Te Kaunihera o Tai Tokerau ki te Raki

 

 

AGENDA

 

Infrastructure Committee Meeting

 

Wednesday, 23 March 2022

Time:

9:30 am

Location:

Virtually via Microsoft Teams

 

 

Membership:

Chairperson Felicity Foy - Chairperson

Mayor John Carter

Deputy Mayor Ann Court

Cr Dave Collard

Cr Rachel Smith

Cr Kelly Stratford

Cr John Vujcich

Member Adele Gardner

 

 


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

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

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

23 March 2022

 

Far North District Council

Infrastructure Committee Meeting

will be held in the Virtually via Microsoft Teams on:

Wednesday 23 March 2022 at 9:30 am

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. 20

5.1            Economic and Practicability Assessment for Discharge of Treated Wastewater to Land from Kaeo Wastewater Treatment Plant 20

6          Information Reports. 118

6.1            FNDC / NTA Transportation Activity Update - FY 2021/22 – 6-month Report 118

6.2            Infrastructure And Asset Management (IAM) Monthly Business Report For January 2022  131

6.3            Infrastructure Committee Action Sheet Update March 2022. 384

7          Te Wāhanga Tūmataiti / Public Excluded. 386

7.1            Confirmation of Previous Minutes - Public Excluded. 386

7.2            Tourism Infrastructure Fund Applications - March 2022. 386

8          Karakia Whakamutunga – Closing Prayer. 387

9          Te Kapinga Hui / Meeting Close. 387

 

 


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

No requests for deputations were received at the time of the Agenda going to print.


Infrastructure Committee Meeting Agenda

23 March 2022

 

4            Confirmation of Previous Minutes

4.1         Confirmation of Previous Minutes

File Number:           A3613406

Author:                    Rhonda-May Whiu, Democracy Advisor

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 9 February 2022 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.       2022-02-09 Infrastructure Committee Minutes - A3581404  


 

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

23 March 2022

 

   MINUTES OF Far North District Council
Infrastructure Committee Meeting
HELD AT THE
Virtually via Microsoft Teams
ON
Wednesday, 9 February 2022 AT 9.30 am

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

Chair Felicity Foy commenced the meeting and opened with a karakia.

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

Apology

Resolution  2022/1

Moved:       Chairperson Felicity Foy

Seconded:  Cr Rachel Smith

That the apologies received from His Worship the Mayor John Carter, Deputy Mayor Ann Court, and Member Mike Edmonds be accepted and leave of absence granted; and that the Infrastructure Committee note the late arrival of Cr Collard at 9:35 am.

In Favour:       Crs Felicity Foy, Rachel Smith, Kelly Stratford, John Vujcich and Member Adele Gardner

Against:           Nil

Carried

 

3            Ngā Tono Kōrero / Deputation

There were no deputations.

4            Confirmation of Previous Minutes

4.1         Confirmation of Previous Minutes

Agenda item 4.1 document number A3565038, pages 14 - 18 refers.

Resolution  2022/2

Moved:       Chairperson Felicity Foy

Seconded:  Member Adele Gardner

That the Infrastructure Committee confirm that the minutes of the meeting held 24 November 2021 be confirmed as a true and correct record.

In Favour:       Crs Felicity Foy, Dave Collard, Rachel Smith, Kelly Stratford, John Vujcich and Member Adele Gardner

Against:           Nil

Carried

5            Reports

5.1         Total Mobility Scheme

Agenda item 5.1 document number A3521778, pages 19 - 28 refers.

Resolution  2022/3

Moved:       Cr Kelly Stratford

Seconded:  Cr Rachel Smith

That the Infrastructure Committee approves the assignment of Total Mobility Scheme local share operational funding of $31,000 to the Northland Regional Council.

In Favour:       Crs Felicity Foy, Dave Collard, Rachel Smith, Kelly Stratford, John Vujcich and Member Adele Gardner

Against:           Nil

Carried

NOTES:

Chair Foy requests that a timeline, cost options and next steps for the rest of the district be included; as well as criteria for how towns are chosen.

6            Information Reports

6.1         Tourism Infrastructure Fund Round 4 - Freedom Camping Study

Agenda item 6.1 document number A3473099, pages 29 - 116 refers.

MOTION

Moved:       Cr John Vujcich

Seconded:  Cr Rachel Smith

That the Infrastructure Committee receive the report “Freedom Camping Study Tif-R4-005f FNDC” and

Amendment

Moved:       Cr Rachel Smith

Seconded:  Cr Dave Collard

a)   that the Chief Executive prepare a delivery plan on the Tourism Infrastructure Fund -  Freedom Camping Study.

In Favour:       Crs Felicity Foy, Dave Collard, Rachel Smith, Kelly Stratford, John Vujcich and Member Adele Gardner

Against:           Nil

carried

The amendment became the substantive motion.

Resolution  2022/4

Moved:       Cr John Vujcich

Seconded:  Cr Rachel Smith

That the Infrastructure Committee;

a)      receive the report “Freedom Camping Study Tif-R4-005f FNDC” and

b)      that the Chief Executive prepare a delivery plan on the Tourism Infrastructure Fund -  Freedom Camping Study.

In Favour:       Crs Felicity Foy, Dave Collard, Rachel Smith, John Vujcich and Member Adele Gardner

Against:           Cr Kelly Stratford

Carried

 

6.2         Pou Herenga Tai Twin Coast Cycle Trail Charitable Trust Annual Report

Agenda item 6.2 document number A3501797, pages 117 - 158 refers.

Motion

Moved:       Cr John Vujcich

Seconded:  Cr Rachel Smith

That the Infrastructure Committee;

a)   receive the report Pou Herenga Tai Twin Coast Cycle Trail Charitable Trust Annual Report; and

Amendment

Moved:       Chairperson Felicity Foy

Seconded:  Cr Dave Collard

b)   request a report outlining the scope and cost to engage consultant services to advise routes and costs of district-wide cycle trail routes to the 4 May meeting of the infrastructure Committee.

In Favour:       Crs Felicity Foy, Dave Collard, Rachel Smith, Kelly Stratford, John Vujcich and Member Adele Gardner

Against:           Nil

carried

The meeting adjourned from 11:30 am and reconvened at 11:55 am.

