Te Kaunihera o Tai Tokerau ki te Raki

 

 

AGENDA

 

Infrastructure Committee Meeting

 

Wednesday, 24 November 2021

Time:

1.00 pm

Location:

VIRTUAL via Microsoft Teams

 

 

Membership:

Cr Felicity Foy - Chairperson

Mayor John Carter

Deputy Mayor Ann Court

Cr Dave Collard

Cr Rachel Smith

Cr Kelly Stratford

Cr John Vujcich

Member Mike Edmonds

Member Adele Gardner

 

 


Text

Description automatically generated with medium confidence

Authorising Body

Mayor/Council

Status

Standing Committee

 

 

COUNCIL COMMITTEE

 

 

Title

Infrastructure Committee Terms of Reference

Approval Date

7 May 2020

Responsible Officer

Chief Executive

Purpose

The purpose of the Infrastructure Committee (the Committee) is to ensure cost effective, quality and sustainable infrastructure decisions are made to meet the current and future needs of Far North communities and that Councils infrastructure assets are effectively maintained and operated.

 

The Committee will review the effectiveness of the following aspects:

·        Affordable core infrastructure to support healthy and sustainable living.

·        Operational performance including monitoring and reporting on significant infrastructure projects

·        Delivery of quality infrastructure and district facilities

·        Financial spend and reprogramming of capital works

·        Property and other assets

 

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

his or her skills and knowledge, including an understanding of the Committee’s responsibilities, Councils’ infrastructure assets such as roading, three waters and district facilities.

Membership

The Council will determine the membership of the Infrastructure Committee. 

The Infrastructure Committee will comprise of at least six elected members (one of which will be the chairperson).

 

Mayor Carter

Felicity Foy – Chairperson

Ann Court – Deputy Chairperson

Dave Collard

Kelly Stratford

John Vujcich

Rachel Smith

Mike Edmonds

Adele Gardner

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

Quorum

The quorum at a meeting of the Infrastructure Committee is 5 members. 

 

Frequency of Meetings

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

Power to Delegate

The Infrastructure Committee may not delegate any of its responsibilities, duties or powers.

Committees Responsibilities

The Committees responsibilities are described below:

Quality infrastructure and Facilities  

·        Assess and provide advice to Council on strategic issues relating to the provision of Council’s infrastructural activities and district facilities

·        Review, and recommend to Council, policy and strategies for the delivery of infrastructural asset services

·        Monitor achievement of outcomes included in the Infrastructure Strategy and other infrastructure strategies e.g District Transport Strategy

·        Ensure that Council protects its investment in its infrastructural assets in accordance with accepted professional standards

·        Monitor the risks, financial and operational performance of the Council's infrastructural activities and facilities

·        Monitor major contract performance measures/key result areas (KRAs)

 

Significant Projects – spend, monitoring and reporting

·        Monitor significant projects

·        Approve budget overspend (above tolerance levels in the CE delegations) and any reprogramming of capex for a project or programme provided that:

o    The overall budget is met from savings

o    The overall budget for capex is not exceeded.  Where this is not the case, the Committee must either:

§  Recommend to Council that additional funding is approved (outside the Annual Plan or Long-Term Plan process), or

§  Recommend as part of the next round of Long-Term Plan or Annual Plan process that the funding is considered for inclusion.

·        Approve tenders and contracts provided they are:

o    Up to $3 million,

o    in accordance with the current year’s plan, whether that be Annual Plan or Long-Term Plan, and

o    deemed low by the Significance and Engagement Policy

Compliance

·        Ensure that operational functions comply with legislative requirements and Council policy

·        Ensure that consents associated with Council's infrastructure are being met and renewals are planned for.

Service levels (non-regulatory)

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

 

Relationships

·        Monitoring Council’s relationship with the Northland Transportation Alliance

o    Receive quarterly performance reports

·        Monitoring Council’s relationship with the Far North Waters Alliance Partner

 

Property

·        Recommend to Council the acquisition or disposal of assets.

·        Approve new leases and lease renewals (of non-reserve land), in accordance with the current years’ plan, whether that be Annual Plan or Long-Term Plan.

Receive updates on changes to national and regional policies that impact on Council provision of infrastructure and where appropriate make recommendation to Council.

