour:       Deputy Mayor Ann Court, Rachel Smith and Moko Tepania

Against:           Mayor John Carter, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Kelly Stratford and John Vujcich

lost 3/7

Motion

Moved:       Cr Felicity Foy
Seconded:  Cr Dave Collard

That Council amend the initial proposal to establish 3 Māori wards, following the general ward boundaries.

In Favour:       Dave Collard and Felicity Foy

Against:           Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Abstained:       Mate Radich

lost 2/7

 

3.15       Do you agree with Council’s proposal to increase the number of councillors from nine to ten?

Motion  

Moved:       Cr Mate Radich
Seconded:  Cr Kelly Stratford

That Council amend the initial proposal to 12 councillors:

i.    8 General

ii.    4 Māori

In Favour:       Dave Collard, Mate Radich and Kelly Stratford

Against:           Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Felicity Foy, Rachel Smith, Moko Tepania and John Vujcich

lost 3/7


 

Motion  

Moved:       Deputy Mayor Ann Court
Seconded:  Cr Moko Tepania

That Council amend the initial proposal to 14 councillors:

i.    9 General

ii.    5 Māori

In Favour:       Deputy Mayor Ann Court

Against:           Mayor John Carter, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

lost 1/9

Motion  

Moved:       Cr Moko Tepania
Seconded:  Cr John Vujcich

That Council amend the initial proposal to 20 councillors:

i.    12 General

ii.    8 Māori

In Favour:       Deputy Mayor Ann Court, Rachel Smith, Moko Tepania and John Vujcich

Against:           Mayor John Carter, David Clendon, Dave Collard, Felicity Foy, Mate Radich and Kelly Stratford

lost 4/6

Motion  

Moved:       Cr Felicity Foy
Seconded:  Mayor John Carter

That Council amend the initial proposal to 9 councillors:

i.    6 General

ii.    3 Māori

In Favour:       Dave Collard, Felicity Foy and Mate Radich

Against:           Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

lost 3/7

At 2:35 pm, Cr Mate Radich left the meeting.

At 2:41 pm, Cr David Clendon left the meeting due to technical difficulties.

 


3.1     Do you support all of Awanui being included in the Whatuwhiwhi subdivision?


 

Motion  

Moved:       Cr Felicity Foy
Seconded:  Cr Dave Collard

That Council amend the initial proposal to move all of Awanui to North Cape subdivision.

In Favour:       Dave Collard, Felicity Foy and John Vujcich

Against:           Mayor John Carter, Deputy Mayor Ann Court, Rachel Smith, Kelly Stratford and Moko Tepania

lost 3/5

At 2:44 pm, Cr David Clendon returned to the meeting.

3.7         Do you support the establishment of a new Waipapa subdivision within the Bay of Islands-Whangaroa ward?

Resolution  2021/53

Moved:       Mayor John Carter
Seconded:  Cr Rachel Smith

That Council amend the initial proposal to adopt Option 1 - Alter Te Pēwhairangi-Whangaroa Community Board subdivision boundaries as follows:

a) Meshblocks 0044008 and 4010073 to be added to the Kerikeri Subdivision from the
Waipapa Subdivision.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

Deputy Mayor Ann Court declared conflict of interest on item 3.8 in the agenda.

3.10       Do you support Maromākū and Waiomio moving to the Russell-Ōpua subdivision?

Resolution  2021/54

Moved:       Cr Kelly Stratford
Seconded:  Cr Rachel Smith

That Council amend the initial proposal to alter Te Pēwhairangi-Whangaroa Community Board subdivision boundaries as follows;

a)   Meshblocks 0046100, 0046400, 0046700, 0046801, 0047801 to be added to the Kawakawa-Moerewa Subdivision from the Russell-Ōpua Subdivision.

to recognise Maromākū and Waiomio as communities of interest within the Kawakawa-Moerewa subdivision rather than the Russell-Ōpua subdivision and that Council note that it will be non-compliant with the +/- 10% rule but can be justified by not splitting communities of interest.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

Carried

 

3.11       Do you support renaming the Bay of Islands-Whangaroa ward to its Māori name, Te Pēwhairangi-Whangaroa?

Resolution  2021/55

Moved:       Cr Rachel Smith

Seconded:  Cr David Clendon 

That Council amend the initial proposal and Te Pēwhairangi-Whangaroa be changed to Bay of Islands-Whangaroa (retain the existing ward name).

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford and John Vujcich

Against:           Moko Tepania

Carried

6          Karakia Whakamutunga / Closing Prayer

Cr Moko Tepania closed with a karakia.

7            Meeting Close

The meeting closed at 3:15 pm.

 

The minutes of this meeting will be confirmed at the Council Meeting held on 4 November 2021.

 

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

CHAIRPERSON

 


Ordinary Council Meeting Agenda

4 November 2021

 

6.3         2021-24 NLTP Outcomes

File Number:           A3437397

Author:                    Calvin Thomas, General Manager - Northland Transportation Alliance

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

 

Take Pūrongo / Purpose of the Report

The purpose of this paper is to provide Council with an update on the 2021-24 NLTP subsidy funding for our Land Transport activities and inform Council’s decisions regarding use of remaining unsubsidised local share.

WhakarĀpopoto matua / Executive Summary

On 7th September 2021 Waka Kotahi announced their approved subsidy funding for:

·    Local road maintenance

·    Road to Zero: Road safety promotion

·    Low Cost–Low Risk (LCLR) activities which include Road to Zero, Walking and Cycling improvements and Local Road improvement activity classes

Waka Kotahi also provided an indicative indication of whether major project investment activities would be funded, subject to further justified technical investment applications, these are classified as “probable”. Other projects which may possibly be funded if more money becomes available from Waka Kotahi, these are classified as “possible”.

With subsidy funding now confirmed, full option and impact analysis has been undertaken by the Northland Transportation Alliance, included as an attachment to this paper.

tŪtohunga / Recommendation

That Council:

a)      Receives the NTA Report dated 30th September – 2021-24 NLTP Outcomes

b)      Approves Option 3, to:

i)       reinstate a portion of the original funding request Local Share ($3,282,622) into the Council’s 2021-31 Long Term Plan to enable full renewals subsidy uptake from Waka Kotahi, the reinstatement would be divided into the following portions:

1)      Reinstate $1,094,207 of renewal funding into 2021/22 budget

2)      Reinstate $2,188,415 of renewal funding into the Annual Plan, split evenly, for 2022/23 and 2023/24 and;

ii)      redistribute the unsubsidised local share portion ($4,277,963) as follows:

1)      $461,125 as unsubsidised work activities for maintenance activities

2)      $578,753 as unsubsidised work activities for operational activities

3)      $3,238,085 as unsubsidised work activities (New Footpaths programme and safety – pedestrian improvements) under the Low Cost-Low Risk Investment Activities.

c)      Confirms the previously endorsed unsubsidised roading capital sealing budget included in the Long Term Plan ($2,060,000 FY2022/23), instead of reallocation to other unsubsidised roading activities. 