The amendment became the substantive motion.

 

Resolution  2022/5

Moved:       Cr John Vujcich

Seconded:  Cr Rachel Smith

That the Infrastructure Committee;

a)   receive the report Pou Herenga Tai Twin Coast Cycle Trail Charitable Trust Annual Report; and

b)   request a report outlining the scope and cost to engage consultant services to advise routes and costs of district-wide cycle trail routes to the 4 May meeting of the infrastructure Committee.

In Favour:       Crs Felicity Foy, Dave Collard, Rachel Smith, Kelly Stratford, John Vujcich and Member Adele Gardner

Against:           Nil

Carried

 

 

6.3         Infrastructure and Asset Management (IAM) Monthly Business Report for December 2021

Agenda item 6.3 document number A3571229, pages 159 - 297 refers.

Resolution  2022/6

Moved:       Chairperson Felicity Foy

Seconded:  Cr Rachel Smith

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

In Favour:       Crs Felicity Foy, Dave Collard, Rachel Smith, Kelly Stratford, John Vujcich and Member Adele Gardner

Against:           Nil

Carried

Chair Foy appointed Cr Smith as interim chair in the absence of a deputy chair and left the meeting at 12:09 pm

12:14 pm Chair Felicity Foy returned to the meeting and resumed the Chair.

 

6.4         Infrastructure Committee Action Sheet Update January 2022

Agenda item 6.4 document number A3571263, pages 298 - 299 refers.

Resolution  2022/7

Moved:       Chairperson Felicity Foy

Seconded:  Cr John Vujcich

That the Infrastructure Committee receive the report Action Sheet Update January 2022.

In Favour:       Crs Felicity Foy, Dave Collard, Rachel Smith, Kelly Stratford, John Vujcich and Member Adele Gardner

Against:           Nil

Carried

NOTE: That all pdf’s in furture reports/agendas are scaleable and readabe for all members.

NOTE: that Resolution 2021/14, item 6.1 Tourism Infrastructure Fund Round Four, Boat Ramp Study be included on future action sheets.

5            Karakia Whakamutunga – Closing Prayer

Chair Felicity Foy closed the meeting with a karakia.

6            tE kAPINGA hUI / Meeting Close

The meeting closed at 12:33 pm.

 

The minutes of this meeting will be confirmed at the Infrastructure Committee Meeting held on 23 March 2022.

 

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

CHAIRPERSON

 


Infrastructure Committee Meeting Agenda

23 March 2022

 

5            Reports

5.1         Economic and Practicability Assessment for Discharge of Treated Wastewater to Land from Kaeo Wastewater Treatment Plant

File Number:           A3572769

Author:                    Ben Bowden, Intermediate Infrastructure Planner

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

 

Take Pūrongo / Purpose of the Report

To seek a decision from Council, via the Infrastructure Committee, regarding the economic viability of discharging treated wastewater from the Kaeo Wastewater Treatment Plant (WWTP) to land.

To seek a decision from the Infrastructure Committee, regarding continued investigations into discharge to land for the Kaeo Wastewater Treatment Plant.

WhakarĀpopoto matua / Executive Summary

·      The resource consent that authorises discharge of treated wastewater (to water) from the Kaeo Wastewater Treatment Plant (WWTP) expires 31 October 2022. In accordance with section 124(1) of the Resource Management Act (RMA) replacement resource consent applications must be lodged with Northland Regional Council (NRC) prior to 31 July 2022. This will enable the WWTP to continue to operate under the current consents while a decision is made on the replacement applications.

·      The Proposed Regional Plan for Northland (PRP) sets out that an application for resource consent to discharge municipal wastewater to water will not generally be granted unless a discharge to land has been considered and found not to be environmentally, economically, or practicably viable.

·      This report seeks a decision from Council, via the Infrastructure Committee, regarding the economic viability of discharging treated wastewater to land to support the renewal of the Kaeo discharge consent. This report:

§  Demonstrates, based on a desktop assessment, that discharge of treated wastewater from the Kaeo WWTP to land is considered practicably viable.

§  Discusses the cost estimate of $6.2M (-30% to +50%) to establish a treated wastewater to land discharge in Kaeo. The cost estimate excludes costs for land purchase or any potentially required upgrade to the Kaeo WWTP.

§  Estimates a targeted rating increase of $845 - $1800 for the first year (Y5) which will reduce to a range of $765 - $1640 after 5 financial years (Y10).

§  Assesses the affordability of the rating impact using the Rates affordability in the Far North report (attachment 4) prepared by Business and Economic Research Ltd (BERL) and determines that discharge to land is not currently considered to be economically viable due to Council’s targeted rates funding mechanism.

§  Recommends that Council does not pursue discharge to land as part of the current resource consent application as it is not considered economically viable within the context of Council’s purpose under the Local Government Act 2002.

·        This report considers continuation of investigations into discharge to land in Kaeo (separate to the resource consent application process) including feedback from the community in Kaeo and acknowledges that with the transition to Water Entity A implementing a discharge to land scheme may become economically viable.

 

tŪtohunga / Recommendation

That the Infrastructure Committee recommends to Council that:

1.       the option of discharging treated wastewater from the Kaeo Wastewater Treatment Plant to land is not pursued at this time as part of the application to replace the resource consents authorising discharge of contaminants from the Kaeo Wastewater Treatment Plant, on the basis that the costs associated with that activity, are assessed as not economically viable.

That the Infrastructure Committee notes that:

1.   staff will undertake initial engagement with mana whenua and affected landowners to determine the selection of a possible site based on the options presented in the desktop study; and

2.   should a possible site(s) be identified, staff prepare a budget request for this Committee to consider making funding available for the site assessment and concept design for the discharging to land from the Kaeo wastewater treatment plant that includes site specific technical, design and cost investigation of this option, in which mana whenua are included.

 

1) TĀhuhu kŌrero / Background

Discharge to Land Investigations

The resource consent held by Far North District Council (FNDC) authorising the discharge of treated wastewater to the Kaeo River from the Kaeo WWTP will expire on 31 October 2022.

Operative policy D.4.3 of the PRP sets out that an application for resource consent to discharge municipal wastewater to water will not be generally granted unless a discharge to land has been considered and found not to be environmentally, economically, or practicably viable.