Rules and Procedures

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

Annual reporting

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

 

 


 

INFRASTRUCTURE COMMITTEE - MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e.  Chairperson etc)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

Hon John Carter QSO

Board Member of the Local Government Protection Programme

Board Member of the Local Government Protection Program

 

 

Carter Family Trust

 

 

 

Felicity Foy (Chair)

Flick Trustee Ltd

I am the director of this company that is the company trustee of Flick Family Trust that owns properties in Cable Bay, and Allen Bell Drive - Kaitaia.

 

 

Elbury Holdings Limited

This company is directed by my parents Fiona and Kevin King.

This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight and Allen Bell Drive.

 

Foy Farms Partnership

Owner and partner in Foy Farms - a farm on Church Road, Kaingaroa

 

 

Foy Farms Rentals

Owner and rental manager of Foy Farms Rentals for dwellings on Church Road, Kaingaroa and dwellings on Allen Bell Drive, Kaitaia, and property on North Road, Kaitaia, one title contains a cell phone tower.

 

 

King Family Trust

This trust owns several titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane.

These trusts own properties in the Far North.

 

112 Commerce Street Holdings Ltd

Owner of commercial property in Commerce Street Kaitaia.

 

 

Foy Property Management Ltd

Owner of company that manages properties owned by Foy Farms Rentals and Flick Family Trust.

 

 

Previous employment at FNDC 2007-16

I consider the staff members at FNDC to be my friends

 

 

Shareholder of Coastline Plumbing NZ Limited

 

 

 

Felicity Foy - Partner

Director of Coastline Plumbing NZ Limited

 

 

 

Friends with some FNDC employees

 

 

 

Deputy Mayor Ann Court (Deputy)

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 Collard

Snapper Bonanza 2011 Limited

45% Shareholder and Director

 

 

Trustee of Te Ahu Charitable Trust

Council delegate to this board

 

 

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 and Treasurer.

 

 

Vision Kerikeri

Financial Member

 

 

Rachel Smith (Partner)

Property Owner.

Kerikeri.

 

 

Friends who work at Far North District Council.

 

 

 

Kerikeri Cruising Club.

Subscription Member.

 

 

Vision Kerikeri

Financial Member

 

 

Town and General Groundcare Limited

Director, Shareholder

 

 

Kelly Stratford

KS Bookkeeping and Administration

Business Owner, provides bookkeeping, 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

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

Mike Edmonds

Chair

Kaikohe Mechanical and Historic Trust

Council Funding

 Decide at the time

Committee member

Kaikohe Rugby Football and Sports Club

Council Funding

Withdraw and abstain

Adele Gardner

N/A - FNDC Honorarium

 

 

 

Te Hiku Education Trust

Trustee

 

 

Te Ahu Charitable Trust

Trustee

 

 

ST Johns Kaitaia Branch

Trustee/ Committee Member

 

 

Te Hiku Sports Hub Committee

Committee Member

 

 

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

 

 

 

Partner of Adele Gardner

N/A as Retired

 

 

 

 

 

 


Infrastructure Committee Meeting Agenda

24 November 2021

 

Far North District Council

Infrastructure Committee Meeting

will be held Virtually via Microsoft Teams on:

Wednesday 24 November 2021 at 1.00 pm

Te Paeroa Mahi / Order of Business

1         Karakia Timatanga / Opening Prayer 13

2         Nga Whakapāha Me Ngā Pānga Mema / Apologies and Declarations of Interest 13

3         Te Tono Kōrero / Deputation. 13

4         Confirmation of Previous Minutes. 14

4.1            Confirmation of Previous Minutes. 14

5         Reports. 21

5.1            Eastern Ward Tree Removals Request 21

6         Information Reports. 28

6.1            Kerikeri Waipapa Transport Network. 28

6.2            Infrastructure and Asset Management (IAM) Monthly Business Report for September 2021. 52

6.3            Infrastructure Committee Action Sheet Update September 2021. 180

7         Karakia Whakamutunga – Closing Prayer 181

8         Te Kapinga Hui / Meeting Close. 181

 

 


1          Karakia Timatanga – Opening Prayer

2          Nga 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 Committee 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          Te Tono Kōrero / Deputation

Kerry Thomas and Kathryn O'Reilly on behalf of Waka Kotahi to provide an update on two projects, new roundabout and 2 lane bridge Kaeo.

 

Per Lugnet on behalf of Northstar.

 

Manu Burkhardt on behalf of FNR Group – Nga Ara o Te Hiku LTD.