 

1) TĀhuhu kŌrero / Background

The NTA prepared a funding budget for the Council to maintain, operate, renew, and invest in transportation infrastructure which was submitted into the Council’s Long-Term Plan (LTP). The same funding request was submitted to Waka Kotahi for subsidy.

The subsidy application was made under Waka Kotahi NZ Transport Agency’s Funding Assistance Rates (FAR) policy through the National Land Transport Fund (NLTF) for the 2021-24 period to co-invest in local roading transport activities.

The funding application was justified through the Northland Regional Activity Management Plan 2021-2051: Transportation (AMP).

The AMP supported a funding request not only to maintain existing levels of service, but in key areas such as unsealed roads, bridges, structures, and cycleway maintenance additional funding requirements were identified and applied for to implement targeted improvement programmes.

The funding application is classified into various activity classes as defined in the Government Policy Statement on Land Transport (GPS). The activity classes are high-level groupings of outputs, e.g., Road to Zero, Local road maintenance, etc.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Full analysis of the funding outcomes and associated recommendations is provided in detail in the attached paper entitled “FNDC NTA Agenda Report FNDC 2021 – 24 NLTP Subsidy Funding Announcement - Final”.

Take Tūtohunga / Reason for the recommendation

The supporting reasoning for the proposed recommendations is provided in detail in the attached paper entitled “FNDC NTA Agenda Report FNDC 2021 – 24 NLTP Subsidy Funding Announcement - Final”.

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

Financial implications and a recommendation is provided in detail in the attached paper entitled “FNDC NTA Agenda Report FNDC 2021 – 24 NLTP Subsidy Funding Announcement - Final”.

Āpitihanga / Attachments

1.       Attachment 1 - FNDC NTA Agenda report FNDC 2021-24 NLTP Subsidy Funding Announcement - Final - A3437695  


 

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

The decisions or matters of this report do trigger the significance criteria outlined in Council’s Significance and Engagement Policy.

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

This matter pertains to the Local Government Act, Long Term Plan (LTP), Regional Land Transport Plan (RLTP), National Land Transport Programme (NLTP).

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 matter has District wide relevance and all members of the community have been given an opportunity to provide their feedback through the LTP submissions process.

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.

All members of our community have been given an opportunity to provide feedback through the LTP submissions process.

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).

All members of our community will likely be affected.

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

There are financial implications as a result of this report

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 


Ordinary Council Meeting Agenda

4 November 2021

 

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Ordinary Council Meeting Agenda

4 November 2021

 

6.4         Capital Carry Forwards June 2021

File Number:           A3423563

Author:                    Angie Thomas, Manager - Accounting

Authoriser:             Janice Smith, Chief Financial Officer

 

Purpose of the Report

The purpose of the report is to identify the projects that Project Managers are requesting be carried forward to the 2021-22 financial year.  The projects are identified individually and a summary by activity including funding requirements is also included.

Executive Summary

·   Projects included in the 2020-21 Capital Programme that have not been completed and require the budgets to be carried forward to the 2021-22.

 

Recommendation

That the Council approve the capital budgets identified in the report “Carry Forward for Capital Programme 2020-21” totalling $34,548,169 be carried forward to the 2021-22 financial year.

 

 

1) Background

At 30 June 2021, a number of capital projects were underway but not completed.  The budgeted capital works for the 2020-21 year (including carry forwards from 2019-20) was $94.6m.  In addition, external funds were received throughout the year to the amount of $12.9m.  Actual expenditure incurred was $72.3m, equating to 67% of the total budget (including the external funds received).  Of the $35.2m not spent by 30 June 2021, $34.5m is subject to carry forward in this report.

2) Discussion and Options

The projects identified for carry forward total $34,548,169 and are funded as follows:

Loan funding                                    $10,373,891

Depreciation funding                       $  3,231,889

Subsidy                                            $19,955,994

Reserves                                         $     486,395

It should be noted that 57.7% of the requested carry forward sum relates to projects that are funded by external support such as TIF, PGF and DIA 3 waters reform funding. Carry forwards not linked to external funding total $14,592,175.

Reason for the recommendation

To enable the capital projects identified to be completed.

3) Financial Implications and Budgetary Provision

The budgets identified in the attached report would be in addition to those adopted in the 2021-22 year of the Long-Term Plan.  Overall funding limits will not be exceeded as these projects have been included as completed in the opening balances shown within the first year of the Long-Term Plan 2021-31.

Attachments

1.       Carry Forwards for Capital Programme 2020_2021 Detail FINAL - A3434008

2.       Carry Forwards for Capital Programme 2020_2021 Summary FINAL - A3434018  

 

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.

 

Compliance requirement

Staff assessment

State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

Low.

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

None.

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.

There are no implications for Community Boards.

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

There are no special implications for Māori.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.

N/A

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

This is to seek approval to carry forward 2019-20 incomplete project budgets.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 



Ordinary Council Meeting Agenda

4 November 2021

 

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

File Number:           A3449918

Author:                    Tania Steen, Property Officer

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

 

Take Pūrongo / Purpose of the Report

That Council grant a new nine year lease for part of the building at 6 South Road, Kaitaia to 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.

·        The Te Hiku Community Board considered this report at their meeting held 24 August 2021 and made the following resolution.

tŪtohunga / Recommendation

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.


Ordinary Council Meeting Agenda

4 November 2021

 

6.6         Matauri Bay Wastewater Treatment

File Number:           A3441296

Author:                    Helen Ronaldson, Manager - Asset Management and Infrastructure

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

 

Take Pūrongo / Purpose of the Report

The purpose of this report is for Council to agree the divestment of the Matauri Bay wastewater treatment plant (WWTP)to Cavalli Properties.

WhakarĀpopoto matua / Executive Summary

The WWTP plant at Matauri Bay was built by Innoflow for Matauri Bay Properties Ltd (MBPL) and Matauri X Incorporation and transferred to Council ownership in 2009.

·      The plant has never been operationalised.

·      No commitment to operationalise the plant has been made by Council.

·      Cavalli Properties Ltd purchased the interests in the land when MBPL went into receivership/ liquidation.

·      In the 2018 LTP process, Council determined again to not operationalise the plant after submissions from Matauri X Incorporation and the community and hapu of Matauri Bay.

·      In response to requests to operationalise since then, Council response has been a stated preference for the developers to take back the plant and run it themselves (or establish a community trust to do so).

·      At a workshop with Elected Members in August, a request for a paper to Council seeking to divest this property in favour of the developers was made.

 

tŪtohunga / Recommendation

That Council:

a)      reaffirm their previously stated position that this wastewater scheme should not be operated by Council.

b)      approve the sale of the wastewater treatment plant at Matauri Bay to the Cavalli Properties Ltd development group for the value of $1.00.

c)      having considered the legal advice, Council decline to bill for wastewater charges on behalf of Cavalli Properties.