Staff have undertaken a desktop assessment to determine the practicable viability of discharging treated wastewater to land in Kaeo. Results found numerous sites to be practicably viable. A high-level cost estimate to establish a discharge to land scheme was prepared by consultants and found to be $6.2M with -30% to +50% accuracy. The estimate is indicative only and does not include the cost of purchasing land or any upgrade costs that may be needed to safely discharge treated wastewater to land.

Based on the cost estimate to establish a discharge to land scheme, the targeted rate increase per connection in the Kaeo wastewater scheme has been estimated as $845 - $1800 in the first financial year. This will reduce to an increase of $765 - $1640 after 5 financial years. The rating impact is assessed as high in part due to the small service area of the scheme with only ~240 connections. The BERL report issued in July 2020 titled Rates Affordability in the Far North has been used to frame considerations of affordability.

In line with policy D.4.3 of the PRP, for staff to proceed with an application for resource consent to discharge treated wastewater to water the application must demonstrate that the option of discharging treated wastewater to land is not environmentally, economically, or practicably viable. For this determination, “economic viability” should be read within the context of Council’s purpose under the Local Government Act 2002, that is: to promote the social, economic, environmental, and cultural well-being of communities in the present and for the future.

The recommendation is being sought to support the resource consent applications for the Kaeo WWTP, aimed to be lodged in April 2022. It should be noted that this recommendation does not rule out consideration of wastewater disposal to land options as part of future Long-Term Plans (LTP) or through a new Three Waters governing Entity.

To advance investigations and reduce the margin of error associated with the high-level estimate of costs, wastewater discharge to land options will need to be progressed to concept design stage.

The concept design will include irrigation and pipe networking alongside potential treatment plant upgrade options if required. Costing can then be completed at an accuracy of +/- 25%. The estimated cost for this work to be completed is $285k and the timeframe can vary widely depending on how quickly decision making can occur with stakeholders regarding key aspects such as which site(s) will be discharged to, methods of discharge and end use of the land being discharged to. The estimated timeframe to complete the concept design project (should it be funded) is in the order of 2 to 3 years; however this will be dependent on external engagement factors.

Engagement

A stakeholder and partners analysis was conducted in late 2021 to determine key groups within the community that may have an interest in the discharge from the Kaeo wastewater treatment plant. This identified a variety of community groups as set out in attachment 2.

Follow up engagement with mana whenua representatives from Whanau Kaitiaki and Te Runanga o Whaingaroa has been conducted through online meetings where the project was discussed in detail and further meetings are planned. In both cases, participants expressed their interest in further investigating a wastewater discharge to land option. The Whaingaroa Resource Management Plan echoes this in a policy stating, ‘No direct discharges to water including the discharge of treated effluent to water’.

The 2011 – 2036 Whangaroa community development plan also has the goal of ‘No raw or treated effluent to waterways or sea’ which indicates the communities desire to pursue discharge to land as an option. Engagement with the wider community of Kaeo, including the groups identified in the stakeholder & partners analysis, is planned to take place over March 2022.

A webpage has been set up on the FNDC website which provides an overview of the treatment process and the ongoing consent renewal project. There is a form on the webpage where feedback on the option of wastewater discharge to land can be provided.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Practical viability of wastewater discharge to land for Kaeo

A desktop assessment of land within 5km radius of the Kaeo WWTP identified several potentially suitable sites. These sites were ranked in terms of practicality using a range of criteria, the full details of which can be found in the attachment 1.

This assessment was peer-reviewed by Beca engineering staff to ensure credibility and confirms that discharge to land is practicably viable in Kaeo at a desktop level. The top ranked site from this assessment was then used by Beca to develop the cost estimate for establishing a discharge to land scheme in Kaeo.

If further investigations are funded, then the sites can be investigated, in order from highest ranking down, to identify a preferred site that is acceptable from technical, cultural and landowner perspectives.

Economic viability of wastewater discharge to land for Kaeo

A high-level cost estimate for establishing a wastewater discharge to land scheme is assessed at $6.2M, with -30% to +50% accuracy. The total range of cost is $4.4M to $9.3M and does not include cost estimates associated with land purchase or potential upgrades that may be required at the Kaeo WWTP. A copy of the cost estimate has been included as attachment 5.

It is possible that the land purchase costs can be avoided if a lease or similar arrangement is entered into between FNDC and the landowner; however such arrangements cannot be relied upon until further engagement is carried out with specific landowners.

The Kaeo WWTP may need to be upgraded to facilitate a wastewater discharge to land option, to address potential issues such as algae or total suspended solids (TSS) blocking the disposal network. Costs associated with upgrading the WWTP would be additional to the above discussed estimate and cannot be determined at this time.

The investigations to develop a concept design for wastewater disposal at Kaeo will include determining whether land purchase and/or WWTP upgrade costs will also need to be funded to achieve wastewater discharge to land for Kaeo.

Staff used the high-level cost estimate to determine the rating impact for establishing a discharge to land scheme for Kaeo. Separate rating impact options were developed to reflect the range set out in the cost estimate, using the estimated value, lower and upper margin of error values.

Table 1 sets out the estimated rating impact of establishing a discharge to land scheme in Kaeo. A copy of the rating impact assessment has been included as attachment 3.

Table 1: Estimated targeted rating impact of wastewater discharge to land for Kaeo

Additional Capital Rate Per Connection

2025
(Y5)

2026

(Y6)

2027

(Y7)

2028

(Y8)

2029

(Y9)

2030

(Y10)

At $6.2M

$1205.6

$1183.3

$1160.9

$1138.6

$1116.2

$1093.9

At $4.4M

$843.9

$828.3

$812.6

$797

$781.35

$765.7

At $9.3M

$1808.4

$1774.9

$1741.4

$1707.9

$1674.3

$1640.8

To assess affordability of establishing a discharge to land scheme in Kaeo, the 2020 BERL report is used. The report does not assess the Kaeo community individually but does look at the Bay of Islands-Whangaroa Ward as a whole.