 


Infrastructure Committee Meeting Agenda

24 November 2021

 

4          Confirmation of Previous Minutes

4.1         Confirmation of Previous Minutes

File Number:           A3476232

Author:                    Casey Gannon, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Democracy Services

 

Purpose of the Report

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

Recommendation

That the Infrastructure Committee confirm that the minutes of the meeting held 13 October 2021 be confirmed as a true and correct record.

 

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.      2021-10-13 Infrastructure Committee Minutes - A3437429  


 

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 on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.

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

This report is asking for the minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports.

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

There are no financial implications or the need for budgetary provision arising from this report.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Infrastructure Committee Meeting Agenda

24 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

His Worship the Mayor returned to the meeting at 2:55 pm during public excluded.

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

 


Infrastructure Committee Meeting Agenda

24 November 2021

 

5          Reports

5.1         Eastern Ward Tree Removals Request

File Number:           A3439765

Author:                    Rob Stewart, Senior Faciltiies Technical Officer

Authoriser:              Janice Smith, Chief Financial Officer

 

Take Pūrongo / Purpose of the Report

To seek Infrastructure Committee recommendation to Council the approval of unbudgeted OPEX expenditure to remove dead, dying and or hazardous trees in the Bay of Islands – Whangaroa Community Board ward.

WhakarĀpopoto matua / Executive Summary

·     Several tree issues have come to Council’s attention that will require removal or maintenance. These trees include a substantial hedge along the Kerikeri Sports Complex boundary line, very large Eucalyptus trees along the Waipekakoura River walking track backing on to properties off Waitotara Drive and the very large Eucalyptus within the Fairy Pools Recreational Reserve.

·     The staff recommended in this report is associated with the Health & Safety risk to people and property, and to mitigate risk against Council.

·     Community Boards have the delegated authority concerning trees located on Council land.

·     Bay of Islands-Whangaroa Community Board (BWCB) considered this report on 7th October 2021. BWCB have resolved to let one portion of the recommendation lie on the table, one tree removal, and one approval for maintenance. BWCB did not support the recommended budget and have removed the budgetary implication from their resolution.

·     The cost of this work is unbudgeted operational expense.

·     Infrastructure Committee has no delegation for unbudgeted expenditure.

·     On-going funds for tree and hedge removal and maintenance will be confirmed as part of the Annual Plan 2022/2023.

 

tŪtohunga / Recommendation

That the Infrastructure Committee recommend that Council:

a)   approve the removal of the of Eucalyptus Trees along the boundary line walkway behind 121 & Lot 13 Waitotara Drive at an unbudgeted operational expenditure of $27,000 plus GST

b)   approve the maintenance to the Eucalyptus trees along the Fairy Pools track and reserve posing potential immediate risk at an unbudgeted operational expenditure of $10,000 plus GST

 

1) TĀhuhu kŌrero / Background

At the 7th October 2021 Bay of Islands-Whangaroa Community Board meeting the following recommendation was discussed and the following resolution were carried:

Recommendation (as presented by staff to Bay of Islands-Whangaroa community board)

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;

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.

 

RESOLUTION (as passed by Bay of Islands-Whangaroa community board)

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.

carried

RESOLUTION (as passed by Bay of Islands-Whangaroa community board)

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.

carried

Staff continue to receive several RFS’s associated with tree issues across the District, more so in the Bay of Islands ward. As these tree matters are in high profile areas and the Board has the delegated authority concerning trees on Council land, it was decided to present this to the Board to consider.

The proposed costs associated with these tree works are unbudgeted operational expenditure and will require approval to seek unbudgeted expenditure to cover the costs not only with the tree removal, but also costs associated with re-planting / reinstatement of the sites.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Kerikeri Sports Complex

The Leyland-Cyprus hedge, located on the eastern boundary of the complex had its canopy topped late 2019, early 2020. This hedge runs between the sports-fields and several private properties (as per the image inserted).  It was believed this work may have attributed to the death of the trees however conversations with Arborists have highlighted that this variety of tree is vulnerable to a degenerative disease which is likely to have attributed to their death.

A map of a city

Description automatically generated with low confidence    A picture containing grass, sky, outdoor, cloudy

Description automatically generated

Approx. location and extent of area of works

This hedge row is at a stage where it should be removed and replaced with a fence that defines the property boundaries and provides privacy and safety for property owners and users of this complex. The overall length affected is approx. 250 metres.  To deal with any security and health and safety issues, it is proposed the hedge is replaced with a standard 1.8m high wooden paling fence. The cost of this fence is approx. $45,000+GST. This is in addition to the quote of approx. $15,000.00+GST to remove the trees. 