 

1) TĀhuhu kŌrero / Background

A 2009 agreement between FNDC, Matauri Bay Properties Ltd (MBPL) and Matauri X Incorporation saw the wastewater treatment plant that was built by Innoflow at Matauri Bay transferred to FNDC for a nominal value.  The intention was to make the scheme operable to service the MBPL development as well as other properties and facilities at Matauri Bay via a co-funding arrangement.  The consents to operate the scheme are and continue to be in the name of Cavalli Properties who bought the land interests of MBPL and expire in 2026.

Council has from time to time entered into discussions with Matauri X on this matter, but no commitment to operationalise the scheme has been made by Council.

Cavalli Properties (Cavalli) and Matauri X Incorporation (MXI) approached Council in early 2020 to again request operationalisation of the wastewater treatment plant at Matauri Bay as they had resolved earlier sensitivities that existed among the community and wish to commence selling the properties in the subdivision created some years ago.  They wanted to put these properties to market with the statement that there is an operational wastewater system that purchasers can connect to.

Council response to this request was that the most expeditious way to achieve an operational WWTP was for the development group to take back the plant and operate it themselves or via a community trust.  This was made clear as Council’s preferred approach and any other option would be a lengthy process.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

In 2016, a “Statement of Intent to establish a Working Relationship between FNDC and Matauri X Incorporation Committee of Management” was agreed, however little progress was made.

During the 2018 Long-term Plan (LTP) process, a submission was received from the Matauri X Incorporation along with the community and hapū of Matauri Bay (Ngāti Kura, Ngāti Miro, Ngāti Torehina) requesting that the operationalisation of the plant be included in the LTP.  At the time it was recommended to make no change to the LTP.

While FNDC owns the assets and has a right to operate a scheme, this doesn’t automatically make it an operational FNDC wastewater scheme. This requires consultation to set the area of benefit and therefore an appropriate targeted rate. Further, the Agreement to Acquire signed by FNDC and Matauri X includes a joint funding proposal for the scheme’s operation. Further work would be required if Council decided to operationalise the scheme, and a targeted rate could not be struck unless via an LTP amendment.

The options previously considered for this plant have been:

·    Council to form rateable scheme (i.e. Operationalize the scheme and put a targeted rate in place to fund ongoing operations).

·    Develop Public Private Partnership to operate.

·    Divest Scheme for CP / MXI to own and operate.

Council has maintained the preferred option to be to divest the scheme for the developer or community to own and operate.

The alternative would require a working group to be established to consider various areas of uncertainty including:

·    Plant deterioration since the last condition assessment (probably best met by an updated condition assessment).

·    Confirmation of timing for the plant to be fully operational once the latest condition is understood.

·    Impact of the National Policy Statement on Freshwater.

·    Ensuring ownership of the plant and the consents exist with one entity.

·    Any changes in the Development Plans from what was included in the consents and subsequent impacts to or for plant capacity.

·    Funding options for the operation and maintenance of the plant.

·    Elements of and the subsequent impacts of a private plan change (PPC23) lodged in March 2021 to rezone the development area from General Coastal to Coastal Residential, and also removing an ‘Outstanding Landscape’ from the area.

 

Consideration has also been given to offering Cavalli Properties assistance with invoicing for the charges of the WWTP to the users. The Local Government (Rating) Act 2002 precludes us from being able to rate for these properties as none of the prescribed criteria are met. The rate would be a targeted rate under the LGRA and would have to be consulted on and form part of the rating Funding Impact Statement. This would require Cavalli Properties to advise the funding requirements in advance and then Council would transfer that “rate” to the company. However, the risk of non-payment would then sit with Council and ultimately be a risk for the wider community. Council would not be able to rate under an agency agreement, as we do for the Northland Regional Council, as Cavalli Properties are not a rating authority under the LGRA. 

Assistance could only be in the form of sundry invoicing on behalf of Cavalli Properties if it is agreed that this is a prudent course of action to take.  There is no legal barrier to Council contracting with a private entity for Council to provide services such as invoicing, however there is a risk that the invoices will not be paid, and Council will become a debt collection agency. Staff strongly recommend that Cavalli Properties invest in an accounting system such as Zero and carry out billing themselves.

Take Tūtohunga / Reason for the recommendation

Council has maintained the preferred option to be to divest the scheme for the developer or community to own and operate as this is a private system for a private development.

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

The divestment of this asset is proposed at a value of $1.00 to match the original purchase price.  The asset will be removed from the Fixed Asset Register in line with the sale agreement date

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.

Long Term Plan

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.

 

Local relevance only and a private development

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 hapu of Matauri Bay have been involved in the ongoing discussions with the developer as part of their development group

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).

Cavalli Properties have included all impacted parties in their development group and have therefore been included in the discussions with Council

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

Refer Section 3

Chief Financial Officer review.

Reviewed by CFO

 


Ordinary Council Meeting Agenda

4 November 2021

 

6.7         Setting of 2022 Meeting schedule

File Number:           A3430691

Author:                    Aisha Huriwai, Team Leader Democracy Services

Authoriser:             William J Taylor MBE, General Manager - Corporate Services

 

Purpose of the Report

To provide a draft 2022 calendar of Council and Committee meetings to Council for adoption.

Executive Summary

·      The attached draft calendar proposes the adoption of dates for formal Council, Committee meetings and reserve days for training and workshops.

·      The calendar only sets dates up till the Local Government Election date in October 2022.

·      Council and its Committees will meet on a 6-weekly cycle.

·      Reserve dates have been identified as dates to keep for Council business as required (workshops, briefings, and extraordinary meetings).

·      Community Board meetings are excluded awaiting confirmation of Council and Committee dates.

Recommendation

That Council adopt the 2022 calendar as attached.

 

1) Background

It is good practise across New Zealand for a Council to set its Formal Meeting Calendar a year in advance.  In scheduling meetings and the frequency Councillors should be mindful of the following principles:

·    Meetings should be necessary for the good governance of its region or district.

·    Meetings should promote the open and public transaction of business at meetings.

·    Councillors are considered to be in a part time role of which attendance at formal meetings is only a small portion of the role. Consideration needs to be given to balancing workloads and non-Council commitments.

The proposed schedule includes ‘reserve’ dates for additional Council commitments such as workshops, training, extraordinary meetings or briefings to enable elected members to plan their varying commitments and in recognition that workshops are a beneficial tool to increase governance understanding of technical or complex issues.

Council have resolved not to conduct meetings on 28 October each year in recognition of He Whakaputanga o te Rangatiratanga o Nu Tireni – Declaration of Independence of the United Tribes of New Zealand, as the national day set aside to observe New Zealand Wars.

Community Board meetings are excluded from the schedule and a report will be provided to each board to confirm their 2022 meeting dates.

