Te Kaunihera o Tai Tokerau ki te Raki

 

 

AGENDA

 

Te Hiku Community Board Meeting

 

Tuesday, 29 March 2022

Time:

10:00 am

Location:

Virtually via Microsoft Teams

 

 

Membership:

Member Adele Gardner - Chairperson

Member Jaqi Brown - Deputy Chairperson

Member Darren Axe

Member Sheryl Bainbridge

Member John Stewart

Member William (Bill) Subritzky

Member Felicity Foy

 

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

The Local Government Act 2002 states the role of a Community Board is to:

A.        Represent, and act as an advocate for, the interests of its community.

B.        Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board.

C.        Maintain an overview of services provided by the territorial authority within the community.

D.        Prepare an annual submission to the territorial authority for expenditure within the community.

E.        Communicate with community organisations and special interest groups within the community.

F.         Undertake any other responsibilities that are delegated to it by the territorial authority

Council Delegations to Community Boards - January 2013

The "civic amenities" referred to in these delegations include the following Council activities:

·                Amenity lighting

·                Cemeteries

·                Drainage (does not include reticulated storm water systems)

·                Footpaths/cycle ways and walkways.

·                Public toilets

·                Reserves

·                Halls

·                Swimming pools

·                Town litter

·                Town beautification and maintenance

·                Street furniture including public information signage.

·                Street/public Art.

·                Trees on Council land

·                Off road public car parks.

·                Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.

Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.

Set local priorities for minor capital works in accordance with existing strategies,

1.         Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long Term Plan processes.

2.         Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.

3.         Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.

4.         Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.

5.         To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.

6.         To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long Term Plan, and make recommendations to the Council.

7.         Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centers.

8.         To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.

9.         To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977, and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.

10.      To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.

11.      Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.

12.      Recommend new bylaws or amendments to existing bylaws.

13.      Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.

14.      Exercise the following powers in respect of the Council bylaws within their community:

a)         Control of Use of Public Spaces – Dispensations on signs

b)         Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.

c)         Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2

d)         Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.

e)         Speed Limits – Recommend places and speed limits which should be imposed.

15.      To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.

16.      Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.

17.      Specific to Te Hiku Community Board – the Kaitaia Drainage Area Committee, Waiharara and Kaikino Drainage Area Committee and Motutangi Drainage Area Committee.

18.      To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.

19.      To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.

20.      In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.

21.      Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.

Terms of Reference

In fulfilling its role and giving effect to its delegations, Community Boards are expected to:

1.         Comment on adverse performance to the Chief Executive in respect of service delivery.

2.         Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.

3.         Assist their communities to set priorities for Pride of Place programmes.

4.         Have special regard for the views of Māori.

5.         Have special regard for the views of special interest groups, e.g. disabled, youth, aged, etc.

6.         Actively participate in community consultation and advocacy and keep Council informed on local issues.

7.         Seek and report to Council community feedback on current issues by:

a)         Holding a Community forum prior to Board meetings

b)         Varying the venues of Board meetings to enable access by members of the community

8.    Monitor and make recommendations to Council to improve effectiveness of policy.

9.    Appoint a member to receive Annual Plan\Long Term Council Community Plan submissions pertinent to the Board area, attend hearings within the Board area, and attend Council deliberations prior to the Plan adoption.

Protocols

In supporting Community Boards to fulfil their role, the Council will:

1.         Provide appropriate management support for the Boards.

2.         Organise and host regular workshops with the Community Boards l to assess the 'State of the Wards & District' to establish spending priorities.

3.         Prior to decision-making, seek and include 'Community Board views' in Council reports in relation to:

a)         the disposal and purchase of land

b)         proposals to acquire or dispose of reserves

c)         representation reviews

d)         development of new maritime facilities

e)         community development plans and structure plans

f)          removal and protection of trees

g)         local economic development initiatives

h)         changes to the Resource Management Plan

4.         Organise and host quarterly meetings between Boards, the CEO and senior management staff.

5.         Prepare an induction/familiarisation process targeting new members in particular early in the term.

6.         Support Board members to arrange meetings with local agencies and service clubs to place more emphasis on partnerships and raising profile of the Boards as community leaders.

7.         Permit Board chairperson (or nominated member) speaking rights at Council meetings.

8.         Help Boards to implement local community projects.

9.         Arrange for Infrastructure and Asset Management Staff to meet with the Community Boards in September each year to agree the capital works for the forthcoming year for input into the Annual or Long Term Plan.

10.      Provide information.


 

TE HIKU COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc.)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

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

 

 

 

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

 

 

 

Partner of Adele Gardner

N/A as Retired

 

 

 

Darren Axe

Wharf Warden at Far North Holding Limited

Council Controlled organisation

 

 

Sheryl Bainbridge

Ex-employee of Far North District Council

 

 

There should be no conflict of interest if we are all heading in the same direction

Property in Coopers Beach

 

 

 

Jaqi Brown

Te Hiku Navigation

Manager

 

 

Whangape Marae

Māori Landowner Trustee over Whangape School and marae

 

Will manage any potential interests/conflicts and it arises

Te Rarawa Rugby Club Committee

TRRC Lease Ahipara Domain from FNDC

 

Will manage any potential interests/conflicts and it arises

Property in Ahipara

 

 

 

John Stewart

Printing.com Kaitaia

Managing Director

Produces some work for FNDC

Step aside for any decisions at the time

Zenstone N.Z Limited

Managing Director

N/A

N.A

90 Mile Snapper Bonanza Limited

Shareholder / Organiser

May apply for event funding from FNDC

Step aside for any decisions at the time

Property in Whatuwhiwhi and Kaitaia

 

 

Step aside for any decisions at the time

John Stewart – Partner

Printing.com Kaitaia

 

 

 

Property in Whatuwhiwhi and Kaitaia

 

 

Step aside for any decisions at the time

Felicity Foy

Flick Trustee Ltd

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

 

 

Elbury Holdings Limited

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

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

 

Foy Farms Partnership

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

 

 

Foy Farms Rentals

Owner and rental manager of Foy Farms Rentals for 7 dwellings on Church Road, Kaingaroa and 2 dwellings on Allen Bell Drive, Kaitaia, and 1 property on North Road, Kaitaia, one title contains a cell phone tower.

 

 

King Family Trust

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

These trusts own properties in the Far North.

 

112 Commerce Street Holdings Ltd

Owner of commercial property in Commerce Street Kaitaia.

 

 

Foy Property Management Ltd

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

 

 

Previous employment at FNDC 2007-16

I consider the staff members at FNDC to be my friends

 

 

Shareholder of Coastline Plumbing NZ Limited

 

 

 

Partner Felicity Foy

Director of Coastline Plumbing NZ Limited

 

 

 

Friends with some FNDC employees

 

 

 

 

 

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

Far North District Council

Te Hiku Community Board Meeting

will be held in the Virtually via Microsoft Teams on:

Tuesday 29 March 2022 at 10:00 am

Te Paeroa Mahi / Order of Business

1          Karakia Timatanga / Opening Prayer. 11

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

3          Te Wāhanga Tūmatanui / Public Forum.. 11

4          Te Tono Kōrero / Deputation. 11

5          NGA kaikorero / Speakers. 11

6          Confirmation of Previous Minutes. 12

6.1            Confirmation of Previous Minutes. 12

7          Reports. 19

7.1            Chairperson and Members Reports. 19

7.2            Project Funding Reports. 26

7.3            Te Hiku Statement of Community Board Fund Account as at 31 January 2022. 31

7.4            Te Hiku Statement of Community Board Fund Account as at 28 February 2022. 35

7.5            Funding Applications. 39

7.6            Road Naming - 373 Kimberly Road, Pukenui 68

7.7            Kaitaia Drainage Area 2021/2022 Programme Update. 92

7.8            Kaitaia Drainage Area 2022/2023 Programme. 101

7.9            Kaitaia Drainage Area 2023/2024 Programme. 108

7.10          Waiharara and Kaikino Drainage Areas 2021/2022 Programme Update. 115

7.11          Waiharara and Kaikino Drainage Areas 2022/2023 Programme. 123

7.12          Waiharara and Kaikino Drainage Areas 2023/2024 Programme. 129

7.13          Motutangi Drainage Area 2021/2022 Programme Update. 135

7.14          Motutangi Drainage Area 2022/2023 Programme. 143

7.15          Motutangi Drainage Area 2023/2024 Programme. 149

8          Information Reports. 154

8.1            Te Hiku Community Hall Annual Information Update. 154

8.2            Petition - Waterfront Road Pukenui 187

8.3            Te Hiku Community Board Action Sheet Update March 2022. 191

9          Karakia Whakamutunga / Closing Prayer. 194

8          Te Kapinga Hui / Meeting Close. 194

 

 


1            Karakia Timatanga / Opening Prayer

 

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

Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board 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 Wāhanga Tūmatanui / Public Forum

 

4            Te Tono Kōrero / Deputation

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

5            NGA kaikorero / Speakers


Te Hiku Community Board Meeting Agenda

29 March 2022

 

6            Confirmation of Previous Minutes

6.1         Confirmation of Previous Minutes

File Number:           A3538562

Author:                    Rhonda-May Whiu, Democracy Advisor

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

Take Pūrongo / Purpose of the Report

The minutes are attached to allow Te Hiku Community Board to confirm that the minutes are a true and correct record of the previous meetings.

tŪtohunga / Recommendation

That Te Hiku Community Board agrees that the minutes of the meeting held 15 February 2022 be confirmed as a true and correct record.

 

1) TĀhuhu kŌrero / 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) matapaki me NgĀ KŌwhiringa / Discussion and Options

The minutes of the meetings are attached.

The Te Hiku Community Board Standing Orders Section 27.3 states that no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Take Tūtohunga / Reason for the recommendation

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

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

There are no financial implications or the need for budgetary provision.

Āpitihanga / Attachments

1.       2022-02-15 Te Hiku Community Board Minutes [A3591338] - A3591338  


 

Hōtaka Take Ōkawa / Compliance Schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1.       A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.       This section is subject to Section 79 - Compliance with procedures in relation to decisions.

 

He Take Ōkawa / Compliance Requirement

Aromatawai Kaimahi / Staff Assessment

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

This 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.

State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.

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.


Te Hiku Community Board Meeting Agenda

29 March 2022

 

MINUTES OF
Te Hiku Community Board Meeting
HELD AT THE
Virtually via Microsoft Teams
ON
Tuesday, 15 February 2022 AT 10:03 am

 

PRESENT:              Chairperson Adele Gardner, Member Jaqi Brown, Member Darren Axe, Member Sheryl Bainbridge, Member John Stewart, Member William (Bill) Subritzky, Member Felicity Foy.

IN ATTENDANCE: Shaun Clarke (Chief Executive).

1            Karakia Timatanga / Opening Prayer

Chair Adele Gardner commenced the meeting and Member Jaqi Brown opened with a karakia.

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

·   Member John Stewart declared a conflict regarding item 7.2 Funding Applications.

·   Member Felicity Foy arrived at 10:07 am.

3            Te wāhanga tūmatanui / Public Forum

·   Manuera Riwai – requested Community Board support for an extension of the Tangonge Park lease.

·   Julie Gordon – requests the Community Board include a footpath at Waterfront Road Pukenui.

4            Ngā Tono KŌrero / Deputations

·   Mark Osbourne – Mangonui Waterfront development.

5            ngā kaikōrero / Speakers

There were no speakers.

6            Confirmation of Previous Minutes

6.1         Confirmation of Previous Minutes

Agenda item 6.1 document number A3538546, pages 12 - 18 refers.

Resolution  2022/1

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That Te Hiku Community Board agrees that the minutes of the meeting held 7 December 2021 be confirmed as a true and correct record with the following amendment.

·   Kaitaia Carparks – removal of 1 carpark outside Riders Sports Store and 1 from Gecko Café

In Favour:       Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

7            Reports

7.1         Chairperson and Members Reports

Agenda item 7.1 document number A3573843, pages 19 - 28 refers.

Resolution  2022/2

Moved:       Chairperson Adele Gardner

Seconded:  Member William (Bill) Subritzky

That the Te Hiku Community Board note the reports from Chairperson Adele Gardner, Deputy Chairperson Jaqi Brown and Members Darren Axe, Sheryl Bainbridge, John Stewart and Bill Subritzky.

In Favour:       Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

 

7.2         Funding Applications

Agenda item 7.2 document number A3535883, pages 29 - 38 refers.

Motion

Moved:       Member Darren Axe

Seconded:  Member William (Bill) Subritzky

That Te Hiku Community Board approves the sum of $2,391 (plus GST in applicable) be paid from the Board’s Community Fund account to Kaitaia and Districts A&P Association for costs to printing of the outdoor/indoor booklets and purchase of the ribbons for the 2022 Kaitaia A&P show, to support the following community Outcomes:

i)        Proud, vibrant communities

Amendment

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That Te Hiku Community Board approves the sum of $500.00 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaitaia and Districts A&P Association for costs to support the 2022 Kaitaia A&P show should it go ahead, to support the following community Outcomes:

i)        Proud, vibrant communities

In Favour:       Crs Adele Gardner, Darren Axe, Sheryl Bainbridge, William (Bill) Subritzky and Felicity Foy

Against:           Cr Jaqi Brown

Abstained:       Cr John Stewart

carried

The amendment became the substantive motion.

 

Resolution  2022/3

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That Te Hiku Community Board approves the sum of $500.00 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaitaia and Districts A&P Association for costs to support the 2022 Kaitaia A&P show should it go ahead, to support the following community Outcomes:

ii)         Proud, vibrant communities

In Favour:       Adele Gardner, Darren Axe, Sheryl Bainbridge, William (Bill) Subritzky and Felicity Foy

Against:           Jaqi Brown

Abstained:       John Stewart

Carried

Member Stewart declared a conflict of interest, as he provided a quote for this application.

 

7.3         Project Funding Reports

Agenda item 7.3 document number A3567947, pages 39 - 43 refers.

Resolution  2022/4

Moved:       Member Jaqi Brown

Seconded:  Member William (Bill) Subritzky

That Te Hiku Community Board note the project reports received from Northland Area Floral Art Society.