The BERL report establishes that affordability, in the context of rates has two aspects:

I.    The cost relative to income (and wealth);

II.   The ability of ratepayers to earn greater income in the future from the spending of rates, e.g. investment in infrastructure. It also sets out an approximate benchmark for affordability, whereby affordability concerns will arise where rates exceed 5% of gross household income.

The BERL report assesses rates affordability at three levels: district wide level, ward level (Te Hiku, Bay of Islands-Whangaroa and Kaikohe-Hokianga), and at several specified smaller areas which do not include Kaeo. Within the BERL report, rates affordability is assessed by:

I.    Establishing an average lower quartile, average median, and average upper quartile total rates payable value at district level, ward level, and smaller area level (the total includes both NRC and FNDC rates)

II.   Determining an average gross household income for eight typical household types also defined at district, ward, and smaller area level, and calculating the cost of total rates as a percentage of the gross income for each household type for the lower quartile, median and upper quartile average total rates values.

The results of the affordability assessments for the Bay of Islands-Whangaroa Ward are depicted in table 10 and 11 of the BERL report. Table 2 shows the total rates as they were depicted in 2020.

Table 2: Rates payable – Bay of Islands-Whangaroa Ward.

 

FNDC rates ($)

NRC rates ($)

Total rates ($)

Lower Quartile

1,898

276

2,174

Median

2,437

236

2,673

Upper Quartile

2,937

267

3,205

In 2020, 6 out of 8 typical household types in the upper quartile have rates greater than 5% of their gross income which is deemed unaffordable by the BERL report. A maximum of 15.8% of gross income being exhibited in households with a single adult with two children on the benefit. 3 of the 8 typical household types have rates greater than 5% of gross income at all levels indicated in Table 2 above.

If discharge to land is pursued, the estimated lowest cost increase scenario will result in total rates of $3018, $3517, and $4048 for lower quartile, median, and upper quartile households respectively. At these values the rates would be unaffordable for 6 out of 8 typical household types across all 3 levels indicated in Table 2. The two household types where rates remain affordable are ‘Couple, two children, both employed’ and ‘Two working adults, based in Auckland’.

Using the BERL report to frame considerations of affordability, staff have deemed discharge of treated wastewater to land from the Kaeo wastewater treatment plant is not economically viable under the current rating mechanism. Should land acquisition and/or WWTP upgrades be required to establish a wastewater discharge to land scheme, the impact on rates for Kaeo would be greater than those discussed above.

It is acknowledged however, with the incoming Three Waters reform, that the funding mechanisms are likely to change which may make it economically viable in the future. Therefore, staff consider that this likely change combined with the expressed community direction warrants the continuation of discharge to land investigations (separately to the Resource Consent application).

 

Options for consideration by the Infrastructure Committee

Decision 1a (preferred decision) – Determining that discharge of treated wastewater to land from the Kaeo wastewater treatment plant is not pursued as part of the replacement consent application process.

Council supports the staff recommendation that disposal of treated wastewater from the Kaeo WWTP to land is practicably viable but not economically viable within the context and timing of the required resource consent applications. It is anticipated that this will result in a resource consent authorising discharge to water being approved for the Kaeo WWTP.

This outcome does not prevent FNDC from continuing to investigate the option of wastewater discharge to land.

Decision 1b - Deferring a decision on the economic viability of wastewater discharge to land for Kaeo

Council defers a decision on the economic viability of land disposal. Staff will still be required to lodge the application for replacement resource consents authorising discharge of treated wastewater to water prior to 31 July 2021. These applications would include the assessment carried out to date on wastewater discharge to land feasibility and costs but will be absent a Council decision in respect of the economic viability of establishing such a scheme. The consequence of not including a Council decision on the matter is that staff will be required to decide on the matter and present this in the application. A determination by staff may not carry sufficient weight to be accepted either by the community or NRC.

 

Decision 1c - Deciding that wastewater discharge to land for Kaeo is economically viable

A decision that wastewater discharge to land is economically viable will require a staged consenting process. Staff will be required to lodge a consent application for discharge to water to cover the ongoing discharge whilst the site selection, land purchase, consenting, design, delivery and LTP requirements are covered.

 

It is anticipated that a short-term consent would not be inconsistent with Policy D.4.3 because it can be demonstrated that it is not practicably viable to deliver a wastewater discharge to land scheme within the time constraints associated with the above. Additional costs associated with land purchase and potential upgrade options for the Kaeo wastewater treatment plant will need to be assessed and included in the proposal.

 

The Infrastructure Committee is also being requested to note that allocating funds in future for continued investigation into wastewater discharge to land for Kaeo may be needed.

Staff will engage with mana whenua, landowners and other stakeholders, to determine a preferred site based on practicality, cost, cultural considerations, landowner participation and the potential for wastewater to become a resource (i.e., irrigation) on the preferred site.

 

Funding will then be required to progress on-site investigations to assess if the land is suitable to receive treated wastewater as predicted at a desktop level. Providing that a preferred site is successfully identified and verified through site investigations, a concept design and cost estimate will be developed for a wastewater discharge to land scheme including potential upgrades that may be required at the treatment plant.

 

The concept design can then be progressed into a detailed design to be implemented should the activity of discharging treated wastewater to land become economically viable in future for Kaeo.

Take Tūtohunga / Reason for the recommendation

Due to the estimated rating impact on households that are connected to the Kaeo wastewater scheme, it has been determined that a wastewater discharge to land scheme is currently unaffordable for the community of Kaeo.

As such, it is recommended that a wastewater discharge to land scheme is determined as economically non-viable, and that the replacement consent application seeking to continue discharging to the Kaeo river is supported.

However, staff acknowledge that discharge of treated wastewater to land is a long-term goal for Council because it generally results in better environmental and cultural outcomes. There is also potential to establish end-use practices (i.e., wastewater as irrigation) to help supplement costs.

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

This report identifies that discharge to land options are uneconomic for the Kaeo wastewater treatment plant:

Staff have undertaken a desktop assessment to determine the practicable viability of discharging treated wastewater to land in Kaeo. Results found numerous sites to be practicably viable. A high-level cost estimate to establish a discharge to land scheme was prepared by consultants and found to be $6.2M with -30% to +50% accuracy. The estimate is indicative only and does not include the cost of purchasing land or any upgrade costs that may be needed to safely discharge treated wastewater to land.