 

This pricing is weather dependent and does not include the removal of the chipped material from site or the reinstatement of the turf / fields should any damage occur.

 

Conversations with affected property owners to help determine their level of reinstatement expectations are to be initiated at such time as Council has made their determinations.  Outcomes of this engagement may bring to light associated factors with the potential to increase these estimated costs and the expected financial contribution towards the cost of the new fence.

 

These are all unbudgeted expenses - total cost of works approximately $60,000+GST. The Community Board left this decision to lie on the table pending further information.

 

Waitotara Drive, Waipapa – Eucalyptus Tree Removal

A number of large Eucalyptus trees are located along the esplanade reserve of Waipekakoura River, Waitotara Drive, Waipapa.

Two property owners that border this reserve have lodged health and safety concerns with Council requesting some of these trees be removed before they damage neighbouring properties and / or people walking along the track. 

Map

Description automatically generated A picture containing grass, outdoor, tree, sky

Description automatically generated

Waitotara Drive - site location and image of the gum trees

Complete Tree Care was engaged to investigate the health and condition of the trees, they found:

“extensive cambium damage to the base of some trees, the potential for failure on to private land or back into the river is medium to high risk as the walkway track runs along the base of these trees, the potential for deadwood of wind damaged material to drop onto the track is medium. The frequency of track use should be determined to obtain the risk factor ratio.”

There are two rows of trees that are of a hazardous nature that Council are aware of however, there is the potential that these works may identify other concerns requiring inclusion within the current scope of works.

Total cost of works to remove the stands of Eucalyptus trees associated with the two properties is approx. $27,000.00+GST.

Fairy Pools

There is a large number of Eucalyptus trees on Council land leading to and within the Fairy Pools Reserve, Kerikeri that require dead heading / removal due to the hazardous potential to people and property.

A map of a city

Description automatically generated with low confidence A road with trees on the side

Description automatically generated with medium confidence

Fairy Pools site location and aerial from Google maps showing example of trees

This area also has a significant number of large Eucalyptus that require ongoing maintenance. The works proposed at this stage are very basic. It is proposed that further works may be required as a result of any future development plans associated with the neighbouring property and the realignment of the access track.

This is a very busy site with significant volumes of people using the tracks with the likelihood that tree limbs / entire trees may drop at any time causing injury or damage to people or their vehicles etc.

While there is likely some realignment of tracks required within the foreseeable future it is advisable to undertake some basic hazard management controls to mitigate some of the potential risks by trimming and / or felling those trees that are more than likely to pose a greater risk / threat.

An assessment completed by an Arborist last year highlighted the need to complete basic maintenance work to the value of approx. $10,000+GST as soon as possible.

In summary, the following tree works are proposed on Council land:

·    Kerikeri Sports Complex – remove the Leyland-Cyprus hedge and replace with appropriate fencing.  $60,000+GST (subject to future Community Board approval and subsequent reports)

·    Waitotara Drive, Waipapa - remove the Eucalyptus Trees along the boundary line walkway behind 121 & Lot 13 Waitotara Drive.  $27,000+GST

·    Fairy Pools track and reserve, Kerikeri – remove / carry out maintenance of Eucalyptus trees as identified that pose immediate risk & health and safety issues.  $10,000+GST

 

 

 

In support of these options, consideration has been given to the following:

Reserve policy 2017

Section 2 Tree Management states:

1) no person shall prune, fell or otherwise take action with any trees without the authority of a Council Staff member

3) a tree shall be removed for no other reason than that it is a risk to Health & Safety, neighbouring private property, or to another Council owned asset.

Tree & Vegetation Guideline 2008

Guideline 6 – Generally, healthy park trees will be retained, and their removal will be the exception.  Decisions on major tree removal will be referred to community boards to decide after public consultation.

Take Tūtohunga / Reason for the recommendation

To address Health and Safety concerns and to action a Community Board resolution.

It is not an option to not do anything concerning these trees due to the on-going and increasing risks and the potential impact to people and / or property.

Due to the size, location and proximity of these trees to people and property, basic maintenance is also not an option.