In Favour:       Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

 

7.4         Te Hiku Statement of Community Board Fund Account as at 31 December 2021

Agenda item 7.4 document number A3569988, pages 44 - 47 refers.

Resolution  2022/5

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That the Te Hiku Community Board receive the report Te Hiku Statement of Community Board Fund Account as at 31 December 2021.

In Favour:       Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried.

8            Information Reports

8.1         Te Hiku Statement of Financial Performance Activities by Ward for the period ending 31 December 2021

Agenda item 8.1 document number A3570023, pages 48 - 50 refers.

Resolution  2022/6

Moved:       Member William (Bill) Subritzky

Seconded:  Member Darren Axe

That the Te Hiku Community Board receives the report Te Hiku Statement of Financial Performance Activities by Ward for the period ending 31 December 2021.

In Favour:       Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

 

8.2         Community and Customer Services Activities - 6 Monthly Report

Agenda item 8.2 document number A3568576, pages 51 - 59 refers.

Resolution  2022/7

Moved:       Chairperson Adele Gardner

Seconded:  Member Jaqi Brown

That the Te Hiku Community Board receive the report Community and Customer Services Activities - 6 Monthly Report.

In Favour:       Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

 

8.3         Te Hiku Community Board Action Sheet Update January 2022

Agenda item 8.3 document number A3564934, pages 60 - 63 refers.

Resolution  2022/8

Moved:       Member Jaqi Brown

Seconded:  Member William (Bill) Subritzky

That the Te Hiku Community Board receive the report Te Hiku Community Board Action Sheet Report Update January 2022.

In Favour:       Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

 

8.4         Tangonge Reserve Lease

Resolution  2022/9

Moved:       Chairperson Adele Gardner

Seconded:  Member Darren Axe

That the Te Hiku Community Board request a report from District Services regarding the status of the existing lease for Tangonge Reserve, formerly the Kaitaia soccer field.

In Favour:       Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

 

8.5         Mangonui Wharf Proposed Work

Resolution  2022/10

Moved:       Member Sheryl Bainbridge

Seconded:  Chairperson Adele Gardner

That the Te Hiku Community Board support, in principle, the expanded scope for the Mangonui Wharf as presented to the Board by Mark Osbourne.

In Favour:       Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against:           Nil

Carried

 

The meeting was closed with a karakia.

9            tE kAPINGA hUI / Meeting Close

The meeting closed at 12:04 pm.

 

The minutes of this meeting will be confirmed at the Te Hiku Community Board Meeting held on 29 March 2022.

 

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

CHAIRPERSON

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

7            Reports

7.1         Chairperson and Members Reports

File Number:           A3630526

Author:                    Rhonda-May Whiu, Democracy Advisor

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

Te Take Pūrongo / Purpose of the Report

The reason for the recommendation is to note the reports from the Chairperson and Members.  The reports provide feedback to the community on matters of interest or concern to the Community Board and how the Community Board has communicated with community organisations and special interest groups within the community.

ngĀ tŪtohunga / Recommendation

That the Te Hiku Community Board note the reports from Chairperson Adele Gardner and Members Darren Axe and Bill Subritzky.

 

1) te TĀhuhu kŌrero / Background

The Local Government Act 2002 Part 4 Section 52 states that the role of a community board is to represent, and act as an advocate for the interests of its community.

2) Te matapaki me NgĀ KŌwhiringa / Discussion and Options

Community Boards are required to consider and report on any matters of concern or interest to the Community Board, maintain an overview of services provided to the community and communicate with community organisations and special interest groups within the community. 

The reports from the Chairperson and Members provide information to community on these requirements.  They also provide Request for Service (RFS) information on issues of interest or concern to the Community Board, providing a reference for further enquiry on the progress of the matters raised.

The reports from the Chairperson and Members are attached.

Te Take Tūtohunga / Reason for the recommendation

The reason for the recommendation is to provide information to the Community on the work that has been undertaken by the Chairperson and Members on its behalf.

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

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

ngĀ Āpitihanga / Attachments

1.       Chair Adele Gardner Report - A3630560

2.       Member Darren Axe Report - A3630877

3.       Member Bill Subritzky Report - A3630835  


 

Te 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

Te 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

Not applicable.

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

Not applicable.

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

This is a Community Board report.

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.

Not applicable.

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).

Yes.

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.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

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Te Hiku Community Board Meeting Agenda

29 March 2022

 

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Te Hiku Community Board Meeting Agenda

29 March 2022

 

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Te Hiku Community Board Meeting Agenda

29 March 2022

 

7.2         Project Funding Reports

File Number:           A3581757

Author:                    Kim Hammond, Funding Advisor

Authoriser:             Ana Mules, Team Leader - Community Development and Investment

 

Take Pūrongo / Purpose of the Report

Recipients of funds from the Community Board’s Local Grant Fund must complete and submit a project report no later than two months after the completion of their project.

 

tŪtohunga / Recommendation

That Te Hiku Community Board note the project reports received from Friends of Rangikapiti Reserve Society Incorporated.

 

1) TĀhuhu kŌrero / Background

Clause 15 of the Community Grant Policy states that: “At the completion of a project that received community funding, recipients are required to complete a Project Report. These reports must be received no later than two months after the completion of the project, or, if the activity is ongoing, within two months of the funding being spent. Recipients who do not complete this form are ineligible for Council funding for a period of five years.”

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Copies of the project reports are attached for the Board’s information.  Should Board members have concerns or issues with these reports, these should be discussed at this part of the meeting.

Take Tūtohunga / Reason for the recommendation

To receive the project reports from funding applicants in accordance with the Community Grant Policy.

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

There are no financial implications or budgetary requirements.

 

Āpitihanga / Attachments

1.       Project Report - Friends of Rangikapiti Reserve Society Inc - A3581758  


 

Hōtaka Take Ōkawa / Compliance Schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1.       A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.       This section is subject to Section 79 - Compliance with procedures in relation to decisions.

He Take Ōkawa / Compliance Requirement

Aromatawai Kaimahi / Staff Assessment

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

This 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.

Community Grant Policy.

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 Community Board to confirm the funding that they allocated has been spent correctly.

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 the project reports. Any implications on Māori arising from matters included in project reports 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 project reports to be approved, 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.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

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Te Hiku Community Board Meeting Agenda

29 March 2022

 

7.3         Te Hiku Statement of Community Board Fund Account as at 31 January 2022

File Number:           A3600542

Author:                    Ajay Kumar, Management Accountant

Authoriser:             Janice Smith, Chief Financial Officer

 

TAKE PŪRONGO / Purpose of the Report

The Community Fund account provides information on financial matters relating to the Te Hiku Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.

 TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Te Hiku Statement of Community Board Fund Account as at 31 January 2022.

 

 

tĀHUHU KŌRERO / Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.

Community Fund Account balance as at 01 July 2021

$241,710.00

·   Plus Unspent from 2020/21 - Xcape Design Unahi Wharf

$8,250.00

·   Plus Unspent from 2020/21 - Be Free Inc Mangonui Festival 2021

$2,720.00

·   Plus Unspent from 2020/21 - Born to Run Adv Racing Great Nthn Gallop

$3,000.00

·   Plus Unspent from 2020/21 - Te Pokapu Tiaki Taiao o Te Tai Tokerau

$5,000.00

·   Plus Unspent from 2020/21 - Jaycee Park picnic tables

$7,711.46

·   Plus Unspent 2020/21 - Placemaking project for Awanui

$35,338.00

·   Less funds granted and uplifted to 31 January 2022

$79,881.00

·   Less funds not uplifted from 17 November 2020 for Be Free

$2,720.00

·   Less funds not uplifted from 1 June 2021 for Jaycee Park picnic tables

$7,711.46

·   Less funds not uplifted from 9 November 2021 for Te Ahu Museum/Far North Regional Museum Trust for the purchase of display walls, exterior signs and a donations box

$8,034.00

·   Less funds not uplifted from 7 December 2021 for Rosemary Archibald for the purchase of outdoor Christmas tree lights, power extension cords and the cost of delivery

$2,055.00

Community Fund Account balance as at 31 January 2022

$203,328.00

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Board members will consider the applications on the agenda and decide on what level of funding to allocate.  The balance in the Community Fund account as at 31 January 2022 is $203,328.00

Recent amendments to the Community Grant Fund Policy allow the Community Board to allocate, by resolution, funding directly to key projects identified in their strategic plan to the maximum amount of $20,000 in any financial year. 

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

The Far North District Council has delegated the allocation of relevant community board funds to the Te Hiku Community Board.  The statement of the Community Fund account as at 31 January 2022 is attached.

Āpitihanga / Attachments

1.       Statement of Te Hiku Community Fund Account as at 31 January 2022 - A3600549  

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

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Te Hiku Community Board Meeting Agenda

29 March 2022

 

7.4         Te Hiku Statement of Community Board Fund Account as at 28 February 2022

File Number:           A3627451

Author:                    Segun Rotimi, Accounting Support Officer

Authoriser:             Janice Smith, Chief Financial Officer

 

TAKE PŪRONGO / Purpose of the Report

The Community Fund account provides information on financial matters relating to the Te Hiku Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.

 TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Te Hiku Statement of Community Board Fund Account as at 28 February 2022.

 

 

tĀHUHU KŌRERO / Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.

Community Fund Account balance as at 01 July 2021

$241,710.00

·   Plus Unspent from 2020/21 - Xcape Design Unahi Wharf

$8,250.00

·   Plus Unspent from 2020/21 - Be Free Inc Mangonui Festival 2021

$2,720.00

·   Plus Unspent from 2020/21 - Born to Run Adv Racing Great Nthn Gallop

$3,000.00

·   Plus Unspent from 2020/21 - Te Pokapu Tiaki Taiao o Te Tai Tokerau

$5,000.00

·   Plus Unspent from 2020/21 - Jaycee Park picnic tables

$7,711.46

·   Plus Unspent 2020/21 - Placemaking project for Awanui

$35,338.00

·   Less funds granted and uplifted to 28 February 2022

$88,418.50

·   Less funds not uplifted from 17 November 2020 for Be Free

$2,720.00

·   Less funds not uplifted from 1 June 2021 for Jaycee Park picnic tables

$7,711.46

·   Less funds not uplifted from 9 November 2021 for Te Ahu Museum/Far North Regional Museum Trust for the purchase of display walls, exterior signs and a donations box

$8,034.00

·   Less funds not uplifted from 7 December 2021 for Rosemary Archibald for the purchase of outdoor Christmas tree lights, power extension cords and the cost of delivery

$2,055.00

·   Less funds not uplifted from 15 February 2022 for Kaitaia and Districts A&P Association for costs to support the 2022 Kaitaia A&P show

$500.00

Community Fund Account balance as at 28 February 2022

$194,290.50

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Board members will consider the applications on the agenda and decide on what level of funding to allocate.  The balance in the Community Fund account as at 28 February 2022 is $194,290.50

Recent amendments to the Community Grant Fund Policy allow the Community Board to allocate, by resolution, funding directly to key projects identified in their strategic plan to the maximum amount of $20,000 in any financial year. 

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

The Far North District Council has delegated the allocation of relevant community board funds to the Te Hiku Community Board.  The statement of the Community Fund account as at 28 February 2022 is attached.

Āpitihanga / Attachments

1.       Statement of Te Hiku Community Fund Account as at 28 February 2022 - A3627401  

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

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Te Hiku Community Board Meeting Agenda

29 March 2022

 

7.5         Funding Applications

File Number:           A3622941

Author:                    Kim Hammond, Funding Advisor

Authoriser:             Ana Mules, Team Leader - Community Development and Investment

 

Take Pūrongo / Purpose of the Report

This report summarises applications for the Local Community Grant funding to enable the Te Hiku Community Board to determine which application/s will receive funding at the March 2022 meeting.

WhakarĀpopoto matua / Executive Summary

·      Three applications were received for funding, requesting $59,707.30.

·      The Community Board funding for the 2021/22 financial year was increased by 25% on the previous year to $141,710.  The unallocated balance is $105,545.

·      The Board resolved that the $100,000 placemaking fund in the 2021/2022 financial year would be used to develop concept plans to assist in understanding community priorities and guide further board decisions for funding.

 

tŪtohunga / Recommendation

That Te Hiku Community Board:

a)      approves the sum of $30,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Ahipara Boardriders Club for the purchase of a public address system, trailer and signwriting seating and shelter, to support the following Community Outcomes:

i)       Proud Vibrant Communities

ii)      Communities that are healthy, safe, connected and sustainable.

b)      approves the sum of $22,794.17 (plus GST if applicable) to be paid from the Board’s Community Fund account to Awanui Sports Complex Incorporated for the purchase and installation of a submersible pump, to support the following Community Outcomes:

i)       Proud Vibrant Communities

ii)      Communities that are healthy, safe, connected and sustainable.

c)      approves the sum of $2,140 (plus GST if applicable) be paid from the Board’s Community Fund account to R. Tucker Thompson to send a youth from the Te Hiku Community Board area to attend the seven day Youth Development Voyage on the R. Tucker Thompson, to support the following Community Outcomes:

i)       Proud, vibrant communities

ii)      Communities that are healthy, safe, connected and sustainable.

 

1) TĀhuhu kŌrero / Background

This application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the Long Term Plan (LTP) and all provisions listed on the application form.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

 

Applicant and Project

Requested

Recommend

Comments

Type

Ahipara Boardriders Club – Purchase of equipment

$31,354

(48%)

Approve - $30,000

The Grants Policy states that the applicant can only apply for up to 50% of the total costs of the project. The application form has been filled out incorrectly and the total project cost is $64,411, not $32,057 as noted.

The applicant has included the volunteer time for Ahipara Boardriders Club but this purchase will benefit four groups in Ahipara, so the volunteer time would be higher if you take this into account. This asset will be widely used at community events and although is a large upfront cost, it will save Ahipara from having to rent this equipment in the future.   

The Community Development Advisor notes that this application aligns with the Strategic Plan Vision ‘the promotion of health, both mentally and physically, through team building and the engagement with others that will help to give the youth of Te Hiku an opportunity to thrive and fulfil their potential’.