Based on the cost estimate to establish a discharge to land scheme, the targeted rate increase per connection in the Kaeo wastewater scheme has been estimated as $845 - $1800 in the first financial year. This will reduce to an increase of $765 - $1640 after 5 financial years. The rating impact is assessed as high in part due to the small service area of the scheme with only ~240 connections. 

If further investigation is approved in future once a preferred disposal to land site has been identified, additional operational funding of $285k over two years would be required. This would fall to be met from the operational charge for wastewater and impact on the overall rate calculations for the 2022/23 or future Annual Plans. The current projected rate increase is sitting at 6.25% against a limit of 6.4%. This request would see the rates moved to the limit without any other amendments being suggested for the coming plan.

The Three Water reforms are also expected to take effect from 1 July 2024, which raises the question as to whether this work should be done given that it would take several years to complete, and the final decision would lie with the new water entity rather than with Council.

Āpitihanga / Attachments

1.       Draft Kaeo Land Disposal Options Report 02-2022 - A3607321

2.       Stakeholder & Partners Analysis - Kaeo DtL - A3607279

3.       Rating Impact Assessment - Kaeo DtL - A3607199

4.       Rate's affordability in the Far North 2020 - A3606303

5.       Economic Analysis of Discharge to Land in Kaeo 09-2021 - A3606297  

 

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

Deciding that it is economically viable to establish wastewater disposal to land schemes for the community of Kaeo has a high level of significance, which meets several criteria (for high significance) set out in the policy.

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

The Resource Management Act requires FNDC to hold resource consent to discharge contaminants into the environment. Replacement resource consent is being sought. This approach is viewed as more affordable than establishing disposal to land schemes for the subject community and is considered consistent with the community outcome of: Prosperous communities supported by a sustainable economy.

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.

The issue of establishing disposal to land schemes is a district wide issue, which has been focused via this report on the community of Kaeo, because of the need to replace discharge resource consents for this community.

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.

A decision that land disposal is not economically viable will have implications for Māori, being the continued discharge of treated effluent to water.  Consultation with tangata whenua regarding this matter is currently being commenced, to enable tangata whenua to contribute to the resource consent application decision making process.

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

All rate payers that are connected to, or have the ability to connect to, a public wastewater scheme will be affected by this matter. Consideration of the economic impact of establishing land disposal schemes has been considered via the rating impact of the activity.

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

A decision that finds the activity (of land disposal) to be economically viable will have significant financial implications, which may in turn require decisions by Council to transfer funding from other areas within the organisation, or otherwise fund establishment of land disposal schemes. No budgetary provisions have yet been made either to establish land disposal schemes, or to undertake further investigation to preliminary design stage for the community of Kaeo. 

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 

 


Infrastructure Committee Meeting Agenda

23 March 2022

 

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Infrastructure Committee Meeting Agenda

23 March 2022

 

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Infrastructure Committee Meeting Agenda

23 March 2022

 

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Infrastructure Committee Meeting Agenda

23 March 2022

 

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Infrastructure Committee Meeting Agenda

23 March 2022

 

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Infrastructure Committee Meeting Agenda

23 March 2022

 

6            Information Reports

6.1         FNDC / NTA Transportation Activity Update - FY 2021/22 – 6-month Report

File Number:           A3612506

Author:                    Calvin Thomas, General Manager - Northland Transportation Alliance

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

 

TAKE PŪRONGO / Purpose of the Report

The purpose of this paper is to provide the FNDC Infrastructure Committee Members with an update on Far North District Council’s transportation activities delivered through the Northland Transportation Alliance (NTA) in the first six months of the 2021/2022 financial year (1st July 2021 – 31st December 2021).

WHAKARĀPOPOTO MATUA / Executive SummarY

This briefing report is provided for the information of FNDC and a further update summarising the full 2021/2022 achievements and outcomes will be provided at the September 2022 Infrastructure Committee meeting.

 TŪTOHUNGA / Recommendation

That the Infrastructure Committee receive the report FNDC / NTA Transportation Activity Update - FY 2021/22 – 6-month Report

 

tĀHUHU KŌRERO / Background

The NTA is responsible for overseeing and managing the delivery of transportation services for all Northland Councils (Far North District Council, Kaipara District Council, Northland Regional Council and Whangarei District Council).

Each quarter the NTA management team provide a summary report to the Alliance Leadership Group (NTA Governance) on activities and progress across the region. Information from that report pertaining to FNDC is included within this update.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Updates are provided for the six-month period of July 2021 to December 2021. Future briefing papers will provide similar information for the preceding quarter, aligning with existing Governance reporting provided to the Alliance Leadership Group.

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

There are no financial implications or budgetary provisions associated with this report.

Āpitihanga / Attachments

1.       Attachment - FNDC Infrastructure Committee - Transportation Activity update - March 2022 - A3612492  

 


Infrastructure Committee Meeting Agenda

23 March 2022

 

Meeting:              FNDC Infrastructure Committee

Name of item:    FNDC / NTA Transportation activity update

FY 2021/22 – 6-month report

Author:                          Calvin Thomas – NTA General Manager

Meeting Date:               23rd March 2021

·                 

1   Purpose

The purpose of this paper is to provide the FNDC Infrastructure Committee Members with an update on Far North District Council’s Transportation activities delivered through the Northland Transportation Alliance (NTA) in the first six months of the 202122 financial year (1st July 2021 – 31st December 2021).

2   Background 

The NTA is responsible for overseeing and managing the delivery of Transportation services for all Northland Councils (FNDC, KDC, NRC and WDC). Each quarter the NTA Management team provide a summary report to the Alliance Leadership Group (NTA Governance) on activities and progress across the Region. Information from that report pertaining to Far North District Council is included within this update.

For the current reporting period it is noted that delivery and associated expenditure is behind schedule due to:

1.   Delays to the confirmation of the National Land Transport Plan (NLTP) and associated subsidised funding (confirmed early September 2021), and

2.   Subsequent delays resulting from the outcomes of the NLTP resulting in a revision of the Council’s 2021/24 Transportation programme – recommendations endorsed by Council on Thursday 4th November 2021.