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

Unbudgeted expenditure is required due to Health & Safety issues with the identified trees. Whilst there is no specific budget for this work, it will be covered by “unders & overs” in other areas during the year. Provision of ongoing funds for tree and hedge removal and maintenance are being considered again as part of the 2022/23 Annual Plan having been declined in previous years.

 

The following unbudgeted expenditure amounts will be required to align with the proposed resolution:

·    Waitotara Drive, Waipapa: $27,000+GST

·    Fairy Pools track and reserve, Kerikeri: $10,000+GST

·    TOTAL: $37,000+GST

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 Significance

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

Reserves Policy and Tree and Vegetation Guidelines

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 Board Delegations include Trees on Council Land

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.

No implications to Maori perceived as a result of this request.

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).

Private property owners adjacent to the affected areas and general public users of the walkways, parks and reserves.

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

That unbudgeted OPEX expenditure of $60,000+gst be approved for the Kerikeri Sports complex tree issue, $27,000+gst for the Waitotara Drive tree issue so works can proceed as required and $10,000+gst for the Fairy Pools basic tree maintenance.

That the issue of the Fairy Pools accessway be transferred to the Asset Management Team for scoping as a project that includes the remaining major aspects of tree works, track alignment and redefinition as well as public vehicle access and parking.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


Infrastructure Committee Meeting Agenda

24 November 2021

 

6          Information Reports

6.1         Kerikeri Waipapa Transport Network

File Number:           A3437356

Author:                    Kim Cottle, Team Leader - Infrastructure Planning

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

 

TAKE PŪRONGO / Purpose of the Report

To inform Councillors of the progress made towards development of a programme that provides an integrated transport urban form approach for Kerikeri/Waipapa.

WHAKARĀPOPOTO MATUA / Executive SummarY

·     This report provides background, current progress and next steps, in development of the Kerikeri Area Transport Network Plan.

·     It highlights the significant milestones over the two decade long evolution of transport and land use planning. 

·     It confirms the direction that needs to be taken to ensure an integrated approach to transport and land use planning, while ensuring funding subsidy can be sought for future priorities and activities.

·     The elected members reviewed the scope for the Kerikeri Waipapa Transport Network Information Report (Attachment 1) this reviewed scope is included for your information as Attachment 2.

 

 TŪTOHUNGA / Recommendation

That the Infrastructure Committee receive the report Kerikeri Waipapa Transport Network and associated attachments.

tĀHUHU KŌRERO / Background

Kerikeri Waipapa Structure Plan (2007) adopted a ‘high growth’ population forecast; however, over time the growth was found to be slower than anticipated postponing the trigger for congestion relief measures.  Growth and subdivision in the wider Kerikeri Waipapa area resulted in a dispersed land use pattern that supports continued private vehicle use and does not encourage alternative modes of transport (such as public transport, walking and cycling).

The National outcomes and process for transport investment have changed over time with a focus on “a transport system that improves wellbeing and liveability” rather than increased vehicle throughput or cost-benefit ratio requirements.  This has resulted in a sea-change approach to transport, with the transport corridor now considered a place for people (rather than just cars), a way to contribute to community outcomes, and a strong focus on encouraging mode shift (to increase the share of people’s travel by public transport, walking and cycling). 

The FNDC Integrated Transport Strategy (2020) follows this lead and recommends that the Kerikeri Area Transport Network Plan business case (supported by Waka Kotahi NZTA) be undertaken to confirm the priorities and activities for the wider Kerikeri/Waipapa area with an integrated approach to transport and land use planning.

An indicative “Western Ring Road Option” for the Kerikeri Central Business District (CBD) bypass was included in the Kerikeri Waipapa Structure Plan (2007).  Whilst further property purchase has occurred along the proposed route (on an ad hoc/as available basis) there have not been any detailed investigations towards planning permissions or implementation requirements for this corridor.  Additionally, this project does not meet the necessary wider Waka Kotahi business case requirements, the ongoing investigation and implementation of this project will need to be 100% locally funded with a very high-level estimate of around $20 million.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The planned next steps are to continue taking an integrated approach to land use and transport by progressing the Kerikeri Area Transport Network Plan business case.  However, as this business case was not prioritised for central government funding in the most recent National Land Transport Fund (NLTF) announcement, staff are currently working with Waka Kotahi representatives to determine an alternative way of packaging up the already allocated NLTF funds to better meet Region and District priorities.