2) Discussion and Options

The attached schedule continues the meeting structure and frequency from the later part of the 2021 formal meeting calendar following the mid-term review, with the following amendments:

a)   Due to increase in work programmes that the following Committees be allocated an entire day to conduct business:

·    Assurance Risk and Finance (except for 22 June)

·    Strategy and Policy Committee

b)   A shift in the sequence in which Committee’s meet to avoid conflicts with similar regional committees and to assist in balancing the workload. (Demonstrated in the following table)

2021 sequence

2022 sequence

Strategy and Policy Committee

Regulatory Compliance Committee

Regulatory Compliance Committee

Assurance Risk and Finance Committee

Infrastructure Committee

Strategy and Policy Committee

Assurance Risk and Finance Committee

Infrastructure Committee

c)   A whole week clear during each school term break to enable elected members with children or grandchildren to take a decent break.

d)   A reduction in reserve days (workshops/trainings/briefings) to encourage elected members to have better balance in the multiple roles they may hold.

The following meetings are proposed to occur ‘out of sequence’:

Meeting

Rationale

12 April Executive Review Committee

Brought forward 1 week to keep a week clear during school holidays

22 June Assurance Risk and Finance Committee

Assurance Risk and Finance Committee meetings following the 6 weekly cycle would be 8 June, 20 July and 31 August.

20 July has been left clear as a travel day for elected members to attend the LGNZ Conference (21-23 July).

Given the busy month, the June meeting has been scheduled for 22 June which also ensures that the Committee can receive end of May financials as close to financial end of year as possible.

7 July Executive Review Committee

Brought forward 1 week to keep a week clear during school holidays

 

Community boards under legislation set their own meeting dates around Councils. Reports will be sent to their next meetings to ask them to confirm their meeting dates for 2022.

This report recommends that all appointments in the schedule be held at Far North District Council headquarters in Kaikohe. The Far North District Council does not own any suitable buildings elsewhere. While it is possible, hosting meetings elsewhere comes with an increase in cost and cannot be supported to the same level that is possible at headquarters (i.e livestreaming). If there is a desire to hold meetings elsewhere consideration needs to be given to what value this would add to the decision-making process.

Please note, additional time may be required outside of this schedule for extraordinary, urgent matters. Staff are committed to providing as much notice as possible and making sure that business, where possible, is restricted to the days adopted as part of this schedule. If and when dates are not required staff will endeavour to provide cancellations.

Dates have been included for Annual Plan consultation.

Reason for the recommendation

To adopt a schedule of meetings and reserve days for the 2022 calendar year.

3) Financial Implications and Budgetary Provision

There is a cost in supporting meetings, and these are covered within operational budgets.

Attachments

1.       2022 Formal Meeting Calendars Draft - A3413920  

 

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.

 

Compliance requirement

Staff assessment

State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

This matter is 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.

The relevant legislation as referenced in the report is the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.

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.

Community Boards are responsible for setting their own meeting schedule. Similar reports will be written suggesting alignment with Council and Committee meetings.

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

There are no particular implications for Māori.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.

This report does not have any implications on persons identified in legislation.

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

Financial implications are covered within operational budgets.

Chief Financial Officer review.

The CFO has reviewed this report.

 

 


Ordinary Council Meeting Agenda

4 November 2021

 

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Ordinary Council Meeting Agenda

4 November 2021

 

7            Information Reports

7.1         CEO Report to Council 01 July 2021 - 31 August 2021

File Number:           A3407309

Author:                    Melissa Wood, Executive Liaison

Authoriser:             Emma Healy, Executive Officer

  

Purpose of the Report

The purpose of the report is to present the CEO Report, 1 July 2021 to 31 August 2021 for Council’s consideration.

Executive Summary

The CEO Report to Council is a summary of Council activities, presenting an overview across all activities that Council undertakes. We have placed emphasis on relevant issues and pressures Council is experiencing whilst meeting its objectives to the community.

Recommendation

That the Council receive the report CEO Report to Council 01 July 2021 - 31 August 2021

 

Background

The CEO Report to Council is attached and covers a detailed overview of progress against Council’s activities. His Worship the Mayor and Councillors’ feedback is welcomed.

Discussion and Next Steps

This report is for information only.

Financial Implications and Budgetary Provision

There are no financial implications or budgetary provision needed as a result of this report.

Attachments

1.       CEO Report to Council 1 July - 31 August 2021 - A3407100  

 


Ordinary Council Meeting Agenda

4 November 2021

 

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Ordinary Council Meeting Agenda

4 November 2021

 

7.2         Community Board Updates October 2021

File Number:           A3400642

Author:                    Casey Gannon, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

TAKE PŪRONGO / Purpose of the Report

To enable oversight of Community Board resolutions at Council and provide Community Board Chairperson’s with a formal opportunity to speak with Council about discussions at Community Board.

WHAKARĀPOPOTO MATUA / Executive SummarY

A copy of the following Community Board meeting minutes are attached for Council’s information.

 

 TŪTOHUNGA / Recommendation

That Council note the following Community Board minutes:

a)      Te Hiku Community Board, 5 October 2021.

b)      Kaikohe-Hokianga Community Board, 6 October 2021.

c)      Bay of Islands-Whangaroa Community Board, 7 October 2021.

tĀHUHU KŌRERO / Background

This report is to provide Council oversight of resolutions made at Community Board meetings and provide Community Board Chairperson’s with a formal opportunity to raise any Community Board issues with Council.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

This is intended as an information report.

From time to time Community Board’s may make recommendations to Council regarding some matters.

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

There are no financial implications or need for budget provision in considering this report.

Āpitihanga / Attachments

1.       2021-10-05 Te Hiku Community Board Minutes - A3424368

2.       2021-10-06 Kaikohe-Hokianga Community Board Minutes - A3427729

3.       2021-10-07 Bay of Islands-Whangaroa Community Board Minutes - A3418987  

 


Ordinary Council Meeting Agenda

4 November 2021

 

   MINUTES OF Public Excluded Te Hiku Community Board Meeting
HELD AT THE
held virtually via Microsoft TEAMs
ON
Tuesday, 5 October 2021 AT 11.31 am

 

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

The meeting was adjourned from 11.31 am to 11.41 am.

10          Te wāhanga tūmataiti / Public Excluded

10.1       8A Matthews Ave - Property for Sale

Agenda item 10.1 document number A3399168, pages 11 - 14 refers

motion

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That the Te Hiku Community Board recommend Council:

a)      approve the purchase the property situated at 8A Matthews Ave (Lot 2, DP 382833), Kaitaia.

b)      approve to assign a long term lease to The Kaitaia Croquet Club with the condition that The Kaitaia Croquet Club will cover all costs to make the section fit for purpose and to agree to share the car park with the public on agreed days.

c)      approve to engage a valuer to complete a rental valuation.

d)      approve that any further conditions are negotiated and agreed upon by the General Manager Corporate Services & The Kaitaia Croquet Club.

Amendment

Moved:       Member William (Bill) Subritzky

Seconded:  Member Sheryl Bainbridge

That the report 8A Matthews Ave – Property for Sale, be left to lie on the table until further reports and due diligence has been completed and can be provided to the Te Hiku Community Board.