Community Development

Awanui Sports Complex Incorporated – Submersible Pump Replacement

$26,213.30

(64%)

Approve -

$22,794.17

The amount requested, $26,213.30 includes GST. If applicants are GST registered, then all requests must be GST exclusive and is why the amount recommended is $22,791.17. This is the full amount of funding requested excluding GST.

Sport and Recreation

R. Tucker Thompson Sail Training Trust – Youth Development Voyage

$2,140

(9%)

Approve - $2,140

R. Tucker Thompson relies on tourism to support/subsidise the youth development programme. Since 2020 and the COVID-19 lockdown/mandates this has not allowed R. Tucker Thompson to generate as much income as previous years.  

The amount requested is minimal, but has the possibility to leave an ever-lasting impact on a local rangitahi from the Te Hiku Community Board area. There is evidence to show the benefits that rangitahi who attend the voyage benefit in regard to psychological resilience, increased self-esteem and positive outlook and more.

The Community Development Advisor notes that this application aligns with the Strategic Plan Vision ‘the promotion of health, both mentally and physically, through team building and the engagement with others that will help to give the youth of Te Hiku an opportunity to thrive and fulfil their potential’.

Community Development

Take Tūtohunga / Reason for the recommendation

The applicant/s is required to complete a standard application form and provide supporting information. 

For each application, the Board has three options.

Option 1    Authorise funding for the full amount requested

Option 2    Authorise partial funding

Option 3    Decline funding

Each application has been assessed and meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

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

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.

Āpitihanga / Attachments

1.       Application - Ahipara Boardriders Club (Collective Application) - A3623037

2.       Application - Awanui Sports Complex - A3638671

3.       Application - R. Tucker Thompson Sailing Trust - A3622921  


 

Hōtaka Take Ōkawa / Compliance Schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1.       A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.       This section is subject to Section 79 - Compliance with procedures in relation to decisions.

 

He Take Ōkawa / Compliance Requirement

Aromatawai Kaimahi / Staff Assessment

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

This 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.

Community Grant Policy.

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

 

This report does not have district-wide relevance.

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 for Māori in relation to land and/or water.

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).

Considered in the application.

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

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.


Te Hiku Community Board Meeting Agenda

29 March 2022

 

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29 March 2022

 

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29 March 2022

 

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Te Hiku Community Board Meeting Agenda

29 March 2022

 

7.6         Road Naming - 373 Kimberly Road, Pukenui

File Number:           A3629141

Author:                    Selina Topia, Roading Support Officer

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

 

Take Pūrongo / Purpose of the Report

To seek approval from the Te Hiku Community Board to officially name a public road.

WhakarĀpopoto matua / Executive Summary

Council has received a Road Naming application to name a public road addressed at 373 Kimberly Road, Pukenui.  Community Boards have delegated authority to name public roads.

 

tŪtohunga / Recommendation

That the Te Hiku Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a public road, Klondike Lane that is currently addressed at 373 Kimberly Road, Pukenui as per map (A3436715).

 

 

1) TĀhuhu kŌrero / Background

Shane Stratton from Shane Stratton Surveying has advised that this is a public road created by a sub-division addressed at 373 Kimberly Road, Pukenui.

The name Klondike is from the Dalmatian ancestry of the applicant who has knowledge of the local Dalmatian immigrants who settled in this area. The property being subdivided once contained a lake which was drained by local gum diggers. A very rich deposit of kauri gum was discovered, and the area was nicknamed ‘The Klondike’, by the local gum diggers, in reference to the Klondike gold fields in Northern Canada. This name is our preferred name as it references the gum digging history of the area where gum digging was largely undertaken by both Dalmatian settlers and Maori.

The name Waihopo is from the local area or the nearby lake with the same name.

The name Podgora is from the name of the village in Dalmatia County in Croatia. Dalmatia was the

coastal county where many of the settlers came from. This name also reflects the dalmatian settlement and history of this area and the applicant has a direct link to the village as it is where his family immigrated from.

The background for these names is given also as per the Road Naming application attached (A3436711). 

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Their suggestions are as follows:

1.   Klondike Lane

2.   Waihopo Road

3.   Podgora Lane

 

The Roading team has no objections to the names suggested above.

Take Tūtohunga / Reason for the recommendation

The road names recommended in this report are not duplicates of any other road names in the district, therefore meeting the criteria set down in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

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

There are no financial implications to Council. The costs for road signage, blue on white background, and installation will be met by the developer.

Āpitihanga / Attachments

1.       Application - Document number - A3436711

2.       Map - Document number - A3436715

3.       History of names - Document number - A3436708

4.       Resource Plan - Document number - A3436714

5.       LINZ approval - Document number - A3629133

6.       Schedule - Document number - A3629187  


 

Hōtaka Take Ōkawa / Compliance Schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1.       A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.       This section is subject to Section 79 - Compliance with procedures in relation to decisions.

He Take Ōkawa / Compliance Requirement

Aromatawai Kaimahi / Staff Assessment

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

This is the naming of a public road and is of low significance.

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

Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.

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.

No district wide relevance and the Community Board have the delegated authority to approve road names.

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.

 

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

There are currently no property owners as this is a new subdivision.

 

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

The cost of the road signage and installation will be met by the Far North District Council (white on blue background name blade).

 

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report

 

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

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Te Hiku Community Board Meeting Agenda

29 March 2022

 

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29 March 2022

 

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29 March 2022

 

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Te Hiku Community Board Meeting Agenda

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7.7         Kaitaia Drainage Area 2021/2022 Programme Update

File Number:           A3637920

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To notify the Te Hiku Community Board of progress on all drainage aspects; planning, financing, and physical works, for the financial year ending the 30th of June 2022.

WhakarĀpopoto matua / Executive Summary

·      As the 2021/2022 summer has begun, several activities on the approved work programme have been completed or are in progress.

·      The work programme includes spraying and cleaning of drains.

·      There are significant budgetary changes required to meet projected costs. Deviations from the previously approved budget are highlighted in red.

·      The work programme and associated budget is up for discussion, with the opportunity to make any late additions if required.

tŪtohunga / Recommendation

That the Te Hiku Community Board:

a)    Note the report “Kaitaia Drainage Area 2021/2022 programme update” for information.

b)    Approve the 2021/2022 work programme with feedback from the Kaitaia Drainage Area Committee.

 

1) TĀhuhu kŌrero / Background

The founding of the Kaitaia Drainage Area dates back to 1913 where the Kaitaia Land Drainage Act was adopted with the exception that a board of trustees was to be applied.

The Kaitaia Drainage Area Committee was formally established at the 22 February 2016 meeting of the Te Hiku Community Board at the request of the members of the Kaitaia Drainage Management Committee.

The work programme for the 2021/2022 financial year was most recently approved on the 16th of August 2021 Committee meeting. Additionally, it was reviewed during an earlier Committee meeting on the 3rd of November 2020.

From the most recent Committee meeting, a resolution was made to:

·      Request that W Masters E, Campbells, and L Masters W drains be sprayed as part of the 2021/2022 work programme upon receiving permission from the landowner.

·      Request staff send a letter to Mr van Bysterbelt asking him to reinstate to the crossing/culverts that he removed on Wests Drain at his own costs.

·      Request a workshop with the Kaitaia Drainage Area Committee in October/November to work on the draft management plan. Area Committee in October/November to work on the draft management plan.

In the following Te Hiku Community Board meeting in August 2021, the Kaitaia Drainage Area 2021/2022 Programme was amended, including two items:

·      General contingency budget for 2021/2022 be increased to $5,000.

·      Spray contingency be added and increased to $6,000.

These items have since been included into the programme and financial totals updated.

2) matapaki me nga kowhiringa / Discussion and Options

Within the Kaitaia Area, there are several agreed points which require work. This section details the work currently programmed from August 2021 and what progress has been made.

There are significant budgetary changes required, which are described in section 2.1 and 2.2 of this report. These are associated with an increase in operational costs (Increased spraying rate etc.). It is intended that the 2021/2022 work programme is reviewed to include these changes.

2.1 Work programme summary

Work is to be completed before 30 June 2022, with the spraying programme started late 2021:

Kaitaia

Budgeted

Expended

Completed Work:

 

 

Total

$0

$0

Remaining Work & Allowances:

Budgeted

Revised

Status report on the drains (In progress)

$700

$777

Spraying of the Kaitaia drains (In progress)

$57,969

$80,108

Cleaning of the Church Gulley Drain

$8,000

$8,880

Total (planned work)

$66,669

$89,765

Spraying contingency

$6,000

$6,000

Machine Cleaning contingency

$10,000

$10,000

20% share of a drone for drain surveillance (To be removed)

$664

$0

Contingency allowance

$5,000

$5,000

Total (contingencies)

$21,664

$21,000

2.2 General maintenance within work programme

Spraying

Spraying of the Kaitaia drains is being completed during December 2021 to February 2022. At the time of writing, the majority of the drains had been sprayed. There is also the recent addition of a $6,000 spraying contingency, to allow for spraying of ‘On Request’ drains.

If Alligator weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required.

Spraying cost analysis

In the past, a historic rate of 55c per metre was maintained for the cost of drain spraying within the area. Over the past year, operational expenses have risen abruptly. In order to continue a successful partnership with our chosen spraying contractor, Fenwick Contracting, an assessment of the previously agreed rate and immediate remediation was required.

The average rate for spraying has been assessed, and in negotiation with Fenwick Contracting, a new rate limited to 65c per metre has been agreed upon. Although this is a considerable increase from the historic rate, it was not sustainable nor fair to continue with the historic rate for 2021/2022.

This, along with other increases in operational costs, has impacted the work programme with an approximate increase of 29% expected on the programmed spraying costs.

With additional drains being sprayed so far, and further programmed, it is projected that the final cost for spraying will be approximately $80,108. Should the full programme be completed, part of the reserve fund will be required to supplement the rated income and meet the costs (Further defined in section 3.1).

Action – Request that the Committee approve the projected cost for spraying of $80,108 to allow for the significant increase in operational costs and additional drains to be sprayed.

Spray programme

The spray programme consists of 111 kilometres of drain spraying and has been separated out into compartments and individual drains. This has been adjusted for the increased operational costs, also to include any changes (highlighted in Red) from the approved programme in August 2021.

Spray programme follows:

Waipapakauri Compartment                                                     Total           Spray                Cost

Waipapakauri Outfall (Both sides of drain sprayed)

4,800 m

9,000 m

$6,493.50

Paparore Bank Drain

4,000 m

4,000 m

$2,886.00

Waipapakauri Bank

1,710 m

1,710 m

$1,233.77

Thodes

684 m

684 m

$493.51

Brattons Drain (On request)

282 m

0 m

$0.00

Evans Drain (On request)

443 m

0 m

$0.00

Yates (On request)

945 m

0 m

$0.00

Wests

820 m

820 m

$591.63

Sandhills (Remainder is Urban)

7,502 m

6,456 m

$4,658.00

Birds Boundary

1,521 m

1,521 m

$1,097.40

Abbots (On request)

422 m

422 m

$304.47

Government drain

3,012 m

3,012 m

$2,173.16

Waimanoni - Walkers

4,221 m

4,221 m

$3,045.45

Spains Drain (On request)

1,580 m

0 m

$0.00

Spains Road Drain (Remainder is Urban)

2,170 m

1,580 m

$1,139.97

Totals

34,112 m

33,426 m

$24,116.86

Lower Awanui Compartment                                                      Total           Spray                Cost

Prices Bank (Unahi)

2,615 m

2,615 m

$1,886.72

McMillans - Tupes

6,840 m

6,840 m

$4,935.06

Factory Bend - Michies

6,035 m

6,035 m

$4,354.25

Flemings (On request)

764 m

0 m

$0.00

Gills

1,489 m

2,008 m

$1,448.77

Kumi Road

1,006 m

1,000 m

$721.50

H Subritzkys

1,127 m

1,127 m

$813.13

Awanui (Remainder is Urban)

2,313 m

940 m

$678.21

Sankeys No. 1 (On request)

201 m

201 m

$145.02

Sankeys No. 2 (On request)

362 m

0 m

$0.00

Totals

22,752 m

20,766 m

$14,982.67

Puckeys Outfall Compartment                                                    Total           Spray                Cost

Puckeys Outfall

484 m

484 m

$349.21

J Subritzkys Drain (On request)

402 m

0 m

$0.00

Foleys

450 m

450 m

$324.68

Lisle

1,710 m

1,710 m

$1,233.77

Wireless

1,800 m

1,800 m

$1,298.70

Bells Road

2,012 m

2,012 m

$1,451.66

Totals

6,858 m

6,456 m

$4,658.00

Pukepoto Outfall Compartment                                                  Total           Spray                Cost

Pukepoto Outfall

5,828 m

5,600 m

$4,040.40

Brass (On request)

1,388 m

0 m

$0.00

W Masters C

1,207 m

1,207 m

$870.85

W Masters E (Requested 2021/2022)

1,300 m

1,300 m

$937.95

Campbells (Requested 2021/2022)

684 m

684 m

$493.50

L Masters W (Requested 2021/2022)

1,064 m

1,064 m

$767.68

L Masters C

1,400 m

1,400 m

$1,010.10

School

1,509 m

1,509 m

$1,088.74

Reynolds (West Bank)

2,213 m

2,213 m

$1,596.68

Maori

2,012 m

2,012 m

$1,451.66

Pukepoto Creek

805 m

805 m

$580.81

Houstons (West Bank)

2,213 m

2,213 m

$1,596.68

Parkers

602 m

602 m

$434.34

Reid’s West

2,615 m

2,615 m

$1,886.72

Totals

24,840 m

23,031 m

$16,616.87

Whangatane Compartment                                                         Total           Spray                Cost

Texifros

785 m

785 m

$566.38

Maimaru

1,127 m

1,127 m

$813.13

Oinu Stream

1,650 m

1,650 m

$1,190.48

Pairatahi Bank

2,716 m

2,716 m

$1,959.59

Johnsons (On request)

150 m

0 m

$0.00

Kareponia (On request)

402 m

0 m

$0.00

Birds (On request)

504 m

504 m

$363.64

Totals

7,334 m

6,782 m

$4,893.22

Kaitaia Compartment                                                                  Total           Spray                Cost

Lewis Junction - Boundary

443 m

443 m

$319.62

Lewis Junction - Road

322 m

322 m

$232.32

Church Gully (Remainder to be cleaned)

2,865 m

500 m

$360.75

Mathews Outfall (Remainder is Urban)

4,425 m

3,425 m

$2,471.14

Wilds (On request)

503 m

503 m

$362.91

Hanlons

322 m

322 m

$232.32

Totals

8,880 m

5,515 m

$3,979.07

Tangonge Compartment                                                             Total           Spray                Cost

Reid’s East

3,017 m

3,017 m

$2,176.77

Hoddles

1,667 m

1,667 m

$1,202.74

Millers

2,615 m

2,615 m

$1,886.72

McKenzie’s

634 m

634 m

$457.43

Sharps

402 m

402 m

$290.04

Lewis & Crown Land

1,851 m

1,851 m

$1,335.50

Totals

10,186 m

10,186 m

$7,349.20

Wairoa Compartment                                                                  Total           Spray                Cost

Bergan’s

1,005 m

1,005 m

$725.11

Wairoa Stream

3,058 m

3,058 m

$2,206.35

Blairs

805 m

805 m

$580.81

Totals

4,868 m

4,868 m

$3,512.26

Machine cleaning

Over the 2021/2022 year, the Kaitaia Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require removal.