Rather than including all the detail in this format, the attached report titled ’Kerikeri Waipapa Transport Network Information Report’ has been prepared and includes the history, discussion and current activities as well as proposed next steps.

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

The Kerikeri Area Transport Network Plan business case is estimated to cost $1.2 million, with 69% ($828,000) sought from the National Land Transport Fund (NLTF) and a Far North District Council contribution of 31% ($372,000) which is included in the next 3 years of the LTP 2021-2031.

The NLTF funding for the Kerikeri Area Transport Network Plan business case was not confirmed, therefore staff are working with Waka Kotahi (NZTA) to repackage other ‘probable’ National Land Transport Funds for the wider District and confirm funds for the business case. 

It is essential that a Waka Kotahi (NZTA) supported business case approach is undertaken to ensure that future projects and/or activities (such as implementation) have the potential to receive NLTF investment.

Āpitihanga / Attachments

1.      Kerikeri Waipapa Transport Network Information Report - A3460105

2.      EM reviewed final draft scope kerikeri waipapa transport network info report - A3472359  

 


Infrastructure Committee Meeting Agenda

24 November 2021

 

Text

Description automatically generated

Graphical user interface, chart

Description automatically generated

A picture containing application

Description automatically generated

Text

Description automatically generated

Text

Description automatically generated with low confidence

Chart

Description automatically generated

Text, letter

Description automatically generated


Map

Description automatically generated



Text, letter

Description automatically generated



Map

Description automatically generated



Text, letter

Description automatically generated

Text, letter

Description automatically generated

Text

Description automatically generated

Table

Description automatically generated

Table

Description automatically generated

Table

Description automatically generated

Table

Description automatically generated with medium confidence


Infrastructure Committee Meeting Agenda

24 November 2021

 

A picture containing text, document, screenshot

Description automatically generated

Text

Description automatically generated

 


Infrastructure Committee Meeting Agenda

24 November 2021

 

6.2         Infrastructure and Asset Management (IAM) Monthly Business Report for September 2021

File Number:           A3442791

Author:                    Tania George, EA to GM - Infrastructure and Asset Management

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

 

TAKE PŪRONGO / Purpose of the Report

To present a summary of Infrastructure and Asset Management activity and information items.

WHAKARĀPOPOTO MATUA / Executive SummarY

The Infrastructure and Asset Management Update provides an overview of Infrastructure and Asset Management activity for the period of September 2021.

 TŪTOHUNGA / Recommendation

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

 

tĀHUHU KŌRERO / Background

This report presents a range of performance and interest items focussed around Council Infrastructure.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The information is attached in the form of a report.

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

None

Āpitihanga / Attachments

1.      IAM Business Report as at 31 September 2021 - A3486975  

 


Infrastructure Committee Meeting Agenda

24 November 2021

 