In Favour:       Nil

Against:           Chairperson Adele Gardner, Members Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

lost

resolution 2021/67

Moved:       Chairperson Adele Gardner

Seconded:  Member John Stewart

That the Te Hiku Community Board recommend Council:

a)      approve the purchase of the property situated at 6 Matthews Ave (Lot 2, DP 63276) and 8A Matthews Ave (Lot 2, DP 382833), Kaitaia, subject to due diligence being completed including investigations into possible asbestos/contamination on the site.

b)      approve to assign a long term lease to The Kaitaia Croquet Club with the condition that The Kaitaia Croquet Club will cover all costs to make the section fit for purpose and to agree to share the car park with the public on agreed days.

c)      approve to engage a valuer to complete a rental valuation.

d)      approve that any further conditions are negotiated and agreed upon by the General Manager Corporate Services & The Kaitaia Croquet Club.

In Favour:       Chairperson Adele Gardner, Members Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

carried

 

Resolution to Readmit the Public

Committee Resolution  2021/68

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That Te Hiku Community Board moves out of Public Excluded and into Ordinary meeting.

In Favour:       Chairperson Adele Gardner, Members Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

The minutes of this meeting will be confirmed at the Public Excluded Te Hiku Community Board Meeting held on 9 November 2021.

 

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

CHAIRPERSON

 


Ordinary Council Meeting Agenda

4 November 2021

 

   MINUTES OF
Kaikohe-Hokianga Community Board Meeting
HELD AT THE
Council Chamber, Memorial Avenue, Kaikohe
ON
Wednesday, 6 October 2021 AT 10.31 am

 

PRESENT:              Chairperson Mike Edmonds, Member Emma Davis, Member Louis Toorenburg, Member Kelly van Gaalen, Member Alan Hessell, Member Laurie Byers, Member John Vujcich, Member Moko Tepania

IN ATTENDANCE: Shaun Clarke (CEO)

STAFF PRESENT: Laurel Belworthy (Community Development Advisor), Kathryn Trewin (Funding Advisor), Vickie Begbie (Manager – Business Development), Janice Smith (Chief Financial Officer), Tania Steen (Property Officer) Carla Ditchfield-Hunia (Manager – Legal Services), Casey Gannon (Meetings Administrator), Darren James (Asset Manager – District Facilities), Jeanette England (Asset Manager – District Facilities), Nick Marshall (NTA), Rochelle Dean (Manager – Environmental Services).

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

Chair Mike Edmonds, Members John Vujcich and Kelly Van Gaalen declared conflicts related to Funding Applications Item: 6.9b and will not participation in discussions or decisionmaking.

2            Te wāhanga tūmatanui / Public Forum

·   Shaun Reilly: Footpaths.

·   Linda Bracken (Chair of Kaikohe Business Association) - crime prevention and making Kaikohe a safer place.

·   Liz Owen (Okaihau Community Education Trust) - extending early childhood services in Okaihau.

·   Chris Galbraith and Aimee (Far North Holdings Ltd) - Omapere Wharf

3            Ngā Tono KŌrero / Deputations

Nil

4            ngā kaikōrero / Speakers

Funding Applicants:

·        Geoff Lawson – Youthline Helpline

·        Dave Adams – South Hokianga War Memorial Hall

Member Emma Davis left the meeting at 11:09 am,

Member Emma Davis returned to the meeting.At 11:14 am.

 

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution  2021/59

Moved:       Chairperson Mike Edmonds

Seconded:  Member Alan Hessell

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

8.1 - Section 5 & 6 Kohukohu Road, Kohukohu - Property for Sale

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

 

The meeting was adjourned from 12:05pm  to 12:51pm.

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

Agenda item 6.1 document number A3052594, pages 12 - 12 refers

Resolution  2021/60

Moved:       Chairperson Mike Edmonds

Seconded:  Member Emma Davis

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 4 August 2021 as a true and correct record.

Carried

6            Reports

6.1         Hokianga Spraying Committee Additional Community Representatives Request

Agenda item 7.1 document number A3280718, pages 18 - 20 refers

Resolution  2021/61

Moved:       Member Louis Toorenburg

Seconded:  Member John Vujcich

That the Kaikohe- Hokianga Community Board:

a)      approves the appointment of Peter Reid and Lorene Royal to the Hokianga Spraying Committee as community representatives.

Carried

At 1:16 pm, Member Laurie Byers left the meeting

6.2         Koutu Mongero Picnic Area Encroachment

Agenda item 7.2 document number A3346858, pages 23 - 29 refers

Resolution  2021/62

Moved:       Member Alan Hessell

Seconded:  Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board.

a)      engage with the kaitiaki of the Koutū Mongero Picnic Area to formalise a Kaitiaki Agreement for the lawful use of the area as a campground; and

b)      engage with the kaitiaki to obtain the necessary consents under the Resource Management Act, Local Government Act and Health Act to facilitate the lawful use of the area as a campground.

Carried

 

6.3         Road Naming - 16 Rowsell Heights, Kaikohe

Agenda item 7.3 document number A3350976, pages 30 - 32 refers

Resolution  2021/63

Moved:       Chairperson Mike Edmonds

Seconded:  Member Alan Hessell

That the Kaikohe-Hokianga Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private right-of-way, Buena Vista Rise that is currently addressed at 16 Rowsell Heights, Kaikohe as per map (A2556386).

Carried

 

At 1:30 pm, Member Emma Davis left the meeting.

At 1:36 pm, Member Emma Davis returned to the meeting.

At 1:46 pm, Member Laurie Byers returned to the meeting.

6.4         Upgrade Memorial Park, Kaikohe

Agenda item 7.4 document number A3381320, pages 50 - 54 refers

Resolution  2021/64

Moved:       Member Moko Tepania

Seconded:  Member Kelly van Gaalen

That Kaikohe-Hokianga Community Board:

a)      approves the final concept for Memorial Park as developed by AKAU.

b)      approves the removal of the Casuarina Tree close to the final location of the Wharepaku.

c)      approves the use of Streetscapes budget for the landscaping, furniture, footpaths, tree works and learn to ride paths within Memorial Park ($344,200).

d)      approves the use of Town Beautification budget for the new civil works and surfacing for the new Playground within Memorial Park ($100,000).

e)      approves the use of the Amenity Lighting budget for new lights within Memorial Park ($18,500).

Carried

ABSTAINED : Member Byers

 

At 1:56 pm, Member Moko Tepania left the meeting.

6.5         Omapere Wharf - Renewal of End section

Agenda item 7.5 document number A3325907, pages 74 - 76 refers

Resolution  2021/65

Moved:       Member Louis Toorenburg

Seconded:  Member Emma Davis

That the Kaikohe-Hokianga Community Board:

a)      Receive the report Omapere Wharf - Renewal of End section.

b)      Supports the new design concept for the replacement section of the Wharf; and

c)      that inter-tidal steps be strongly recommended and incorporated into the design.