Due to the amount of issues identified in the 2021 Drain Status Report, a number of drains were selected for cleaning in the most recent Committee meeting in August 2021.

The drains selected for cleaning are listed below:

·      Oinu Stream – Bank erosion, slips and trees blocking the drain (No fencing). Action from last meeting: Requires an inspection with staff and Committee chair, Fiona King.

·      Church Gulley Drain – Bank slumping and significant weed growth (No fencing).

·      Reid’s East Drain – Raised by Committee member, Mike Masters, request for a staff inspection and potential cleaning.

·      H Subritzky Drain – Raised by RFS (Request for Service), request for staff inspection and potential cleaning.

An allowance of $8,880 for the Church Gulley Drain has been programmed should the private fencing be complete. There is also the machine cleaning contingency of $10,000 allocated, should there be any unexpected cleaning (potentially including Oinu and / or Reid’s East) required.

Accessibility issues & maintenance

Due to the amount of issues identified in the 2020 and 2021 Drain Status Report, it may be prudent for the Committee to discuss an action plan in order to resolve these. Below are the unresolved items from the previous meeting, including additional items from the most recent report.

·      Spains Drain – Leylandii trees planted along one side, blocking contractor access to the drain. Action from last meeting: Has been cleaned privately.

·      Pukepoto Outfall – Drain crossing to be reinstated for access on Dave van Bysterbelt’s property. Action from last meeting: FNDC to send a letter to Mr van Bysterbelt with instruction to reinstate the crossing/culverts that he removed. Note land is cared for under Lake Tangonge Ahu Whenua Trust, not Mr van Bysterbelt.

·      McMillans to Tupes Drain – Fencing across the track on Shalders Farm. Note requesting the stop bank along the drain to be made driveable as it would save a lot of time. Action from last meeting: FNDC to discuss stop bank maintenance with NRC.

·      Factory Bend – Michies – Fencing without gates near the drain causing time delays.

·      Pairatahi Bank Drain – Parts of the access track is overgrown; other side of the drain has no gates along the drain resulting in time delays. Action from last meeting: FNDC to discuss stop bank maintenance with NRC.

·      Waipapakauri Bank Drain – No gates near the drain causing lengthy delays. Action from last meeting: FNDC to discuss stop bank maintenance with NRC.

·      Birds Boundary Drain – Permanent electric wires put in front of the gateways, needs to be gated. Action from last meeting: Committee member, Joe King, to follow up and investigate.

·      Wests Drain – Access track on one side is too rough to drive, the other has no gates along the drain which causes time delays. Action from last meeting: Committee member, Joe King, to follow up and investigate. Along the Gray’s property.

·      Oinu Stream – Very few gates between farms, causing a lot of back tracking through the farm, driving from Quarry Road to Godinovich(?) Road. Action from last meeting: Requires an inspection with staff and Committee chair, Fiona King.

·      H Subritzkys – Techno fencing across some gates and tracks is causing lengthy delays. Have been advised through RFS that a nearby landowner does not allow spray contractors to access the downstream end. Action from last meeting: Committee chair, Fiona King, to follow up and investigate.

·      Houstons Drain – Middle portion of the drain is inaccessible. Action from last meeting: Committee member, Mike Masters, to follow up and investigate.

In addition to maintenance of the drains, the spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009 (Rev 2019):

i)     Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.

ii)     Grazing stock, which is not excluded from the drainage channel, Clause 5.7.

iii)    Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1.

iv)   Obstructions to flow within the drainage channel due to excessive vegetation material.

A notice was sent in 2017 to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues. Another notice to remind property owners of their obligations is to be sent prior to the end of June, in-line with a request by the Committee to make the notice an annual piece of correspondence.

2.4 Kaitaia Drainage Area management plan

Each of the Land Drainage Areas require a management plan to support their function as an activity under the existing Northland Regional Council (NRC), Regional Soil & Water Plan 2016, as well as the proposed NRC Regional Plan 2021.

The four Drainage Areas each have a draft management plan in place, which was most recently formally discussed as an agenda item in March and May 2017. Recent conversations with the Committees indicate that this is an ongoing priority, and further review of the draft plans is required.

The draft management plans will undergo an internal assessment by FNDC to ensure it is aligned with other relevant legislation.

A workshop of the draft management plan for the Drainage Committee has been requested and was planned, however due to a number of reasons, this was delayed and is now proposed for Monday the 4th of April, 10 am, in Kaitaia, should circumstances allow.

Action – Request that the Committee approve the new management plan workshop date, on the 4th of April 2022 at 10 am.

2.5 Drainage area mapping

Late 2017, Council began using GIS (Geographic Information System) or mapping tools to log the location of the Drainage Area Drains electronically. The aim of this project is to put together a relatively accurate database of the drain width, depth, grade, and location. Once gathered, the information will be added as a new layer in the Far North District Council’s online maps which are available to the public.

To date the entire Kaikino Drainage Area has been mapped although it is not yet available online.

The other Drainage Areas, Waiharara, Kaitaia and Motutangi, are planned for mapping when we have the available staff.

Council had previously discussed and accounted for the Drainage Areas to collectively purchase a drone for surveying the drains. This resulted in a $664 share, roughly equal to 20% of the estimated costs, being included in the budget. At the Committee meeting in August 2021, this was discussed for review, but commented that Council will bear the costs as it would be a useful asset for the district. The $664 share has then been proposed for removal from the 2021/2022 work programme.

Action – Request that the Committee approve the removal of the 20% drone share, $664, from the work programme, with Council to bear the costs of purchase.

2.6 Drainage Area Requests for Service (RFS) Summary

In the last 6 months, there has been one RFS received regarding the Kaitaia Drainage Area. Please find a summary of the request below:

23 State Highway 1, Awanui - RFS 4081324, 4087372 & 4088219 – This is a request for the cleaning of the H Subritzky Drain downstream of where it crosses State Highway 10. Currently awaiting assessment by FNW. Received requests in October, November, and December 2021.

Take Tūtohunga / Reason for the recommendation

To ensure that the Kaitaia Drainage Area Committee are up to date on current work progress and expenditure. Also, to ensure the Committee has the opportunity to review and make changes to the programme if required.

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

A summary of the expected 2021/2022 financial year is as follows:

Kaitaia

 

2021 Opening balance (2020/2021 Reserve balance)

$61,126

2021/2022 Rated income

 $76,256

2021/2022 Proposed expenditure (Breakdown in section 3.1)

$89,765

2022 Closing balance

$47,616 (-1 from rounding)

Note - The rated income for 2021/2022 has been raised slightly from the approved amount ($70,000) in November 2020. This was caused by the initial proposed expenditure ($76,256) being matched as the expected rated income by mistake, which was then approved within the Long-Term Plan 2021/2031. Changes to the report format have been made to prevent this from reoccurring.

3.1 Budgetary breakdown

In order to improve the management of the targeted land drainage area rates, the reserve balance and rated income components have been separated to clearly identify the proposed expenditure associated with each component.

This uses the ‘planned work’ total from the work programme as the proposed expenditure, with any use of the contingencies to be sourced from the reserve fund should it be required. This is planned to decrease the annual growth of the reserve fund, which was predominantly caused by the budgeted expenditure of contingency funds that did not end up being required.

The separated components are as follows:

Rated income component

Kaitaia

 

2021/2022 Rated income

 $76,256

2021/2022 Proposed expenditure (Funded from rates)

$76,256

2022 Closing rated balance

$0

Reserve component

Kaitaia

 

2021 Opening balance (2020/2021 Reserve balance)

$61,126

2021/2022 Proposed expenditure (Funded from reserve)

$13,509

2022 Closing reserve balance

$47,616 (-1 from rounding)

 

Attachments

Nil


 

Hōtaka Take Ōkawa / Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1.       A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.       This section is subject to Section 79 - Compliance with procedures in relation to decisions.

 

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

Land Drainage Bylaw 2009 (Rev 2019).

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

This report seeks a recommendation from the Kaitaia Drainage Area Committee to Te Hiku Community Board.

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

Ngai Takoto and Te Rarawa Iwi are to be included in the development of the management plan for the district’s drainage areas.

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.

The purpose of the Committee is to liaise with persons likely to be affected.

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

Financial implications are to be considered by the committee and budgetary provision is made.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

7.8         Kaitaia Drainage Area 2022/2023 Programme

File Number:           A3638045

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To provide the Te Hiku Community Board with an outline of the proposed works and costs for the 2022/2023 financial year.

WhakarĀpopoto matua / Executive Summary

·      Over the 2022/2023 financial year, the Far North District Council wishes to complete a selection of drainage area works.

·      The work includes spraying and cleaning of the Kaitaia drains. Currently there is a proposed budget of $75,955 for planned work, with an additional $26,222 of contingency for unplanned work if required.

·      The work programme and associated budget is up for discussion.

tŪtohunga / Recommendation

That the Te Hiku Community Board:

a)   approve the reviewed Kaitaia Drainage Area 2022/2023 work programme.

b)   approve a reserve balance of ‘$xx,xxx’ to be held for unplanned works should it be required, based on feedback from the Kaitaia Drainage Area Committee .

 

1) TĀhuhu kŌrero / Background

The founding of the Kaitaia Drainage Area dates back to 1913 where the Kaitaia Land Drainage Act was adopted with the exception that a committee was to be applied.

In recent times, the Kaitaia Drainage Area Committee was formally re-established at the 22 February 2016 meeting of Te Hiku Community Board as part of Council’s formal process and procedures.

The proposed work programme for the 2022/2023 financial year has been estimated from previous costs and quotes where possible.

The list of required work is based on the assumption that the work programme for 2021/2022 is completed as planned.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Within the Kaitaia Area, there are several items that require work. The items detailed in the below work programme has been determined by staff based on information from the spraying contactor and other sources. However, the Committee may be aware of other work that is required, and this meeting provides an opportunity to adjust the work programme.

The programme will be available for further review / adjustment at the next Committee meeting in August 2022, however the overall budget will be set by that time.

2.1 Proposed work programme summary

Work is to be completed before 30 June 2023, with the spraying programme to start during late 2022:

Kaitaia

Spraying of the Kaitaia drains (breakdown in section 2.2)

$75,178

Status report on the drains

$777

Total (planned work)

$75,955

Spraying contingency

$8,222

Machine cleaning contingency

$13,000

General contingency

$5,000

Total (contingencies)

$26,222

2.2 General maintenance within the work programme

Spraying

Spraying of the Kaitaia Area is to be completed during late spring / early summer 2022/2023. If additional spraying is required, this will be funded from the spraying contingency of $8,222. The spraying contingency is calculated from the total of ‘spray on request’ drains.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required.

The spray programme consists of 104 kilometres of drain spraying and 11 kilometres of ‘On request’ drains. This has been adjusted for the increased operational costs that were discussed in the 2021/2022 programme report. This has been separated out into compartments and individual drains.

