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
Authorising Body |
Mayor/Council |
|
Status |
Standing Committee |
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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 |
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Carter Family Trust |
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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. |
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|
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 |
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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. |
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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. |
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|
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 |
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|
Shareholder of Coastline Plumbing NZ Limited |
|
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Felicity Foy - Partner |
Director of Coastline Plumbing NZ Limited |
|
|
|
Friends with some FNDC employees |
|
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|
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. |
|
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Property Owner. |
Kerikeri. |
|
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Friends who work at Far North District Council. |
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Kerikeri Cruising Club. |
Subscription Member and Treasurer. |
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Vision Kerikeri |
Financial Member |
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|
|
Rachel Smith (Partner) |
Property Owner. |
Kerikeri. |
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Friends who work at Far North District Council. |
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Kerikeri Cruising Club. |
Subscription Member. |
|
|
|
Vision Kerikeri |
Financial Member |
|
|
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Town and General Groundcare Limited |
Director, Shareholder |
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|
|
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 |
|
|
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Te Hiku Education Trust |
Trustee |
|
|
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Te Ahu Charitable Trust |
Trustee |
|
|
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ST Johns Kaitaia Branch |
Trustee/ Committee Member |
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Te Hiku Sports Hub Committee |
Committee Member |
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|
I know many FNDC staff members as I was an FNDC staff member from 1994-2008. |
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|
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Partner of Adele Gardner |
N/A as Retired |
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Infrastructure Committee Meeting Agenda |
24 November 2021 |
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
2 Nga Whakapāha Me Ngā Pānga Mema / Apologies and Declarations of Interest
4 Confirmation of Previous Minutes
4.1 Confirmation of Previous Minutes
5.1 Eastern Ward Tree Removals Request
6.1 Kerikeri Waipapa Transport Network
6.2 Infrastructure and Asset Management (IAM) Monthly Business Report for September 2021
6.3 Infrastructure Committee Action Sheet Update September 2021
7 Karakia Whakamutunga – Closing Prayer
8 Te Kapinga Hui / Meeting Close
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.
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.
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.
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:
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 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
24 November 2021 |
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.
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.
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.
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.
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
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 |
24 November 2021 |
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.
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.
1. Kerikeri Waipapa Transport Network Information Report - A3460105 ⇩
2. EM reviewed final draft scope kerikeri waipapa transport network info report - A3472359 ⇩
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.
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
1. IAM Business Report as at 31 September 2021 - A3486975 ⇩
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.
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.
Nil