As highlighted at the November Council meeting, and reiterated at the December Council meeting as part of the presentation of the 3-year Capital works programme, the delay in funding confirmation has negatively impacted the ability to commence the current year’s projects and as such a significant portion of the planned 2021/22 programme will be carried forward to future years. It is presently anticipated that the full 2021/24 programme will be completed within the three-year period.

3   Discussion

Updates are provided for both the wider NTA Organisation and specific FNDC transportation activities for the six-month period of July 2021 to December 2021, aligning with existing Governance reporting provided to the Alliance Leadership Group.


 

3.1 Health & Safety

The NTA continues to record Health and Safety incidents and support Contract and Project Managers to manage incidents.  A change of mindset has started to ensure that Health and Safety continues to be incorporated within contract management activity.

The NTA’s new onboarding process now includes a meeting, held quarterly with all new staff who have commenced since last meeting, taking them through working in the NTA. Content includes an introduction to the NTA Health, Safety and Wellbeing policy and the NTA’s H&S process.

In preparation for any preparedness for any Omicron outbreak individual Department Business Continuity Plans have been developed as part of the NTA’s Organisational Business Continuity Plan. As part of the preparedness planning, Walton Plaza based NTA staff have been placed into two work bubbles, with each work bubble able to work part of the week in the office and part of the week working from home.  The work bubbles will not intermingle, and workers will not be allowed into the office unless it is one of their assigned days to be in the office.  NTA workers who are based at other offices within councils will be following that councils’ principles and protocols, primarily the encouragement of Working from Home.   

The NTA has been using guidance from the UNITE against Covid-19 website to develop protocols for any workers being highlighted as close contacts of positive cases and for any positive cases within the NTA.  

3.2 Road Safety Update

Road Trauma Update: 2021 Year to date road death statistics

As demonstrated in the table above, 67% of Northland’s 33 road deaths in 2021 occurred on the State Highway network (vs. 44% nationally). Discussions are being held with Waka Kotahi to obtain a better understanding on the proportional split of Vehicle Kilometres Travelled (VKT) on Northland’s local roads and state highways in comparison to nationally to enable a better understanding of potential drivers for Northland’s high proportion of deaths on State Highways in comparison to the national averages.

Driver behaviour (including impairment, speed and not wearing seatbelts) and mistakes continue to be key factors in Northland’s crashes.  

3.3 People & Capability

Recruitment activities have continued with a further four roles successfully filled over the past 3 months, with eight role vacancies presently in various stages of recruitment.

A summary of recruitment activities for the past three-month period (October 21 -> December 21) is provided in the following tables:

Following an extended period of stability, 12 month rolling turnover has increased to 13.33% as at December 2021, including 7 resignations and 2 retirements since January 2021.

Of the seven resignations, four have taken up opportunities outside of Northland.

With three further staff leaving in January (resignations to relocate away from Northland) turnover is forecast to increase to 16.3% in January 2022.


 

3.4 Financials

2021/22 Transportation Budgets were finalised in November 2021 following respective Council decisions on NLTP outcomes and recommendations.

Due to the delay in NLTP announcements and subsequent finalisation of budgets, expenditure year to date is tracking behind finalised LTP budgets in most areas. As reported in the Capital Works section, this delay in finalisation of budgets has impacted negatively on 2020/21 programme delivery timeframes will result in larger than normal carry forwards into 2022/23 however it is anticipated that all works associated with approved 2021/24 NLTP funding will be completed within the three year period.

Year to Date expenditure across the primary budget line items related to routine unsealed road maintenance are provided below noting that the heavy metalling programme for 1st six months was based on historic approved subsidised budgets which have subsequently been increased:

Operational management and specialist staff continue to be utilised to complete tasks across the three District Councils, with 14.7% of FNDC work completed by NTA employees of other Councils.


 

3.5 Operational Highlights

Asset Management & Strategy

Analysis was completed on the outcomes and impacts of the 2021-24 National Land Transport Fund (NLTF) funded programme, with recommendations papers for the use of any surplus local share developed for Council consideration and each paper presented in early November 2021. At this meeting Council approved the staff recommendation for reinstatement of $3,282,622 local share for MOR to enable the uptake of all available subsidy along with the redistribution of remaining surplus unsubsidized local share to relevant activities.

Future Activity Management Plan (AMP) improvement projects that the team are working on for the 2021/22 year include:

·    One Network Framework (ONF) integration into our RAMM databases.

·    Combining the 3 Councils RAMM database and introducing the Asset management Data Standard (AMDS).

·    Transportation Procurement Strategy refresh, (completed).

·    Unsealed road data collection - condition and dust.

·    Increasing detailed understanding of the unsealed road Lump Sum items in the Maintenance Contracts

Capital Works & Procurement

As demonstrated in the graph and tables below, the delays in the confirmation of funding are forecast result in a significant portion of the 2021/22 programme being carried forward to 2022/23 and 2023/24. These projected carry overs predominately relate to Low Cost Low Risk projects, with further details provided in the Monthly IAMS reports.

 

Budget

Forecast

Actuals

Carry-Over

FNDC

$18,799,005.36

$12,855,719.49

$3,063,234.69

$5,943,285.87


Delivery Highlights

FNDC’s PGF funded seal extension works jobs that were awarded to the Maintenance & Renewal Contractor (FH and Ventia) are now complete. The new seals on Ngapipito Rd (4.8km), Peria Rd (5.5km), and Ruapekapeka Rd (0.5km) are due for 2nd Coat seals in the 2022/2023 summer season, with PGF funds set aside to achieve this essential waterproofing work to protect the significant pavement upgrade investment.

FNDC also has TIF Project approved to seal the 950m of Bayly Rd to the Waitangi Mountain Bike Park entrance.  This project on track for completion in mid-February, well before the 31 March 2022 due date.

FNDCs non-subsidised seal extension projects now have design briefs and the Capital Works Project team have completed site investigations & testing for designs and pricing.  Unahi Rd sealing to the wharf is also included in this package of work.

Unsealed Network improvements:

·    In the Far North the application of dust suppressant outside up to 160 rural homes, schools and Marae was completed prior to Christmas and 36 km of unsealed roads are planned to be improved within this financial year. 