Spray programme follows:

Waipapakauri Compartment                                                     Total           Spray                Cost

Waipapakauri Outfall

4,800 m

4,800 m

$3,463.20

Paparore Bank Drain

4,000 m

4,000 m

$2,886.00

Waipapakauri Bank

1,710 m

1,710 m

$1,233.77

Thodes

684 m

684 m

$493.51

Brattons Drain (On request)

282 m

0 m

$0.00

Evans Drain (On request)

443 m

0 m

$0.00

Yates (On request)

945 m

0 m

$0.00

Wests

820 m

820 m

$591.63

Sandhills (Remainder is Urban)

7,502 m

6,456 m

$4,658.00

Birds Boundary

1,521 m

1,521 m

$1,097.40

Abbots (On request)

422 m

0 m

$0.00

Government drain

3,012 m

3,012 m

$2,173.16

Waimanoni - Walkers

4,221 m

4,221 m

$3,045.45

Spains Drain (On request)

1,580 m

0 m

$0.00

Spains Road Drain (Remainder is Urban)

2,170 m

1,580 m

$1,139.97

Totals

34,112 m

28,804 m

$20,782.09

Lower Awanui Compartment                                                      Total           Spray                Cost

Prices Bank (Unahi)

2,615 m

2,615 m

$1,886.72

McMillans - Tupes

6,840 m

6,840 m

$4,935.06

Factory Bend - Michies

6,035 m

6,035 m

$4,354.25

Flemings (On request)

764 m

0 m

$0.00

Gills

1,489 m

1,489 m

$1,074.31

Kumi Road

1,006 m

1,006 m

$725.83

H Subritzkys

1,127 m

1,127 m

$813.13

Awanui (Remainder is Urban)

2,313 m

940 m

$678.21

Sankeys No. 1 (On request)

201 m

0 m

$0.00

Sankeys No. 2 (On request)

362 m

0 m

$0.00

Totals

22,752 m

20,051 m

$14,467.52

Puckeys Outfall Compartment                                                    Total           Spray                Cost

Puckeys Outfall

484 m

484 m

$349.21

J Subritzkys Drain (On request)

402 m

0 m

$0.00

Foleys

450 m

450 m

$324.68

Lisle

1,710 m

1,710 m

$1,233.77

Wireless

1,800 m

1,800 m

$1,298.70

Bells Road

2,012 m

2,012 m

$1,451.66

Totals

6,858 m

6,456 m

$4,658.00

Pukepoto Outfall Compartment                                                  Total           Spray                Cost

Pukepoto Outfall

5,828 m

5,600 m

$4,040.40

Brass (On request)

1,388 m

0 m

$0.00

W Masters C

1,207 m

1,207 m

$870.85

W Masters E (On request)

1,300 m

0 m

$0.00

Campbells (On request)

684 m

0 m

$0.00

L Masters W (On request)

1,064 m

0 m

$0.00

L Masters C

1,400 m

1,400 m

$1,010.10

School

1,509 m

1,509 m

$1,088.74

Reynolds (West Bank)

2,213 m

2,213 m

$1,596.68

Maori

2,012 m

2,012 m

$1,451.66

Pukepoto Creek

805 m

805 m

$580.81

Houstons (West Bank)

2,213 m

2,213 m

$1,596.68

Parkers

602 m

602 m

$434.34

Reid’s West

2,615 m

2,615 m

$1,886.72

Totals

24,840 m

20,176 m

$14,556.98

Whangatane Compartment                                                         Total           Spray                Cost

Texifros

785 m

785 m

$566.38

Maimaru

1,127 m

1,127 m

$813.13

Oinu Stream

1,650 m

1,650 m

$1,190.48

Pairatahi Bank

2,716 m

2,716 m

$1,959.59

Johnsons (On request)

150 m

0 m

$0.00

Kareponia (On request)

402 m

0 m

$0.00

Birds (On request)

504 m

0 m

$0.00

Totals

7,334 m

6,278 m

$4,529.58

Kaitaia Compartment                                                                  Total           Spray                Cost

Lewis Junction - Boundary

443 m

443 m

$319.62

Lewis Junction - Road

322 m

322 m

$232.32

Church Gully

2,865 m

2,865 m

$2,067.10

Mathews Outfall (Remainder is Urban)

4,425 m

3,425 m

$2,471.14

Wilds (On request)

503 m

0 m

$0.00

Hanlons

322 m

322 m

$232.32

Totals

8,880 m

7,377 m

$5,322.51

Tangonge Compartment                                                             Total           Spray                Cost

Reid’s East

3,017 m

3,017 m

$2,176.77

Hoddles

1,667 m

1,667 m

$1,202.74

Millers

2,615 m

2,615 m

$1,886.72

McKenzie’s

634 m

634 m

$457.43

Sharps

402 m

402 m

$290.04

Lewis & Crown Land

1,851 m

1,851 m

$1,335.50

Totals

10,186 m

10,186 m

$7,349.20

Wairoa Compartment                                                                  Total           Spray                Cost

Bergan’s

1,005 m

1,005 m

$725.11

Wairoa Stream

3,058 m

3,058 m

$2,206.35

Blairs

805 m

805 m

$580.81

Totals

4,868 m

4,868 m

$3,512.26

Machine cleaning

Over the 2021/2022 year, the Kaitaia Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and/or vegetation mats which will require removal.

The machine cleaning contingency of $13,000 is currently allocated for 2022/2023. It’s recommended that a cleaning programme for the year is decided upon in the August 2022 Committee meeting.

Accessibility issues & maintenance

The spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009 (Rev 2019):

i.    Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.

ii.    Grazing stock, which is not excluded from the drainage channel, Clause 5.7.

iii.   Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1. If this is the case, damaged drains will not be cleaned until the property owner installs a fence / prevents stock access.

iv.  Obstructions to flow within the drainage channel due to excessive vegetation material.

Council staff will analyse this information and make recommendations to the Committee on work which may be required. Staff, or as agreed by the Committee, may also contact the landholders directly where they are in breach of the Drainage Bylaw.

Take Tūtohunga / Reason for the recommendation

To discuss the expected works and their associated costs. With the work programme to be completed by 30 June 2023.

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

A summary of the expected 2022/2023 financial year is as follows:

Kaitaia

 

2022 Opening balance (2021/2022 Reserve balance)

$47,616

2022/2023 Proposed rated income

  $70,000

2022/2023 Proposed expenditure (Breakdown in section 3.1)

$75,955

2023 Closing balance

$41,661

3.1 Proposed budgetary breakdown

In order to improve the management of the targeted land drainage area rates, the reserve balance and rated income components have been separated to clearly identify the proposed expenditure associated with each component.

This uses the ‘planned work’ total from the work programme as the proposed expenditure, with any use of the contingencies to be sourced from the reserve fund should it be required. This is planned to decrease the annual growth of the reserve fund, which was predominantly caused by the budgeted expenditure of contingency funds that did not end up being required.

The separated components are as follows:

Rated income component

Kaitaia

 

2022/2023 Proposed rated income

 $70,000

2022/2023 Proposed expenditure (Funded from rates)

$70,000

2023 Closing rated balance

$0

Reserve component

Kaitaia

 

2022 Opening balance (2021/2022 Reserve balance)

$47,616

2022/2023 Proposed expenditure (Funded from reserve)

$5,955

2023 Closing reserve balance

$41,661

3.2 Reserve balance

Throughout recent years, the closing balance (reserve balance) at the end of each year has been consistently increasing. To ensure the rated income is utilised most appropriately, an ideal reserve balance should be agreed upon by the Committee. It is then proposed that a portion of the reserve balance is purposefully expended each year through the work programme (supplementing the rated income) until this ideal reserve is met. The ideal reserve will then be maintained each year unless the Committee agrees otherwise.

As there is a proposed total contingency of $26,222 for 2022/2023 (with similar amounts to be expected in future years), it is suggested that the desired reserve balance is no less than that amount.

Action – Request that the Committee set an ideal reserve balance to be held by Council for unplanned works should it be required.

Attachments

Nil


 

Hōtaka Take Ōkawa / Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1.       A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.       This section is subject to Section 79 - Compliance with procedures in relation to decisions.

 

He Take Ōkawa / Compliance requirement

Aromatawai Kaimahi / Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

Land Drainage Bylaw 2009 (Rev 2019).

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

This report seeks Te Hiku Community Board to approve a recommendation from the Kaitaia Drainage Area Committee.

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.

Ngai Takoto and Te Rarawa Iwi are to be included in the development of the management plan for the district’s drainage areas.

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.

The purpose of the Committee is to liaise with persons likely to be affected.

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

Financial implications are to be considered by the committee and budgetary provision is made.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

7.9         Kaitaia Drainage Area 2023/2024 Programme

File Number:           A3638099

Author:                    Troy Smith, Assistant Engineer

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

 

Purpose of the Report

To advise Te Hiku Community Board on the proposed works and costs for the 2023/2024 financial year.

Executive Summary

·        Over the 2023/2024 financial year, the Far North District Council wishes to complete a selection of drainage area works.

·        The work includes spraying and cleaning of the Kaitaia drains. Currently there is a proposed budget of $75,955 for planned work, with an additional $26,222 of contingency for unplanned work if required.

·        The work programme and associated budget is up for discussion.

 

tŪtohunga / Recommendation

That the Te Hiku Community Board note the report “Kaitaia Drainage Area 2023/2024 Programme” for information.

 

1) Background

The founding of the Kaitaia Drainage Area dates back to 1913 where the Kaitaia Land Drainage Act was adopted with the exception that a committee was to be applied.

In recent times, the Kaitaia Drainage Area Committee was formally re-established at the 22 February 2016 meeting of the Te Hiku Community Board as part of Council’s formal process and procedures.

The works programme for the 2023/2024 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2022/2023 is completed as planned.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Within the Kaitaia Area, there are several areas which require work. The items detailed in the below work programmes have been determined by staff based on information from the spraying contactor and other sources. However, the Committee may be aware of other work that is required, and this meeting provides an opportunity to adjust the work programme.

Further review of the programme must be done during the following Drainage Area Committee Meeting held in August 2022 and over the next financial year. This is due to the estimated nature of the work programme.

2.1 Proposed work programme summary

Work is to be completed before 30 June 2023, with the spraying programme to start during late 2024:

Kaitaia

Spraying of the Kaitaia drains (breakdown in section 2.2)

$75,178

Status report on the drains

$777

Total (planned work)

$75,955

Spraying contingency

$8,222

Machine cleaning contingency

$13,000

General contingency

$5,000

Total (contingencies)

$26,222

2.2 General maintenance within the work programme

Spraying

Spraying of the Kaitaia Area is to be completed during late spring / early summer 2023/2024. If additional spraying is required, this will be funded from the spraying contingency of $8,222. The spraying contingency is calculated from the total of ‘spray on request’ drains.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required.

The spray programme consists of 104 kilometres of drain spraying and 11 kilometres of ‘On request’ drains. This has been adjusted for the increased operational costs that were discussed in the 2021/2022 programme report. The spray programme has been separated out into compartments and individual drains.

Spray programme follows:

Waipapakauri Compartment                                                     Total           Spray                Cost

Waipapakauri Outfall

4,800 m

4,800 m

$3,463.20

Paparore Bank Drain

4,000 m

4,000 m

$2,886.00

Waipapakauri Bank

1,710 m

1,710 m

$1,233.77

Thodes

684 m

684 m

$493.51

Brattons Drain (On request)

282 m

0 m

$0.00

Evans Drain (On request)

443 m

0 m

$0.00

Yates (On request)

945 m

0 m

$0.00

Wests

820 m

820 m

$591.63

Sandhills (Remainder is Urban)

7,502 m

6,456 m

$4,658.00

Birds Boundary

1,521 m

1,521 m

$1,097.40

Abbots (On request)

422 m

0 m

$0.00

Government drain

3,012 m

3,012 m

$2,173.16

Waimanoni - Walkers

4,221 m

4,221 m

$3,045.45

Spains Drain (On request)

1,580 m

0 m

$0.00

Spains Road Drain (Remainder is Urban)

2,170 m

1,580 m

$1,139.97

Totals

34,112 m

28,804 m

$20,782.09

Lower Awanui Compartment                                                      Total           Spray                Cost

Prices Bank (Unahi)

2,615 m

2,615 m

$1,886.72

McMillans - Tupes

6,840 m

6,840 m

$4,935.06

Factory Bend - Michies

6,035 m

6,035 m

$4,354.25

Flemings (On request)

764 m

0 m

$0.00

Gills

2,008 m

1,489 m

$1,074.31

Kumi Road

1,006 m

1,006 m

$725.83

H Subritzkys

1,127 m

1,127 m

$813.13

Awanui (Remainder is Urban)

2,313 m

940 m

$678.21

Sankeys No. 1 (On request)

201 m

0 m

$0.00

Sankeys No. 2 (On request)

362 m

0 m

$0.00

Totals

22,752 m

20,051 m

$14,467.52

Puckeys Outfall Compartment                                                    Total           Spray                Cost

Puckeys Outfall

484 m

484 m

$349.21

J Subritzkys Drain (On request)

402 m

0 m

$0.00

Foleys

450 m

450 m

$324.68

Lisle

1,710 m

1,710 m

$1,233.77

Wireless

1,800 m

1,800 m

$1,298.70

Bells Road

2,012 m

2,012 m

$1,451.66

Totals

6,858 m

6,456 m

$4,658.00

Pukepoto Outfall Compartment                                                  Total           Spray                Cost

Pukepoto Outfall

5,828 m

5,600 m

$4,040.40

Brass (On request)

1,388 m

0 m

$0.00

W Masters C

1,207 m

1,207 m

$870.85

W Masters E (On request)

1,300 m

0 m

$0.00

Campbells (On request)

684 m

0 m

$0.00

L Masters W (On request)

1,064 m

0 m

$0.00

L Masters C

1,400 m

1,400 m

$1,010.10

School

1,509 m

1,509 m

$1,088.74

Reynolds (West Bank)

2,213 m

2,213 m

$1,596.68

Maori

2,012 m

2,012 m

$1,451.66

Pukepoto Creek

805 m

805 m

$580.81

Houstons (West Bank)

2,213 m

2,213 m

$1,596.68

Parkers

602 m

602 m

$434.34

Reid’s West

2,615 m

2,615 m

$$1,886.72

Totals

24,840 m

20,176 m

$14,556.98

Whangatane Compartment                                                         Total           Spray                Cost

Texifros

785 m

785 m

$566.38

Maimaru

1,127 m

1,127 m

$813.13

Oinu Stream

1,650 m

1,650 m

$1,190.48

Pairatahi Bank

2,716 m

2,716 m

$1,959.59

Johnsons (On request)

150 m

0 m

$0.00

Kareponia (On request)

402 m

0 m

$0.00

Birds (On request)

504 m

0 m

$0.00

Totals

7,334 m

6,278 m

$4,529.58

Kaitaia Compartment                                                                  Total           Spray                Cost

Lewis Junction - Boundary

443 m

443 m

$319.62

Lewis Junction - Road

322 m

322 m

$232.32

Church Gully

2,865 m

2,865 m

$2,067.10

Mathews Outfall (Remainder is Urban)

4,425 m

3,425 m

$2,471.14

Wilds (On request)

503 m

0 m

$0.00

Hanlons

322 m

322 m

$232.32

Totals

8,880 m

7,377 m

$5,322.51

Tangonge Compartment                                                             Total           Spray                Cost

Reid’s East

3,017 m

3,017 m

$2,176.77

Hoddles

1,667 m

1,667 m

$1,202.74

Millers

2,615 m

2,615 m

$1,886.72

McKenzie’s

634 m

634 m

$457.43

Sharps

402 m

402 m

$290.04

Lewis & Crown Land

1,851 m

1,851 m

$1,335.50

Totals

10,186 m

10,186 m

$7,349.20

Wairoa Compartment                                                                  Total           Spray                Cost

Bergan’s

1,005 m

1,005 m

$725.11

Wairoa Stream

3,058 m

3,058 m

$2,206.35

Blairs

805 m

805 m

$580.81

Totals

4,868 m

4,868 m

$3,512.26

Machine cleaning

Over the 2022/2023 year, the Kaitaia Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and/or vegetation mats which will require removal.