Carried

 

6.6         Kaikohe-Hokianga Footpath Programme

Agenda item 7.6 document number A3398048, pages 80 - 85 refers

Resolution  2021/66

Moved:       Chairperson Mike Edmonds

Seconded:  Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board identifies:

a)    Manning Street Rawene - Existing to House #54 Manning Street (Est $70,000) to be constructed 100 % from the footpath budget and a list of Kaikohe footpaths be brought back to Kaikohe-Hokianga Community Board for consideration; and

b)    request that the remaining footpath budget from 2020 (estimated 80k) be found and returned for allocation to Kaikohe-Hokianga Community footpaths

Carried

 

6.7         Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 July 2021

Agenda item 7.7 document number A3345193, pages 86 - 88 refers.

Resolution  2021/67

Moved:       Member John Vujcich

Seconded:  Member Kelly van Gaalen

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 July 2021.

Carried

 

6.8         Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 August 2021

Agenda item 7.8 document number A3398377, pages 89 - 90 refers.

Resolution  2021/68

Moved:       Member Emma Davis

Seconded:  Member John Vujcich

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 August 2021.

Carried

 

6.9         Funding Applications - August 2021

Agenda item 7.9 document number A3314739, pages 93 - 97 refers

Resolution  2021/69

Moved:       Chairperson Mike Edmonds

Seconded:  Member Louis Toorenburg

6.9a) That the Kaikohe-Hokianga Community Board approves the sum of $1,785 (plus GST if applicable) be paid from the Board’s Community Fund account to Ngā Mahi Toi o Horeke for costs towards installation of murals along Te Pou Herenga cycle trail to support the following Community Outcomes:

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

ii)      Proud, vibrant communities

CARRIED

AGAINST: Deputy Chair Emma Davis

Resolution  2021/70

Moved:       Member Louis

Seconded:  Member Alan

6.9b) That the Kaikohe-Hokianga Community Board approves the sum of $1,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Pioneer Village Kaikohe for costs towards 2021 Halloween event to support the following Community Outcomes:

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

ii)      Proud, vibrant communities

CARRIED

Resolution  2021/71

Moved:       Member Kelly van Gaalen

Seconded:  Member John Vujcich

6.9c) That the Kaikohe-Hokianga Community Board approves the sum of $4,098 (plus GST if applicable) be paid from the Board’s Community Fund account to South Hokianga War Memorial Hall for costs towards the purchase and installation of an AED defibrillator to support the following Community Outcomes:

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

ii)      Proud, vibrant communities

CARRIED

Resolution  2021/72

Moved:       Chairperson Mike Edmonds

Seconded:  Member Kelly van Gaalen

6.9d) That the Kaikohe-Hokianga Community Board approves the sum of $3,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Youthline Auckland Charitable Trust for costs towards Youthline services to support the following Community Outcomes:

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

iv)     Proud, vibrant communities

Carried

 

6.10       Project Funding Reports

Agenda item 7.10 document number A3399082, pages 119 - 120 refers

Resolution  2021/73

Moved:       Member Kelly van Gaalen

Seconded:  Member John Vujcich

That the Kaikohe-Hokianga Community Board note the project report received from Hokianga Treks 4 Kids.

Carried

7            Information Reports

7.1         Kaikohe-Hokianga Community Board Action Sheet Update October 2021

Agenda item 8.1 document number A3378962, pages 123 - 123 refers

Resolution  2021/74

Moved:       Member John Vujcich

Seconded:  Member Emma Davis

That the Kaikohe-Hokianga Community Board receive the report Kaikohe-Hokianga Community Board Action Sheet Update October 2021.

Carried

 

7.2          Major Item not on the Agenda

Resolution  2021/75

Moved:       Member Louis Toorenburg

Seconded:  Member Alan Hessell

That the Kaikohe-Hokianga Community Board:

a)    resolves to consider these items not on the agenda;

I.    Pawarenga Road Sealing

II.   Okaihau Playcentre Lease

b)    notes these items were not on the agenda because members of the Community Board did not know about the issues until today.

c)    the report cannot be delayed because these matters are urgent.

Carried

 

7.3         Items Not on the Agenda: Pawarenga Road Sealing & Okaihau Playcentre Lease

Resolution  2021/73

Moved:       Chairperson Mike Edmonds

Seconded:  Member Emma Davis

That the Kaikohe-Hokianga Community Board:

a)    be provided with answers as to why the non-residential part of Pawarenga Road was sealed but the residential part was not sealed.

b)    request that Council delegate the powers to negotiate the terms of the Okaihau Playcentre lease to Chair Mike Edmonds, Member John Vujcich and Member Moko Tepania.

Carried

9            tE kAPINGA hUI / Meeting Close

The meeting closed at 3:02pm.

 

The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board Meeting held on 3 November 2021.

 

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

 

:CHAIRPERSON


Ordinary Council Meeting Agenda

4 November 2021

 

   MINUTES OF
Bay of Islands-Whangaroa Community Board Meeting
HELD AT THE
virtually via Microsoft TEAMs
ON
Thursday, 7 October 2021 AT 10.00 am

 

PRESENT:              Chairperson Belinda Ward, Member Lane Ayr, Member Manuela Gmuer-Hornell, Member Bruce Mills, Member Frank Owen, Member Manuwai Wells, Member Dave Hookway-Kopa

1            Karakia Timatanga / Opening Prayer

Belinda Ward opened with a karakia.

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

APOLOGIES AND SPEAKING RIGHTS

Resolution  2021/84

Moved:       Chairperson Belinda Ward

Seconded:  Member Manuela Gmuer-Hornell

That apologies from member Rachel Smith be granted, and speaking rights for Councillor Clendon be granted.

In Favour:       Crs Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

carried

3            Te wāhanga tūmatanui / Public Forum

Andy Murdoch and Kirsty Hampson spoke on behalf of Friends of Rolands Woods Trust.

4            Ngā Tono KŌrero / Deputations

Nil.

5            ngā kaikōrero / Speakers

Chris Galbraith on behalf of Far North Holdings speaking in regard to item 7.4 Waharoa Proposal - Russell Waterfront/Wharf.

 

Geoff Lawson on behalf of Youthline Auckland Charitable Trust in regard to item 7.9 Funding Applications

 

 

6            Confirmation of Previous Minutes

6.1         Confirmation of Previous Minutes

Agenda item 6.1 document number A3405341, pages 10 - 20 refers.

Resolution  2021/85

Moved:       Chairperson Belinda Ward

Seconded:  Member Frank Owen

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 2 September 2021 are a true and correct record with the following amendments:

-     approving the sum of $2,500 and up to $2,500 for traffic management Te Puna Aroha - Application.

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Frank Owen and Manuwai Wells

Against:           Nil

Abstained:       Bruce Mills and Dave Hookway-Kopa

Carried

7            Reports

7.1         Chairperson and Members Report

Agenda item 7.1 document number A3405362, pages 21 - 26 refers.

Resolution  2021/86

Moved:       Member Lane Ayr

Seconded:  Member Dave Hookway-Kopa

That the Bay of Islands-Whangaroa Community Board note the reports from Chairperson Belinda Ward and Member Manuela Gmuer-Hornell.

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

carried 7/0Carried

At 10:47 am, Member Frank Owen left the meeting. At 10:52 am, Member Frank Owen returned to the meeting.