·    A Regional communication regarding planned unsealed Network improvements was developed by the NTA and has been published in several Northland newspapers.

Maintenance & Operations

The NTA formally reported to Council(s) a level of general satisfaction with the overall performance by the 5x Contractors over the first 3-years of these contracts, with a notable improvement in timely delivery and increase in quantities achieved. These Maintenance & Renewals (M&R) contracts continue to apply very cost-effective tendered rates in carrying out the works and has delivered the expected outcomes with the introduction of regional comparisons of service delivery and vastly improved asset inventory knowledge. Based on acceptable Contractor performance, suitable contract model and confidence in value-for-money rates being applied, the three respective Councils have all approved Separable Portion 2.  The Contractors have been notified in writing and this has been beneficial in retaining their key personnel into the foreseeable future.

Over the first six months of this financial year all the Maintenance & Renewal Contracts have met the 90% compliance target and, while this is a good result, there remains a concern that the performance scores do not reflect the actual condition of the roads, particularly the unsealed road networks. The requirement to meet response times remains an issue, with all Contractors struggling to consistently meet >90% target. Non-Conformance Records (NCRs) will again be issued where response times are behind, with payment penalties applied to the respective monthly claims.

The NTA has recently activated KPM Nos 28 and 29 that measure and report the statistical compliance of workmanship quality, both routine works (Lump Sum / month) and ordered works (measure and value tasks).

The NTA continues to push the Contractors to develop well balanced Annual Works Plans for the respective activity groups they undertake, considering seasonal productivity, materials production and supply timelines and construction timelines.  Early and clear line of sight to the volumes and associated resources required to achieve these quantities is key to successful delivery.

Contractors monthly achievement data has been tabulated for month-by-month comparison and likeness between networks (Contractor) enabling the NTA to highlight any trends and/or significant variance that can inform ongoing activity focus areas and Asset Management Plans for future funding projections. Trends identified in the Oct-Dec quarter of 2021 include:

·    Grading and Unsealed Gravel quantities were notably lower across all networks in the lead up to Christmas, reflective of the drier conditions experienced further north limiting the benefits achieved by grading dry loose roads, with those networks having invested heavily in grading most of the network in the preceding months.

·    Sealed road repair quantities were generally high reflecting the favourable conditions for this type of work.

·    KDC and FNDC both had high quantities of roadside drainage. Drainage remains a priority activity to protect road pavements.

·    Road signs maintenance and repairs in FNDC is again high; and

·    Roadside vegetation control activities were low, with exceptions of FNDC North Area (FH) and WDC North Area (FH).  Vegetation envelope/canopy slashing quantities during December increased in these areas preparing for summer holiday traffic.

Hokianga Ferry

Operational Highlights 

The service transported a daily average of 396 passengers and 201 motor vehicles during this quarter. 97.5% of sailings have departed in accordance with the advertised timetable for the 2nd quarter. This result excludes shuttling, which is when the vessel runs continuously to clear queuing vehicles during periods of high demand. 

 Major maintenance and renewals items underway / completed included:

·    Installation of the 4th and final new jet pump.

·    The 4 new gearboxes have been received by the contractor and the installation of these will be completed progressively during April and May 2022, with no planned service outage.   

Revenue

Revenue received from ticket sales for this quarter was lower than the previous quarters. The ongoing covid-19 pandemic and the resultant restrictions and hard borders negatively impacted through low tourist numbers, especially during the December period.

The graph below illustrates the revenue trend for the last six years.

 

Operations H&S Risks 

·    There was one incident reported in November 21 where a vehicle connected with the side of the vessel as it was boarding. The Contractor is carrying out an investigation into the incident.

·    Considering the ongoing covid-19 pandemic, the Contractor is carrying out consultation with Ferry staff on vaccine requirements, based on role-based risk analysis, to ensure continuity of service.

Corridor Access Requests

Corridor Access Request (CAR) applications for the region continue to be processed by the CAR team based in Whangarei whilst recruitment for the two vacant CAR Specialist positions is in progress. For the second quarter of 2021/2022, a total of 1,344 Corridor Access Requests were received, of which 688 were processed during the quarter. Approximate proportion of total applications by Council were:

·    WDC      54%

·    KDC        25%

·    FNDC     21%

Additionally, 1,302 CAR applications related to the previous approved CAR’s were closed off as works have been completed and the works warranty period expired.

Tabulated below is a summary of the Corridor Access Requests.

October - December 2021 - Corridor Access Request (CAR)

Applications Received

Applications Processed

Pending

CAR's Closed /

End of warranty

 

Type

Applications

Approved

Cancelled

Event

26

14

8

4

22

Excavation

842

308

527

7

765

Non-Excavation

464

354

65

45

509

Emergency / Retrospective

12

12

0

0

6

Totals

1344

688

600

56

1302

CAR’s pending relates to those submitted in late December and those put on-hold, with these to processed in January 2022.

A total of 600 CAR’s have been cancelled for the following reasons:

1.   Works on State Highway – CAR to be submitted to NZTA

2.   Works have been cancelled by applicant

3.   Service locates through B4Udig for planning purposes only, no CAR required

The following graph illustrates the CAR applications submitted by organisations. Majority of the CAR applications in this quarter have been submitted by NorthDrill.

Customer Interactions

Analysis has been undertaken on the Transportation measures within each Council’s respective 2020/21 Annual Customer Survey Reports, specifically:

·    Far North District Council 2021 Annual Residents’ Survey

·    Kaipara District Council Annual Residents’ Survey 2020/2021

·    Whangarei Residents Survey Jube 2021

·    Northland Regional Council Annual Residents’ Survey 2021

Far North, Kaipara and Northland Regional Councils all utilise “Key Research” to conduct these surveys, while Whangarei District uses “Versus Research”. However, despite commonality in providers across three Councils, there are only a limited number of comparable questions related to the NTA across these reports.

There is also an accepted Margin of Error built into the reports.  These are detailed opposite for each organisation.