The machine cleaning contingency of $13,000 is currently allocated for 2023/2024. It’s recommended that a cleaning programme for the year is decided upon in the August 2023 Committee meeting.

Accessibility issues & maintenance

The spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009 (Rev 2019):

i)     Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.

ii)     Grazing stock, which is not excluded from the drainage channel, Clause 5.7.

iii)    Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1. If this is the case, damaged drains will not be cleaned until the property owner installs a fence / prevents stock access.

iv)   Obstructions to flow within the drainage channel due to excessive vegetation material.

 

Council staff will analyse this information and make recommendations to the Committee on work which may be required. Staff, or as agreed by the Committee, may also contact the landholders directly where they are in breach of the Drainage Bylaw.

An annual notice will be issued to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues.

Reason for the recommendation

To discuss the expected works and their associated costs. With the work programme to be completed by 30 June 2024.

3) Financial Implications and Budgetary Provision

A summary of the expected 2023/2024 financial year is as follows:

Kaitaia

Budget

2023 Opening balance (2022/2023 Reserve balance)

$41,661

2023/2024 Proposed rated income

 $70,000

2023/2024 Proposed expenditure (Breakdown in section 3.1)

$75,955

2024 Closing balance

$35,706

3.1 Proposed budgetary breakdown

In order to improve the management of the targeted land drainage area rates, the reserve balance and rated income components have been separated to clearly identify the proposed expenditure associated with each component.

This uses the ‘planned work’ total from the work programme as the proposed expenditure, with any use of the contingencies to be sourced from the reserve fund should it be required. This is planned to decrease the annual growth of the reserve fund, which was predominantly caused by the budgeted expenditure of contingency funds that did not end up being required.

The separated components are as follows:

Rated income component

Kaitaia

 

2023/2024 Proposed rated income

 $70,000

2023/2024 Proposed expenditure (Funded from rates)

$70,000

2024 Closing rated balance

$0

Reserve component

Kaitaia

 

2023 Opening balance (2022/2023 Reserve balance)

$41,661

2023/2024 Proposed expenditure (Funded from reserve)

$5,955

2024 Closing reserve balance

$35,706

 

Attachments

Nil


 

Hōtaka Take Ōkawa / Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1.       A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.       This section is subject to Section 79 - Compliance with procedures in relation to decisions.

 

He Take Ōkawa / Compliance requirement

Aromatawai Kaimahi / Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

Land Drainage Bylaw 2009 (Rev 2019).

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

This report seeks a recommendation from the  Committee to Te Hiku Community Board.

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

Ngai Takoto and Te Rarawa Iwi are to be included in the development of the management plan for the district’s drainage areas.

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.

The purpose of the Committee is to liaise with persons likely to be affected.

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

Financial implications are to be considered by the committee and budgetary provision is made.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

7.10       Waiharara and Kaikino Drainage Areas 2021/2022 Programme Update

File Number:           A3638124

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To notify the Te Hiku Community board of progress on all Drainage aspects; Planning, financing, and physical works, for the financial year ending the 30th of June 2022.

WhakarĀpopoto matua / Executive Summary

·      As the 2021/2022 summer has begun, several points on the approved work programme have been completed or are in progress.

·      The work programme includes spraying and cleaning of drains.

·      There are significant budgetary changes required to meet projected costs. Deviations from the previously approved budget are highlighted in red.

·      The work programme and associated budget is up for discussion, with the opportunity to make any late additions if required.

Recommendation

That the Te Hiku Community Board:

a)      Note the report “Waiharara and Kaikino Drainage Areas 2021/2022 programme update” for information.

b)      Approve the Waiharara and Kaikino Drainage Areas 2021/2022 work programme.

 

1) Background

The Waiharara and Kaikino Drainage Areas Committee was formally established on the 26th of February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.

The work programme for the 2021/2022 financial year was most recently approved on the 16th of August 2021 Committee meeting. Additionally, it was reviewed during an earlier Committee meeting on the 3rd of November 2020.

From the most recent Committee meeting, a resolution was made to increase the spray budget:

·    Request that the ‘Additional Spray’ budget items, to $4,301 and $4,043 respectively (full cost and not half as previously programmed).

These items have since been included into the programme and financial totals updated.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Within the Waiharara and Kaikino Areas, there are several agreed points which require work. This section details the work currently programmed from August 2021 and what progress has been made.

There are significant budgetary changes required, which are described in section 2.1 and 2.2 of this report. These are associated with an increase in operational costs (Increased spraying rate etc.). It is intended that the 2021/2022 work programme is reviewed to include these changes.

2.1 Work programme summary

Work is to be completed before 30 June 2022, with the spraying programme started late 2021:

Waiharara

Budgeted

Expended

Completed Work:

 

 

Cleaning of the Okohine Stream (Completed in 2020/2021, invoice received 2021/2022)

$9,880

$17,995

Total

$9,880

$17,995

Remaining Work & Allowances:

Budgeted

Revised

Spraying of the Waiharara drains (late spring) (breakdown in section 2.3) (In progress)

$4,301

$5,642

Additional spraying of the Waiharara drains (late autumn)

$4,301

$5,642

Status report on the drains (In progress)

$100

$111

Total (planned work)

$8,701

$11,395

Machine Cleaning contingency

$3,000

$3,000

20% share of a drone for drain surveillance (To be removed)

$664

$0

General contingency

$1,000

$1,000

Total (contingencies)

$4,664

$4,000

 

Kaikino

Budgeted

Expended

Completed Work:

 

 

Total

$0

$0

Remaining Work & Allowances:

Budgeted

Revised

Spraying of the Kaikino drains (late spring) (breakdown in section 2.3) (In progress)

$4,043

$5,303

Additional spraying of the Kaikino drains (late autumn)

$4,043

$5,303

Status report on the drains (In progress)

$100

$111

Cleaning of the lower Hobson Drain

$5,850

$6,494

Complete new crossings along Milich’s and Gumdigger’s to provide a direct access track to the Kaikino Drain

$2,000

$2,220

Form the initial entranceway to the lower Hobson Drain access track

$4,216

$4,680

Total (planned work)

$20,252

$24,111

Machine Cleaning contingency

$2,000

$2,000

20% share of a drone for drain surveillance (To be removed)

$664

$0

General contingency

$1,000

$1,000

Total (contingencies)

$3,664

$3,000

2.2 Projects within work programme

Kaikino Drain access track

Continuing from the installation of seven new crossings along the Milich’s and Gumdigger’s properties in the 2018/2019 work programme; some finishing touches are required.

The work is expected to be approximately $2,220.

After completion, the new track will offer much needed access for the spraying contractors, cutting down the time taken for spraying.

Hobson Drain (downstream of Paparore Road) access track

In 2016 and 2017 there were plans of installing a new access track along the Hobson Drain, downstream of Paparore Road. In 2018/2019 some of the required culverts were purchased but due to unexpected costs elsewhere, the installation was put on hold.

As before, to start the new access track, there is approximately one new access culvert required to reach the drain bank and then another crossing along the track.

Once the initial entranceway is installed, further work will be investigated to ensure we can restore full access to the lower section and are able to maintain it. Due to budget constraints, this may not be practical for the 2021/2022 work programme, however, will be considered in future.

A budget of $4,680 is proposed in the work programme for installation of the entranceway.

Action from last meeting: The Committee suggested another potential route for the access track proposed. FNDC to investigate the new route and schedule for completion as planned.

2.3 General maintenance within work programme

Spraying

Spraying of the Waiharara and Kaikino Areas begun in November 2021, however, has suffered extensive delays due to the unfortunate bush fires, and otherwise constant, unfavourable weather conditions since December 2021. The remaining sections to be sprayed will be completed once conditions settled. No expenses received at the time of writing.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required.

Spraying cost analysis

In the past, a historic rate of 55c per metre was maintained for the cost of drain spraying within the area. Over the past year, operational expenses have risen abruptly. In order to continue a successful partnership with our chosen spraying contractor, Fenwick Contracting, an assessment of the previously agreed rate and immediate remediation was required.

The average rate for spraying has been independently assessed by the Far North Waters Alliance, and in negotiation with Fenwick Contracting, a new rate limited to 65c per metre has been agreed upon. Although this is a considerable increase from the historic rate, it was not sustainable nor fair to continue with the historic rate for 2021/2022.

This, along with other increases in operational costs, have impacted the work programme with an approximate increase of 29% expected on the programmed spraying costs.

It is projected that the final cost for spraying will be approximately $5,642.13 for Waiharara, and $5,303.03 for Kaikino. Should the full programme be completed, part of the reserve fund will be required to supplement the rated income and meet the costs (Further defined in section 3.1).

Action Request that the Committee approve the projected cost for spraying of $5,642.13 for Waiharara, and $5,303.03 for Kaikino, to allow for the significant increase in operational costs.

Spray programme

The spray programme consists of 15 kilometres of drain spraying and has been separated out into compartments and individual drains. This has been adjusted for the increased operational costs, also to include any changes (highlighted in Red) from the approved programme in August 2021.

Spray programme follows:

Waiharara Area                                                                            Total           Spray                Cost

Okohine Stream

5,110 m

5,110 m

$3,686.87

Bilich Branch

1,800 m

1,800 m

$1,298.70

Cox Branch

860 m

860 m

$620.49

Tunnel Traverse

50 m

50 m

$36.08

Totals

7,820 m

7,820 m

$5,642.13

Kaikino Area                                                                                Total           Spray                Cost

Kaikino Drain

4,100 m

4,100 m

$2,958.15

Hobson Drain + Extension (Less 400m to be cleaned)

3,650 m

3,250 m

$2,344.88

Totals

7,750 m

7,350 m

$5,303.03

Machine cleaning

Over the 2020/2021 year, the Waiharara and Kaikino Areas were investigated in conjunction with the spraying contractor, to identify the location of any significant siltation and / or vegetation mats which will require removal. Below is a review of what’s been completed recently, and what’s identified for the 2021/2022 year.

Waiharara Drainage Area:

·      Okohine Stream – Completed approximately 2,500m of cleaning in 2020/2021. Invoice received in July 2021/2022 with a total cost of $17,955 as a result of the operational increases.

·      Okohine Stream – As a result of recent development works upstream, the top section of the Okohine Stream has begun silting up at a much higher rate. This should be investigated further and followed up as a compliance action against the developers for remediation.

Kaikino Drainage Area:

·      Lower Hobson Drain – Approximately 400m of cleaning is required. An estimate for the cleaning had been received and with additional costs is now $6,494. This has been combined with the access works to reduce transport costs.

·      Kaikino Drain – The spraying contractor identified the drain as being full of weeds and in poor condition. Another issue is slightly downstream of the Heath Road bridge, there are a number of large trees fallen over the Kaikino Drain. There are also some small trees growing from the drain banks. Although not part of the programme at this stage, these should be discussed for removal or follow up with the private owners.

·      Kaikino Drain – Council was contacted by Far North Roading in autumn 2021, with a request for permission to clean the drain downstream of the avocado block beside Milich’s to the outlet. There was no further contact, however it is believed potentially up to 2,800 m of cleaning was completed at no expense to the Kaikino Area.

The Waiharara and Kaikino Drainage Areas also have a machine cleaning contingency allocated, $3,000 and $2,000 respectively.

Accessibility issues & maintenance

The state of access can have negative / positive impacts on the efficiency and operations of the drainage area.

In the Waiharara Drainage Area, the spraying contractor raised 1 concern:

·      Okohine Stream – Access on Bainbridge’s through to Honey Tree Farm’s was blocked by crops. It has also been recently advised that other access points have been intentionally blocked. Site visit planned for the 25th of February 2022. Action from last meeting: FNDC to follow up with the developers to ensure the work is compliant. This was partially inspected by Far North Waters staff on the 24th of February 2022.

In the Kaikino Drainage Area, the spraying contractor raised 1 concern:

·      Hobson Extension Drain – Access along the drain is not clear, long grass along the edge of the drain. Access listed as poor condition. Action from last meeting: FNDC to assess whether light spot spraying of the access track is suitable for maintenance.

In addition to maintenance of the new tracks, the spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009 (Rev 2019):

i)        Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.

ii)       Grazing stock, which is not excluded from the drainage channel, Clause 5.7.

iii)      Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1.

iv)      Obstructions to flow within the drainage channel due to excessive vegetation material.

Far North Water staff will analyse this information and make recommendations to the Committee on work which may be required. Staff, or as agreed by the Committee, may also contact the landholders directly where they are in breach of the Bylaw.

A notice was sent in 2017 to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues. Another notice to remind property owners of their obligations is to be sent prior to the end of June, in-line with a request by the Committee to make the notice an annual piece of correspondence.

2.4 Waiharara and Kaikino Drainage Area management plans

Each of the Land Drainage Areas require a management plan to support their function as an activity under the existing Northland Regional Council (NRC), Regional Soil & Water Plan 2016, as well as the proposed NRC Regional Plan 2021.

The four Drainage Areas each have a draft management plan in place, which was most recently formally discussed as an agenda item in March and May 2017. Recent conversations with the Committees indicate that this is an ongoing priority, and further review of the draft plans is required.

The draft management plans will undergo an internal assessment by Far North Water staff to ensure it is aligned with other relevant legislation.

A workshop of the draft management plan for the Drainage Committee has been requested and was planned, however due to a number of reasons, this was delayed and is now proposed for Monday the 4th of April, 12 pm, in Kaitaia, should circumstances allow.

Action – Request that the Committee approve the new management plan workshop date, on the 4th of April 2022 at 12 pm.

2.5 Drainage area mapping

Late 2017, Council began using GIS (Geographic Information System) or mapping tools to log the location of the Drainage Area Drains electronically. The aim of this project is to put together a relatively accurate database of the drain width, depth, grade, and location. Once gathered, the information will be added as a new layer in the Far North District Council’s online maps which are available to the public.

To date the entire Kaikino Drainage Area has been mapped although it is not yet available online.

The other Drainage Areas, Waiharara, Kaitaia and Motutangi, are planned for mapping when we have the available staff.