7.2         Eastern Ward Tree Removals Request

Agenda item 7.2 document number A3373151, pages 27 - 32 refers.

MOTION

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board recommend the Infrastructure Committee:

a)   approve unbudgeted OPEX expenditure of $60,000+GST for the removal of the Leyland-Cyprus hedge located on the eastern boundary of the Kerikeri Sports Complex and is replaced by appropriate fencing as agreed with the associated private property owners;

Amendment

Moved:       Member Dave Hookway-Kopa

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board leave the approval of unbudgeted OPEX expenditure of $60,000+GST for the removal of the Leyland-Cyprus hedge located on the eastern boundary of the Kerikeri Sports Complex and is replaced by appropriate fencing as agreed with the associated private property owners to lie on the table pending further information related to unknown costings and confirmation of boundaries.

 

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

carried

The amendment became the substantive motion.

RESOLUTION

Moved:       Chairperson Belinda Ward

Seconded:  Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board leave the approval of unbudgeted OPEX expenditure of $60,000+GST for the removal of the Leyland-Cyprus hedge located on the eastern boundary of the Kerikeri Sports Complex and is replaced by appropriate fencing as agreed with the associated private property owners to lie on the table pending further information related to unknown costings and confirmation of boundaries.

 

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

carried

MOTION

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Lane Ayr

b)   approve the unbudgeted OPEX expenditure of $27,000+GST for the removal of the of Eucalyptus Trees along the boundary line walkway behind 121 & Lot 13 Waitotara Drive;

c)   approve the unbudgeted OPEX expenditure of $10,000+GST for maintenance to the Eucalyptus trees along the Fairy Pools track and reserve posing potential immediate risk.

carried

Amendment

Moved:       Member Dave Hookway-Kopa

Seconded:  Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board recommend the Infrastructure Committee:

b)   approve the removal of the of Eucalyptus Trees along the boundary line walkway behind 121 & Lot 13 Waitotara Drive;

c)   approve the maintenance to the Eucalyptus trees along the Fairy Pools track and reserve posing potential immediate risk.

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

carried

The amendment became the substantive motion.

RESOLUTION

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board recommend the Infrastructure Committee:

a)   approve the removal of the of Eucalyptus Trees along the boundary line walkway behind 121 & Lot 13 Waitotara Drive;

b)   approve the maintenance to the Eucalyptus trees along the Fairy Pools track and reserve posing potential immediate risk.

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

carried

At 11:13 am, Member Manuela Gmuer-Hornell left the meeting. At 11:14 am, Member Manuela Gmuer-Hornell returned to the meeting.

7.3         Tree Removal Russell Top 10 Holiday Park

Agenda item 7.3 document number A3405617, pages 33 - 37 refers.

ReSOLUTION 2021/87

Moved:       Chairperson Belinda Ward

Seconded:  Member Frank Owen

That the Bay of Islands-Whangaroa Community Board:

a)      Approve the removal of several Flame (Coral) trees located in the Russell Top 10 Holiday Park at the cost of the lease holder, subject to the following conditions:

i)       Works are carried out by a professional Arborist company

ii)      Works are to be completed with minimal impact to the surrounding area

iii)     Replacement trees are to be native and low maintenance and community board expresses its preference for Pohutukawa or Titoki.

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

carried

The meeting adjourned from 12:08 to 12:30 pm.

7.4         Waharoa Proposal - Russell Waterfront/Wharf

Agenda item 7.4 document number A3379734, pages 38 - 41 refers.

Resolution  2021/88

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Frank Owen

That the Bay of Islands-Whangaroa Community Board:

a)   approve the installation of a waharoa (entranceway/gateway) at the entrance to Russell Wharf; and,

b)   note the proposed future installation of a second waharoa (entranceway/gateway) at Te Maiki.

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

Carried

 

7.5         New Reserve Act Lease to Russell Tennis Club Incorporated

Agenda item 7.5 document number A3379857, pages 42 - 51 refers.

Resolution  2021/89

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Bruce Mills

That the Bay of Islands - Whangaroa Community Board acting under delegation and pursuant to section 61 Reserves Act 1977 recommend to Council:

a)   That a new ground lease be issued to the Russell Tennis Club Incorporated over part of the Local Purpose (community activities) Reserve, for approximately 1,500.0 square metres, being  part of Allotment 2A Section 6 Town of Russell held in Record of Title NA61/226, vested in Far North District Council as a local purpose reserve by Section 26A Reserves Act 1977. The terms of the proposed lease shall be:

I.    Term     33 years – maximum allowed for under the Reserves Act 1977

II.   Rental      $110 pa – FNDC Fees and Charges Schedule 2021/22 – Community leases

b)   With further conditions negotiated and agreed upon by the General Manager Infrastructure and Asset Management and the Russell Tennis Club Incorporated.

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

Carried

 

7.6         Permit to Occupy Plantation Reserve - Te Wahapu Road Pomare Bay

Agenda item 7.6 document number A3397598, pages 52 - 58 refers.

MOTION

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Bruce Mills

That the Bay of Islands -Whangaroa Community Board recommends Council consents to the temporary occupation by Mr G B Holroyd of approximately 1000m2 of plantation reserve being Pt Wahapu Block adjoining 104 Te Wahapu Road. Subject to the following conditions:

i)        Maintenance of the accessway to be the responsibility of Mr Holroyd.

ii)       Mr Holroyd accepts all liability for the use of the accessway.

iii)      The consent is to Mr G B Holroyd for the life of the currently formed metal accessway.

iv)      The consent does not sit with land and will not automatically transfer to future landowners.

Foreshadowed amendment : Item is left to lie on the table

AMENDMENT

Moved:       Member Dave Hookway-Kopa

Seconded:  Member Manuela Gmuer-Hornell

That the Bay of Islands -Whangaroa Community Board leave Permit to Occupy Plantation Reserve - Te Wahapu Road Pomare Bay to lie on the table until a site visit and additional information are reported back to the board in the form of a report.

In Favour:    Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

Abstained:       Belinda Ward

carried

The amendment became substantive motion.

RESOLUTION  2021/90

Moved:       Chairperson Belinda Ward

Seconded:  Member Dave Hooway-Kopa

That the Bay of Islands -Whangaroa Community Board leave Permit to Occupy Plantation Reserve - Te Wahapu Road Pomare Bay to lie on the table until a site visit and additional information are reported back to the board in the form of a report.

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

Carried

 

7.7         Statement of Community Board Fund Account as at 31 July 2021

Agenda item 7.7 document number A3345260, pages 59 - 61 refers.

Resolution  2021/91

Moved:       Chairperson Belinda Ward

Seconded:  Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board receives the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 31 July 2021”.

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

Carried

 

7.8         Statement of Community Board Fund Account as at 31 August 2021

Agenda item 7.8 document number A3398536, pages 62 - 65 refers.

Resolution  2021/92

Moved:       Chairperson Belinda Ward

Seconded:  Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board receives the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 31 August 2021”.