Diagram

Description automatically generated



Timeline

Description automatically generated



Table

Description automatically generated

Graphical user interface, text, application

Description automatically generated


Graphical user interface, table

Description automatically generated

Table

Description automatically generated

A picture containing graphical user interface

Description automatically generated

Graphical user interface, chart

Description automatically generated


Text

Description automatically generated

Graphical user interface, chart

Description automatically generated with medium confidence

Text, table

Description automatically generated with medium confidence

Chart, histogram

Description automatically generated

Graphical user interface, application, Word

Description automatically generated

Graphical user interface, text, application, email

Description automatically generated

Table

Description automatically generated



Graphical user interface, application, table, email

Description automatically generated

Text

Description automatically generated

Graphical user interface, application, table

Description automatically generated

Text, application, table

Description automatically generated

Text, application

Description automatically generated

Graphical user interface, application, Word

Description automatically generated


Table

Description automatically generated

Table

Description automatically generated


A picture containing table

Description automatically generated

Graphical user interface, application, Word

Description automatically generated

Timeline

Description automatically generated

Graphical user interface, application

Description automatically generated


Graphical user interface, table

Description automatically generated



Graphical user interface, application, table

Description automatically generated

Graphical user interface, application

Description automatically generated


Graphical user interface, text, application

Description automatically generated



Graphical user interface

Description automatically generated

Graphical user interface, text, application, email

Description automatically generated

Text

Description automatically generated



Text

Description automatically generated



Graphical user interface, text, application, email

Description automatically generated

A picture containing text

Description automatically generated


Text, letter

Description automatically generated



Graphical user interface, text, application, email

Description automatically generated

Graphical user interface, text, application, email

Description automatically generated

Graphical user interface, text, application, email

Description automatically generated



Text, letter

Description automatically generated



Graphical user interface, text, application, table

Description automatically generated


Graphical user interface, application

Description automatically generated with medium confidence


Graphical user interface, website

Description automatically generated



Graphical user interface, text, application, email

Description automatically generated



Graphical user interface, text, application

Description automatically generated

Table

Description automatically generated

A picture containing graphical user interface

Description automatically generated

Table

Description automatically generated

Text, letter

Description automatically generated

Text, letter

Description automatically generated

Table

Description automatically generated

Text, letter

Description automatically generated

A picture containing text, screenshot, newspaper, document

Description automatically generated

Table

Description automatically generated

A screenshot of a computer

Description automatically generated with low confidence

Table

Description automatically generated


Table

Description automatically generated

Text, letter

Description automatically generated


Text

Description automatically generated

Text, letter

Description automatically generated

Table

Description automatically generated

Table

Description automatically generated

Text

Description automatically generated

Text

Description automatically generated

Graphical user interface, text, application

Description automatically generated

Graphical user interface

Description automatically generated

Graphical user interface

Description automatically generated

Table

Description automatically generated with medium confidence

Text, letter

Description automatically generated

Text, letter

Description automatically generated

Text

Description automatically generated

Text

Description automatically generated

Graphical user interface, text, application, table, Word

Description automatically generated

Diagram

Description automatically generated

Shape, square

Description automatically generated



Table

Description automatically generated with medium confidence



Graphical user interface, text, application, email

Description automatically generated

Text

Description automatically generated

Text

Description automatically generated

Text, letter

Description automatically generated

Text, letter

Description automatically generated

Text, letter

Description automatically generated

Text, letter

Description automatically generated

Text, letter

Description automatically generated

Graphical user interface, text, application, email

Description automatically generated

Text

Description automatically generated

A picture containing timeline

Description automatically generated

A picture containing graphical user interface

Description automatically generated

Timeline

Description automatically generated with medium confidence

Graphical user interface, website

Description automatically generated

Graphical user interface

Description automatically generated with low confidence

Graphical user interface, text

Description automatically generated

A picture containing text

Description automatically generated

A picture containing text

Description automatically generated

Text, letter

Description automatically generated

Graphical user interface, table

Description automatically generated

Map

Description automatically generated

Map

Description automatically generated

A picture containing text, different

Description automatically generated

A picture containing text, different

Description automatically generated

A picture containing text, scene, way

Description automatically generated

Graphical user interface, application

Description automatically generated


Graphical user interface, text, application

Description automatically generated

Timeline

Description automatically generated


Graphical user interface, website

Description automatically generated

Table

Description automatically generated

Graphical user interface, application

Description automatically generated

Graphical user interface, application

Description automatically generated

Graphical user interface, application

Description automatically generated

Table

Description automatically generated

Text

Description automatically generated with medium confidence

 


Infrastructure Committee Meeting Agenda

24 November 2021

 

6.3         Infrastructure Committee Action Sheet Update September 2021

File Number:           A3486880

Author:                    Casey Gannon, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Democracy Services

 

Take Pūrongo / Purpose of the Report

To provide the Infrastructure Committee with an overview of outstanding decisions from 1 January 2020.

WhakarĀpopoto matua / Executive Summary

·     Council staff have reintroduced action sheets as a mechanism to communicate progress against decisions/resolutions and confirm when decisions have been implemented.

·     The focus of this paper is on decisions made by the Infrastructure Committee.

·     Action sheets are also in place for Council and Community Boards.

·     All actions for the Infrastructure Committee from 1 January 2020 have been completed.

·     There are no outstanding or overdue actions for the Infrastructure Committee.

 

tŪtohunga / Recommendation

That the Infrastructure Committee 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.

There are no outstanding or overdue actions for the Infrastructure Committee. All actions for the Infrastructure Committee from 1 January 2020 have been completed.

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 the Infrastructure Committee with an overview of outstanding committee decisions from 1 January 2020. There are no outstanding or overdue actions for the Infrastructure Committee. All actions for the Infrastructure Committee from 1 January 2020 have been completed.

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

Nil


Infrastructure Committee Meeting Agenda

24 November 2021

 

7          Karakia Whakamutunga – Closing Prayer

8          Te Kapinga Hui / Meeting Close