Council had previously discussed and accounted for the Drainage Areas to collectively purchase a drone for surveying the drains. This resulted in a $664 share, roughly equal to 20% of the estimated costs, being included in the budget.

At the Committee meeting in August 2021, this was discussed for review, but commented that Council will bear the costs as it would be a useful asset for the district. The $664 share has then been proposed for removal from the 2021/2022 work programme.

Action – Request that the Committee approve the removal of the 20% drone share, $664, from the work programme, with Council to bear the costs of purchase.

2.6 Drainage Area Requests for Service (RFS) Summary

There has been one RFS received for the Waiharara and Kaikino Drainage Areas in the last 6 months. Please find a summary of the requests below:

Waiharara and Kaikino Drainage Areas – RFS 4097029 – This is a request regarding the lack of drain spraying in both Drainage Areas up to February 2022. Initial email responses discussing the delays have been provided to the Council CE Office. Request received on the 10th of February 2022.

Take Tūtohunga / Reason for the recommendation

To ensure that the Waiharara and Kaikino Drainage Areas Committee are up to date on current work progress and expenditure. Also, to ensure the Committee has the opportunity to review and make changes to the programme if required.

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

A summary of the expected 2021/2022 financial year is as follows:

Waiharara

 

2021 Opening balance (2020/2021 Reserve balance)

$24,831

2021/2022 Rated income

 $10,951

2021/2022 Proposed expenditure (Breakdown in section 3.1)

$29,390

2022 Closing balance

$6,392

Kaikino

 

2021 Opening balance (2020/2021 Reserve balance)

$16,614

2021/2022 Rated income

 $13,103

2021/2022 Proposed expenditure (Breakdown in section 3.1)

$24,111

2022 Closing balance

$5,606

Note - The rated income for both Waiharara and Kaikino 2021/2022 has been raised from the approved amount ($8,000) in November 2020. This was caused by the initial proposed expenditure ($10,951 for Waiharara and $13,103 for Kaikino) being matched as the expected rated income by mistake, which was then approved within the Long-Term Plan 2021/2031. Changes to the report format have been made to prevent this from reoccurring.

3.1 Budgetary breakdown

In order to improve the management of the targeted land drainage area rates, the reserve balance and rated income components have been separated to clearly identify the proposed expenditure associated with each component.

This uses the ‘planned work’ total from the work programme as the proposed expenditure, with any use of the contingencies to be sourced from the reserve fund should it be required. This is planned to decrease the annual growth of the reserve fund, which was predominantly caused by the budgeted expenditure of contingency funds that did not end up being required.

The separated components are as follows:

Rated income component

Waiharara

 

2021/2022 Rated income

 $10,951

2021/2022 Proposed expenditure (Funded from rates)

$10,951

2022 Closing rated balance

$0

Kaikino

 

2021/2022 Rated income

 $13,103

2021/2022 Proposed expenditure (Funded from rates)

$13,103

2022 Closing rated balance

$0

Reserve component

Waiharara

 

2021 Opening balance (2020/2021 Reserve balance)

$24,831

2021/2022 Proposed expenditure (Funded from reserve)

$18,439

2022 Closing reserve balance

$6,392

Kaikino

 

2021 Opening balance (2020/2021 Reserve balance)

$16,614

2021/2022 Proposed expenditure (Funded from reserve)

$11,008

2022 Closing reserve balance

$5,606

 

Attachments

Nil

Hōtaka Take Ōkawa / Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1.       A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.       This section is subject to Section 79 - Compliance with procedures in relation to decisions.

 

He Take Ōkawa / Compliance requirement

Aromatawai Kaimahi / Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

Land Drainage Bylaw 2009 (Rev 2019).

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

This report seeks a recommendation from the Committee to the Te Hiku Community Board.

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

Ngai Takoto Iwi is included in the development of the management plan for the district’s drainage areas.

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.

The purpose of the Committee is to liaise with persons likely to be affected.

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

Financial implications are to be considered by the committee and budgetary provision is made.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

7.11       Waiharara and Kaikino Drainage Areas 2022/2023 Programme

File Number:           A3638182

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To provide the Te Hiku Community Board with an outline of the proposed works and costs for the 2022/2023 financial year.

WhakarĀpopoto matua / Executive Summary

·      Over the 2022/2023 financial year, the Far North District Council wishes to complete a selection of drainage area works.

·      The work includes spraying and cleaning of the Areas drains. Currently there is a proposed budget of $11,395 for Waiharara, and $11,294 for Kaikino, for planned work, with an additional $6,000 for Waiharara, and $2,000 for Kaikino, of contingency for unplanned work if required.

·      The work programme and associated budget is up for discussion.

tŪtohunga / Recommendation

That the Te Hiku Community Board:

a)    Approve the reviewed Waiharara and Kaikino Drainage Areas 2022/2023 work programme.

b)    Approve a reserve balance of ‘$xx,xxx’ be held for unplanned works should it be required, based on feedback from the Waiharara and Kaikino Drainage Area Committee.

 

1) TĀhuhu kŌrero / Background

The Waiharara and Kaikino Drainage Areas Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.

The forward works programme for the 2022/2023 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2021/2022 is completed as planned.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Across both the Waiharara and Kaikino Areas, there are several areas which require work. The items detailed in the below work programme have been determined by staff based on information from the spraying contactor and other sources. However, the Committee may be aware of other work that is required, and this meeting provides an opportunity to adjust the work programme.

The programme will be available for further review / adjustment at the next Committee meeting in August 2022, however the overall budget will be set by that time.

2.1 Proposed work programme summary

Work is to be completed before 30 June 2023, with the spraying programme to start during late 2022:

Waiharara

Spraying of the Waiharara drains (late spring) (breakdown in section 2.3)

$5,642

Additional spraying of the Waiharara drains (late autumn)

$5,642

Status report on the drains

$111

Total (planned work)

$11,395

Machine cleaning contingency

$3,000

General contingency

$3,000

Total (contingencies)

$6,000

 

Kaikino

 

Spraying of the Kaikino drains (late spring) (breakdown in section 2.3)

$5,592

Additional spraying of the Kaikino drains (late autumn)

$5,592

Status report on the drains

$111

Total (planned work)

$11,294 (-1 for rounding)

General contingency

$2,000

Total (contingencies)

$2,000

2.2 Proposed projects within the work programme

Hobson Drain (downstream of Paparore Road) access track

Once the initial entranceway is installed in the 2021/2022 work programme, further work will be investigated to ensure we can restore full access to the lower section and are able to maintain it. Due to budget constraints, this may not be practical for the 2022/2023 work programme, however, will be considered in future.

2.3 General maintenance within the work programme

Spraying

Spraying of the Waiharara and Kaikino Areas is to be completed during late spring / early summer 2022. To ensure the weed growth in the drains is maintained sufficiently, a budget item for additional spraying during autumn has been included. The amount allowed is enough to spray all of the drains a 2nd time.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required.

The spray programme consists of 15 kilometres of drain spraying and has been separated out into the two areas and individual drains. The programme has been adjusted for the increased operational costs that were discussed in the 2021/2022 programme report.

Spray programme follows:

Waiharara Area                                                                            Total           Spray                Cost

Okohine Stream

5,110 m

5,110 m

$3,686.87

Bilich Branch

1,800 m

1,800 m

$1,298.70

Cox Branch

860 m

860 m

$620.49

Tunnel Traverse

50 m

50 m

$36.08

Totals

7,820 m

7,820 m

$5,642.13

Kaikino Area                                                                                Total           Spray                Cost

Kaikino Drain

4,100 m

4,100 m

$2,958.15

Hobson Drain + Extension

3,650 m

3,650 m

$2,633.48

Totals

7,750 m

7,750 m

$5,591.63

Machine cleaning

Over the 2021/2022 year, the Waiharara and Kaikino Areas shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require removal. There is no cleaning scheduled at this stage.

The Waiharara Drainage Area has a machine cleaning contingency of $3,000 allocated. The Kaikino Drainage Area does not have a machine cleaning contingency allocated due to budget constraints, however, does have a $2,000 general contingency should it be required.

Accessibility issues & maintenance

The state of access can have negative / positive impacts on the efficiency and operations of the drainage area.

Once formed, the 2 new access tracks formed along the Kaikino drain and lower Hobson drain may need yearly mulching to keep the track in good condition. Although not included in the 2022/23 budget, this may be suitable for the future.

In addition to maintenance of the new tracks, the spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009 (Rev 2019):

i)        Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.

ii)       Grazing stock, which is not excluded from the drainage channel, Clause 5.7.

iii)      Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1.

iv)      Obstructions to flow within the drainage channel due to excessive vegetation material.

 

Far North Water staff will analyse this information and make recommendations to the Committee on work which may be required. Staff, or as agreed by the Committee, may also contact the landholders directly where they are in breach of the Drainage Bylaw.

An annual notice will be issued to all property owners reminding them of the requirements that they must comply with under the Drainage Bylaw, and in particular the above issues.

Take Tūtohunga / Reason for the recommendation

To discuss the proposed works and their associated costs, with the work programme to be completed by 30 June 2023.

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

A summary of the expected 2022/2023 financial year is as follows:

Waiharara

 

2022 Opening balance (2021/2022 Reserve balance)

$6,392

2022/2023 Proposed rated income

 $8,000

2022/2023 Proposed expenditure (Breakdown in section 3.1)

$11,395

2023 Closing balance

$2,997

Kaikino

 

2022 Opening balance (2021/2022 Reserve balance)

$5,606

2022/2023 Proposed rated income

 $8,000

2022/2023 Proposed expenditure (Breakdown in section 3.1)

$11,294 (-1 for rounding)

2023 Closing balance

$2,312

Please note the reserve balances for both the Waiharara and Kaikino Drainage Areas are low with the proposed rated income and work programme. Changes may be appropriate.

3.1 Proposed budgetary breakdown

In order to improve the management of the targeted land drainage area rates, the reserve balance and rated income components have been separated to clearly identify the proposed expenditure associated with each component.

This uses the ‘planned work’ total from the work programme as the proposed expenditure, with any use of the contingencies to be sourced from the reserve fund should it be required. This is planned to decrease the annual growth of the reserve fund, which was predominantly caused by the budgeted expenditure of contingency funds that did not end up being required.

The separated components are as follows:

Rated income component

Waiharara

 

2022/2023 Proposed rated income

 $8,000

2022/2023 Proposed expenditure (Funded from rates)

$8,000

2023 Closing rated balance

$0

Kaikino

 

2022/2023 Proposed rated income

 $8,000

2022/2023 Proposed expenditure (Funded from rates)

$8,000

2023 Closing rated balance

$0

Reserve component

Waiharara

 

2022 Opening balance (2021/2022 Reserve balance)

$6,392

2022/2023 Proposed expenditure (Funded from reserve)

$3,395

2023 Closing reserve balance

$2,997

Kaikino

 

2022 Opening balance (2021/2022 Reserve balance)

$5,606

2022/2023 Proposed expenditure (Funded from reserve)

$3,294

2023 Closing reserve balance

$2,312

3.2 Reserve balance

Throughout recent years, the closing balance (reserve balance) at the end of each year has been at extremes, either too high or too low. To ensure the rated income is utilised most appropriately, an ideal reserve balance should be agreed upon by the Committee. The ideal reserve will then where practicable be maintained, resulting in alterations to the proposed rated income and / or proposed work programme each year unless the Committee agrees otherwise.

As there is a proposed total contingency of $6,000 for Waiharara, and $2,000 for Kaikino (would also ideally be $6,000+) for 2022/2023 (with similar amounts to be expected in future years), it is suggested that the desired reserve balance is no less than that amount.

Action – Request that the Committee set an ideal reserve balance to be held by Council for unplanned works should it be required.

Attachments

Nil


 

Hōtaka Take Ōkawa / Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1.       A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.       This section is subject to Section 79 - Compliance with procedures in relation to decisions.

 

He Take Ōkawa / Compliance requirement

Aromatawai Kaimahi / Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

Land Drainage Bylaw 2009 (Rev 2019).

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

This report seeks a recommendation from the Committee to the Te Hiku Community Board.

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

Ngai Takoto Iwi is included in the development of the management plan for the district’s drainage areas.

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.

The purpose of the Committee is to liaise with persons likely to be affected.

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

Financial implications are to be considered by the committee and budgetary provision is made.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

7.12       Waiharara and Kaikino Drainage Areas 2023/2024 Programme

File Number:           A3638209

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To advise Te Hiku Community Board on the proposed works and costs for the 2023/2024 financial year.

WhakarĀpopoto matua / Executive Summary

·      Over the 2023/2024 financial year, the Far North District Council wishes to complete a selection of drainage area works.

·      The work includes spraying and cleaning of the Areas drains. Currently there is a proposed budget of $11,395 for Waiharara, and $11,294 for Kaikino, for planned work, with an additional $6,000 for Waiharara, and $2,000 for Kaikino, of contingency for unplanned work if required.

·      The work programme and associated budget is up for discussion.

·      With the proposed rated income and work programme, it is forecasted that both Drainage Areas will have no reserve balance at the end of the 2023/2024 year.

tŪtohunga / Recommendation

That Te Hiku Community Board note the report “Waiharara and Kaikino Drainage Areas 2023/2024 Programme” for information.

 

1) TĀhuhu kŌrero / Background

The Waiharara and Kaikino Drainage Areas Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.

The forward works programme for the 2023/2024 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2022/2023 is completed as planned.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Across both the Waiharara and Kaikino Areas, there are several areas which require work. The items detailed in the below work programme have been determined by staff based on information from the spraying contactor and other sources. However, the Committee may be aware of other work that is required, and this meeting provides an opportunity to adjust the work programme.

Further review of the programme must be done during the following Drainage Area Committee Meeting held in August 2022 and over the next financial year. This is due to the estimated nature of the work programme.