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

Carried

 

7.9         Funding Applications

Agenda item 7.9 document number A3398711, pages 66 - 107 refers.

Resolution  2021/93

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Frank Owen

That the Bay of Islands-Whangaroa Community Board leaves the application from D’Vine Community Oasis for $50,000 for the creation of a carpark to lie on the table pending further information. 

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

carried

resolution 2021/94

Moved:       Member Lane Ayr

Seconded:  Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board rescind resolution 2019/50 – Allocation of the Placemaking fund 2018/2019 – Russell Baptist Church and the funds ($8,000) be returned to the Community Board Placemaking Account..

In Favour:       Belinda Ward, Lane Ayr, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

Abstained:       Manuela Gmuer-Hornell

carried

ReSOLUTION 2021/95

Moved:       Member Belinda Ward

Seconded:  Member Dave Hookway-Kopa

That the Bay of Islands-Whangaroa Community Board approves the sum of $2,397 (plus GST if applicable) be paid from the Board’s Community Fund account to Ngāti Rahiri Māori Komiti for costs towards Te Tii Carols in the Park to meet healthy community outcomes and include sugar free options and free drinking water for attendees.

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

carried

ReSOLUTION 2021/96

Moved:       Member Bruce Mills

Seconded:  Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board approves the sum of $3,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Youthline Auckland Charitable Trust for costs towards Youthline services to meet the following Community Outcomes:

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

ii)      Proud, vibrant communities

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Manuwai Wells

Against:           Dave Hookway-Kopa

NOTE: Youthline Auckland Charitable Trust presents its application as already well-resourced.

carried

resolution 2021/97

Moved:       Member Frank Owen

Seconded:  Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board confirms their resolution of 3 June 2021 and approves the sum of $3,077 (plus GST if applicable) be paid from the Board’s Community Fund account to Kawakawa Hundertwasser Charitable Trust  for costs towards Te Hononga Booking Office project to support the following Community Outcomes:

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

ii)      Proud, vibrant communities

In Favour:       Belinda Ward, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Lane Ayr

carried

resolution 2021/98

Moved:       Member Belinda Ward

Seconded:  Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board confirm their resolution of 3 June 2021 and approve the sum of $10,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Kawakawa Hundertwasser Charitable Trust with the following conditions:

I.          Kawakawa Hundertwasser Charitable Trust work with Bay of Islands-Whangaroa Community Board Kawakawa - Moerewa subdivision representative, Kawakawa business association, iwi/hapu representatives and other interested community groups.

II.         report back to Bay of Islands-Whangaroa Community Board with a project brief including timeline and deliverable commitments before funds are uplifted.

In Favour:       Belinda Ward, Manuela Gmuer-Hornell, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Lane Ayr and Bruce Mills

Carried

 

7.10       Project Funding Reports

Agenda item 7.10 document number A3398540, pages 108 - 119 refers.

Resolution  2021/99

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board note the project reports received from:

a)   Ngati Rahiri Māori Komiti – Carols in the Park 2020

b)   Resilient Russell Charitable Trust – Go Green Awards

c)   Whangaroa Museum and Archives Society Inc

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

Carried

8            Information Reports

8.1         Bay of Islands-Whangaroa Community Board Action Sheet Update October 2021

Agenda item 8.1 document number A3379209, pages 120 - 126 refers.

Resolution  2021/100

Moved:       Chairperson Belinda Ward

Seconded:  Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board:

a)   receive the report Bay of Islands-Whangaroa Community Board Action Sheet Update October 2021,

b)   request a Tree Maintenance budget added to the Annual Plan,

c)   request an ongoing monthly report be provided with upcoming contracts and levels of service that affect Bay of Islands-Whangaroa Community Ward.

In Favour:       Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against:           Nil

Carried

9            Whakamutunga/closing karakia

Manuwai Wells closed the meeting with a karakia.

10          tE kAPINGA hUI / Meeting Close

The meeting closed at 2:11 pm.

 

The minutes of this meeting will be confirmed at the Bay of Islands-Whangaroa Community Board Meeting held on 11 November 2021.

 

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

CHAIRPERSON

 


Ordinary Council Meeting Agenda

4 November 2021

 

7.3         Council Action Sheet Update November 2021

File Number:           A3440738

Author:                    Marlema Baker, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

Take Pūrongo / Purpose of the Report

To provide Council with an overview of outstanding Council decisions from 1 January 2020.

WhakarĀpopoto matua / Executive Summary

·      Council staff have reintroduced action sheets as a mechanism to communicate progress against Council decisions and confirm when decisions have been implemented.

·      The focus of this paper is on Council decisions.

·      Action sheets are also in place for Committees and Community Boards.

tŪtohunga / Recommendation

That Council receive the report Action Sheet Update November 2021.

 

1) TĀhuhu kŌrero / Background

The Democracy Services Team have been working on a solution to ensure that elected members can receive regular updates on progress against decisions made at meetings, in alignment with a Chief Executive Officer key performance indicator.

Action sheets have been designed as a way to close the loop and communicate with elected members on the decisions made by way of resolution at formal meetings.

Action sheets are not intended to be public information but will provide updates to elected members, who, when appropriate can report back to their communities and constituents.

Officers recognise that the action sheet format is not yet fully meeting the expectations of the elected members.  This is a system generated report over which officers have no current ability to change the format.  Discussions are underway with the software provider to assess costs of a customisation option for these reports to make them bespoke to our council requirements.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The outstanding tasks are multi-facet projects that take longer to fully complete.

The Democracy Services staff are working with staff to ensure that the project completion times are updated so that action sheets provided to members differentiate between work outstanding and work in progress.

Take Tūtohunga / Reason for the recommendation

To provide Council with an overview of outstanding Council decisions from 1 January 2020.

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

There are no financial implications or need for budgetary provision in receiving this report.

Āpitihanga / Attachments

1.       Council Action Sheet Update as at November 2021 - A3446153  

 


Ordinary Council Meeting Agenda

4 November 2021

 

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Ordinary Council Meeting Agenda

4 November 2021

 

 


Ordinary Council Meeting Agenda

4 November 2021

 

8            TE WĀHANGA TūMATAITI / Public Exclude

d

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

8.1 - Confirmation of Previous Minutes - Public Excluded

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.2 - Committee Public Excluded Recommendations and Resolutions - October 2021

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.3 - Extension of Solid Waste and Waste Minimisation Education Contracts

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.4 - Infrastructure Acceleration Funding Update and Next Steps

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.5 - Kaitaia Warehouse Building - Renovation and Leasing

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.6 - Coopers Beach Youth Camp - Remission Request

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.7 - 8A Matthews Ave - Property for Sale

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.8 - Section 5 & 6 Kohukohu Road, Kohukohu - Property for Sale

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.9 - 68 Ngawha Springs Road - Property for Sale

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

 

 

 

 


Ordinary Council Meeting Agenda

4 November 2021

 

 

9            Karakia Whakamutunga / Closing Prayer

 

10          Te Kapinga Hui / Meeting Close