The survey participant numbers for each organisation are

·    Far North - 501

·    Kaipara – 883

·    Northland Regional - 814

·    Whangarei - 600

Overall

Given the amount of investment and overall asset health increase in recent times, it is surprising to see satisfaction return to pre-pandemic levels. At a macro level, there is a general decrease in satisfaction for Footpaths and Sealed Roads, whereas Unsealed Roads remains relatively constant, albeit low. While the year on year comparisons are relative for each Council, it is noted that, even with the three “best aligned measures” above there are discrepancies with question wording, satisfaction scale (6-10 vs. 7-10) and the treatment of “don’t know” answers.

Anecdotal speculation would point to general global unrest in uncertain times.  While this may be a possibility, extracts from similar reports around New Zealand suggests this could be possible.   

Far North District Council Highlights

With each subcategory decreasing in satisfaction year on year, Far North results return to 2019/20 levels. In terms of being either ‘Satisfied’ or ‘Very satisfied’ from seven subcategories:

·    Four are within 1% compared to 2019

·    One has decreased by 4%, technically within the Margin of Error

·    The remaining two have increased by 4% and 7% and both relate to Footpaths 

Satisfaction based on a score between 7-10 out of 10 and excludes responses of “don’t know”

Current Calendar year

The chart below commences from the 1st July 2018, providing sufficient historical data to look at associated trends.  The numbers decreased understandably during the 2020/21 1st quarter as a likely result of the Covid 19 national lockdown.  However, it is pleasing to note that this has not ‘spiked’ again afterwards.


 

District Distribution

·                Whangarei retains a consistent portion of the interactions. The remaining partners vary slightly with an increase experienced in Far North and a corresponding decrease in Kaipara.

·                 

·                The primary reason for the increase in Far North was within the category of ‘Roading Correspondence’. This is being addressed as part of the Customer Journey Mapping project as it is returning numbers that are potentially inaccurate by as much as 15%

 

Hokianga Ferry

·               There was a single request received during this quarter. In December, a passenger complained that crew were not wearing masks on the day that customer used the ferry. Duty managers replied the same day noting that, while it is Company policy for crew to wear masks, some crew have medical exemptions. Also, it is not a legal requirement on open-air ferries. A policy reminder has been shared all crew.

:

 

4   Summary

This briefing report is provided for the information of FNDC Elected Members summarising first six months of the 202122 financial year (1st July 2021 – 31st December 2021).

5   Report Approval

 

Approved by:      

Calvin Thomas

General Manager – Northland Transportation Alliance

 

28th February 2022

 


Infrastructure Committee Meeting Agenda

23 March 2022

 

6.2         Infrastructure And Asset Management (IAM) Monthly Business Report For January 2022

File Number:           A3612880

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 January 2022.

 TŪTOHUNGA / Recommendation

That the Infrastructure Committee receive the report “Infrastructure and Asset Management (IAM) Monthly Business Report January 2022”.

 

tĀHUHU KŌRERO / Background

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

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

This is the monthly IAM Business Report for January 2022. Coming back from an extended, but well needed Christmas break, the team have once again focussed on continuing the great work undertaken last calendar year.

Delivery this year has been impacted by, and will continue to be impacted by, supply chain constraints and significant cost increases being seen in procurement. This is resulting in long lead-in times for materials, particularly those of a specialist nature. Oil prices have also seen a marked increase, as reflected by the price of fuel, and this is likely to impact upon roading reseal and rehabilitation projects.

By request, this month the Northland Transportation Alliance have provided an update on the District Wide speed limit review, including key dates for those review underway and those to be undertaken in the future.

Latent capacity modelling is underway across the District. Some of the models are complete whilst work progresses on the remainder. The models themselves will be available by June 2022, however, the interpretation and analysis of the models will take longer, including a review of the Area of Benefit for each plant. Overall, it will be about an 18 month to 2-year exercise to complete this work.

Significant staff effort and resource from the Infrastructure Planning team is committed to the resource consent renewal across seven wastewater treatment plants. The allocation of staff resources to work on progressing other activities including progressing the sludge strategy has been reduced at this time. 

I would also like to reflect on the enormous effort the operational teams have been putting in to “keep the lights on” across the Far North. Despite Covid restrictions, and the potential impacts of operational staff engaged by Council and external suppliers having to isolate, so far, a normal service has been maintained.

At the request of Elected Members the report now includes details of roading inspections undertaken.

Although a more recent announcement the Paihia Wastewater Treatment Plant Upgrade won the Excellence in Project Innovation Award at the Institute of Public Works Engineering Australasia (IPWEA) 2021 NZ Excellence Awards.

Also the work on the Te Hiku Revitalisation Project, has resulted in Kaitaia winning “Most Beautiful Small Town” award run by Keep New Zealand Beautiful. A good result for the team, including the Elected Members and community that have driven this project. 

Work is continuing on reformatting the business report to provide a more accessible and condensed version. It is anticipated that the first publication of the new format will occur before the end of June.

With Shaun leaving his role of Chief Executive at the end of March, the IAM team would formally wish to recognise the support and encouragement he has provided to build delivery and customer focus across the team. The contents of this report reflect on how far the team has come under his tenure. We wish Shaun well for his future endeavours.

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

None

Āpitihanga / Attachments

1.       IAMs Business Report as at 31 January 2022 FINAL - A3621893  

 


Infrastructure Committee Meeting Agenda

23 March 2022

 

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Infrastructure Committee Meeting Agenda

23 March 2022

 

6.3         Infrastructure Committee Action Sheet Update March 2022

File Number:           A3621517

Author:                    Rhonda-May Whiu, Democracy Advisor

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.

 

tŪtohunga / Recommendation

That the Infrastructure Committee receive the report Action Sheet Update March 2022.

 

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.

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.

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

There are no financial implications or need for budgetary provision in receiving this report.

Āpitihanga / Attachments

1.       Infrastructure Committee Action Sheet Update - March 2022 - A3630173  

 


Infrastructure Committee Meeting Agenda

23 March 2022

 

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Infrastructure Committee Meeting Agenda

23 March 2022

 

7            Te Wāhanga Tūmataiti / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

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

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

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

7.1 - 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

7.2 - Tourism Infrastructure Fund Applications - March 2022

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

 

 

 

 

 

 


Infrastructure Committee Meeting Agenda

23 March 2022

 

8            Karakia Whakamutunga – Closing Prayer

9            Te Kapinga Hui / Meeting Close