2.1 Proposed work programme summary

Work is to be completed before 30 June 2024, with the spraying programme to start during late 2023:

Waiharara

 

Spraying of the Waiharara drains (late spring) (breakdown in section 2.2)

$5,642

Additional spraying of the Waiharara drains (late autumn)

$5,642

Status report on the drains

$111

Total (planned work)

$11,395

Machine cleaning contingency

$3,000

General contingency

$3,000

Total (contingencies)

$6,000

 

Kaikino

 

Spraying of the Kaikino drains (late spring) (breakdown in section 2.2)

$5,592

Additional spraying of the Kaikino drains (late autumn)

$5,592

Status report on the drains

$111

Total (planned work)

$11,294 (-1 for rounding)

General contingency

$2,000

Total (contingencies)

$2,000

2.2 General maintenance within the work programme

Spraying

Spraying of the Waiharara and Kaikino Areas is to be completed during late spring / early summer 2023. To ensure the weed growth in the drains is maintained sufficiently, a budget item for additional spraying during autumn has been included. The amount allowed is enough to spray all of the drains a 2nd time.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required.

The spray programme consists of 15 kilometres of drain spraying and has been separated out into the two areas and individual drains. The programme has been adjusted for the increased operational costs that were discussed in the 2021/2022 programme report.

Spray programme follows:

Waiharara Area                                                                            Total           Spray                Cost

Okohine Stream

5,110 m

5,110 m

$3,686.87

Bilich Branch

1,800 m

1,800 m

$1,298.70

Cox Branch

860 m

860 m

$620.49

Tunnel Traverse

50 m

50 m

$36.08

Totals

7,820 m

7,820 m

$5,642.13

Kaikino Area                                                                                Total           Spray                Cost

Kaikino Drain

4,100 m

4,100 m

$2,958.15

Hobson Drain + Extension

3,650 m

3,650 m

$2,633.48

Totals

7,750 m

7,750 m

$5,591.63

Machine cleaning

Over the 2022/23 year, the Waiharara and Kaikino Areas shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which will require removal. There is no cleaning scheduled at this stage.

The Waiharara Drainage Area has a machine cleaning contingency of $3,000 allocated. The Kaikino Drainage Area does not have a machine cleaning contingency allocated due to budget constraints, however, does have a $2,000 general contingency should it be required.

Accessibility issues & maintenance

The state of access can have negative / positive impacts on the efficiency and operations of the drainage area.

Once formed, the 2 new access tracks formed along the Kaikino drain and lower Hobson drain may need yearly mulching to keep the track in good condition. Although not included in the 2023/24 budget, this may be suitable for the future.

In addition to maintenance of the new tracks, the spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009 (Rev 2019):

i)        Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.

ii)       Grazing stock, which is not excluded from the drainage channel, Clause 5.7.

iii)      Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1.

iv)      Obstructions to flow within the drainage channel due to excessive vegetation material.

 

Far North Waters staff will analyse this information and make recommendations to the Committee on work which may be required. Staff, or as agreed by the Committee, may also contact the landholders directly where they are in breach of the Drainage Bylaw.

An annual notice will be issued to all property owners reminding them of the requirements that they must comply with under the Drainage Bylaw, and in particular the above issues.

Take Tūtohunga / Reason for the recommendation

To discuss the proposed works and their associated costs, with the work programme to be completed by 30 June 2024.


 

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

A summary of the expected 2023/24 financial year is as follows:

Waiharara

 

2023 Opening balance (2022/2023 Reserve balance)

$2,997

2023/2024 Proposed rated income

 $8,398

2023/2024 Proposed expenditure (Breakdown in section 3.1)

$11,395

2024 Closing balance

$0

Kaikino

 

2023 Opening balance (2022/2023 Reserve balance)

$2,312

2023/2024 Proposed rated income

 $8,982

2023/2024 Proposed expenditure (Breakdown in section 3.1)

$11,294 (-1 for rounding)

2024 Closing balance

$0

Please note there is no reserve balance for both the Waiharara and Kaikino Drainage Areas with the proposed rated income and work programme. The rated income has been raised slightly to prevent a negative balance.

Action – Request that the Committee agree on changes to the rated income or work programme in order to maintain the ideal reserve balance requested in the 2022/2023 report of this meeting.

3.1 Proposed budgetary breakdown

In order to improve the management of the targeted land drainage area rates, the reserve balance and rated income components have been separated to clearly identify the proposed expenditure associated with each component.

This uses the ‘planned work’ total from the work programme as the proposed expenditure, with any use of the contingencies to be sourced from the reserve fund should it be required. This is planned to decrease the annual growth of the reserve fund, which was predominantly caused by the budgeted expenditure of contingency funds that did not end up being required.

The separated components are as follows:

Rated income component

Waiharara

 

2023/2024 Proposed rated income

$8,398

2023/2024 Proposed expenditure (Funded from rates)

$8,398

2024 Closing rated balance

$0

Kaikino

 

2023/2024 Proposed rated income

$8,982

2023/2024 Proposed expenditure (Funded from rates)

$8,982

2024 Closing rated balance

$0

Reserve component

Waiharara

 

2023 Opening balance (2022/2023 Reserve balance)

$2,997

2023/2024 Proposed expenditure (Funded from reserve)

$2,997

2024 Closing reserve balance

$0

Kaikino

 

2023 Opening balance (2022/2023 Reserve balance)

$2,312

2023/2024 Proposed expenditure (Funded from reserve)

$2,312

2024 Closing reserve balance

$0

 

Attachments

Nil


 

Hōtaka Take Ōkawa / Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1.       A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.       This section is subject to Section 79 - Compliance with procedures in relation to decisions.

 

He Take Ōkawa / Compliance requirement

Aromatawai Kaimahi / Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

Land Drainage Bylaw 2009 (Rev 2019).

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

This report seeks a recommendation from the Committee to the Te Hiku Community Board.

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

Ngai Takoto Iwi is included in the development of the management plan for the district’s drainage areas.

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.

The purpose of the Committee is to liaise with persons likely to be affected.

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

Financial implications are to be considered by the committee and budgetary provision is made.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

7.13       Motutangi Drainage Area 2021/2022 Programme Update

File Number:           A3638247

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To notify Te Hiku Community Board of progress on all drainage aspects; planning, financing, and physical works, for the financial year ending the 30th of June 2022.

WhakarĀpopoto matua / Executive Summary

·      As the 2021/2022 summer has begun, several points on the approved work programme have been completed or are in progress.

·      The work programme includes spraying and cleaning of drains.

·      There are significant budgetary changes required to meet projected costs. Deviations from the previously approved budget are highlighted in red.

·      The work programme and associated budget is up for discussion, with the opportunity to make any late additions if required.

 

tŪtohunga / Recommendation

That the Te Hiku Community Board:

a)      note the report “Motutangi Drainage Area 2021/2022 work programme update” for information.

b)      approve the reviewed Motutangi Drainage Area 2021/2022 work programme.

 

1) TĀhuhu kŌrero / Background

The Motutangi Drainage Area Committee was formally established on the 26th of February 2015, meeting of the group previously known as the Northern Advisory Drainage Committee.

Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.

The work programme for the 2021/2022 financial year was most recently approved on the 16th of August 2021 Committee meeting. Additionally, it was reviewed during an earlier Committee meeting on the 3rd of November 2020.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Within the Motutangi Area, there are several agreed points which require work. This section details the work currently programmed from August 2021 and what progress has been made.

There are significant budgetary changes required, which are described in section 2.1 and 2.2 of this report. These are associated with an increase in operational costs (Increased spraying rate etc.). It is intended that the 2021/2022 work programme is reviewed to include these changes.

2.1 Work programme summary

Work is to be completed before 30 June 2022, with the spraying programme started late 2021:

Motutangi

Budgeted

Expended

Completed Work:

 

 

Machine cleaning of the Motutangi Stream (Completed in 2020/2021, invoice received 2021/2022)

$13,140

$23,933

Machine cleaning of the Selwyn Drain (Completed in 2020/2021, invoice received 2021/2022)

$6,173

$11,188

Total

$19,313

$35,121

Remaining Work & Allowances:

Budgeted

Revised

Spraying of the Motutangi drains (late spring) (breakdown in section 2.3)

$10,208

$13,391

Additional spraying of the Motutangi drains (autumn)

$5,104

$6,696

Status report on the drains (In progress)

$300

$333

Machine cleaning of the Motutangi Stream in autumn

$14,000

$20,000

Install a gate and strainers for the new Harvey/Bryan boundary culvert on the Beazley Drain

$3,000

$3,330

Install a culvert, access track, gate, and strainers within Bede’s property on the Selwyn Drain

      $4,000

$4,440

Cut to Lands’ End Drain Track widening

$4,000

$4,440

Northland Regional Council fee

$500

$500

Department of Conservation Concession Agreement Fee (one off fee)

$1,540

$1,540

Total (planned work)

$42,652

$54,670

Machine Cleaning contingency

$6,000

$15,000

20% share of a drone for drain surveillance (To be removed)

$664

$0

Access track maintenance contingency

$2,000

$2,000

General contingency

$3,000

$3,000

Total (contingencies)

$11,664

$20,000

2.2 Projects within work programme

Beazley Drain access at the Harvey / Bryan boundary

To install a gateway at the recently installed culvert to complete the access point. This will enable better access to the Beazley Drain for maintenance. An allowance of $3,330 has been programmed for this work.

Selwyn Drain access on the Bede property

To install a culvert and gateway along the property fence line. This will enable better access to the Selwyn Drain for maintenance. An allowance of $4,440 has been programmed for this work.

Action from last meeting: A guest speaker, Croydon Thompson, showed concern with the price rises between the current and previous work programmes for these projects. The Committee confirmed that the rising price for materials, with the suggestion that work should be undertaken as soon as possible, preferably before the spraying season, to reduce any further increases.

Cut to Lands’ End Drain access widening

The spraying contractor identified the need for access track widening along the ‘Cut to Lands’ End’ drain. There is minimal room for the spraying truck to drive through and at points can get quite dangerous. An allowance of $4,440 has been programmed for the access track widening, however it will need more appropriately identified and priced before completion. This is to be completed early in the season before spraying is to begin.

Main Outfall Drain bank erosion

Guest speaker, Morgan Harvey, raised concerns with growing bank erosion at multiple points along the Main Outfall Drain. The initial observation from the Committee, is that the volume of water discharged at the erosion points has significantly increased with recent land developments.

Action from last meeting: Far North Waters to investigate potential causes and conduct a site inspection as soon as possible to identify potential remedies. Site visit planned for Thursday the 24th of February.

2.3 General maintenance within work programme

Spraying

Spraying of the Motutangi Area begun in November 2021, however, has suffered extensive delays due to the unfortunate bush fires, and otherwise constant, unfavourable weather conditions since December 2021. The remaining sections to be sprayed will be completed once conditions settled. No expenses received at the time of writing.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required.

Spraying cost analysis

In the past, a historic rate of 55c per metre was maintained for the cost of drain spraying within the area. Over the past year, operational expenses have risen abruptly. In order to continue a successful partnership with our chosen spraying contractor, Fenwick Contracting, an assessment of the previously agreed rate and immediate remediation was required.

The average rate for spraying has been independently assessed by the Far North Waters Alliance, and in negotiation with Fenwick Contracting, a new rate limited to 65c per metre has been agreed upon. Although this is a considerable increase from the historic rate, it was not sustainable nor fair to continue with the historic rate for 2021/2022.

This, along with other increases in operational costs, have impacted the work programme with an approximate increase of 29% expected on the programmed spraying costs.

It is projected that the final cost for spraying will be approximately $13,391.04 for Motutangi. Should the full programme be completed, part of the reserve fund will be required to supplement the rated income and meet the costs (Further defined in section 3.1).

Action Request that the Committee approve the projected cost for spraying of $13,391.04 for Motutangi, to allow for the significant increase in operational costs.

Spray programme

The spray programme consists of 19 kilometres of drain spraying and has been separated out into compartments and individual drains. This has been adjusted for the increased operational costs, also to include any changes (highlighted in Red) from the approved programme in August 2021.

Spray programme follows:

Motutangi Area                                                                            Total           Spray                Cost

Motutangi Stream

2,600 m

2,600 m

$1,875.90

Main Outfall Drain

1,150 m

1,150 m

$829.73

Bryan Drain

2,900 m

2,900 m

$2,092.35

Beazley Drain

2,050 m

2,050 m

$1,479.08

Aspin Drain

2,250 m

2,250 m

$1,623.38

Cut to Lands’ End Drain

1,700 m

1,700 m

$1,226.55

Selwyn Drain

2,950 m

2,950 m

$2,128.43

Seymour Drain

750 m

750 m

$541.13

Bacicas Drain

2,050 m

2,050 m

$1,479.08

Subritzky Drain

160 m

160 m

$115.44

Totals

18,560 m

18,560 m

$13,391.04

Machine cleaning

The Motutangi Drainage Area has had 2 drains that required cleaning:

·      Motutangi Stream – Spot cleaning of weeds in June 2021. This came to a cost of $23,933, however the invoice was received in July 2021 and has been allowed for in this year’s budget.

·      Selwyn Drain – Weed cleaning in June 2021. This came to a cost of $11,188 and was also received in July 2021, so has been allowed for in this year’s budget.

·      Motutangi Stream – Spot cleaning of weeds with a long reach digger in autumn 2022. This is likely to be from the scientific reserve and downstream towards the outlet as required. This should remain relatively clear until next autumn 2023. This is the same method used over the last year and appeared to be effective, it will however be affected by the late spraying to be completed in February 2022. An allowance of $20,000 has been allocated for this work.

Any additional cleaning required is likely to be completed with a smaller digger. The total length that requires cleaning, or the need entirely, will vary depending on the weather conditions and growth. An allowance of $15,000 has been allocated should this be needed.

Action from last meeting: The Committee has emphasised that machine cleaning once a year (as proposed) is suitable, however the drains in the area must be sprayed on time, around late spring, in order to retain the drain condition. There were also concerns with the quality of cleaning this season, as a number of bank slumps have appeared as a result.

Accessibility issues & maintenance

The state of access can have negative / positive impacts on the efficiency and operations of the drainage area.

Due to the amount of issues identified in the 2020 Drain Status Report, it may be prudent for the Committee to discuss an action plan in order to resolve these. Below are the unresolved items from the last status report.

·      Aspin Drain – Crops planted directly alongside the drain in some points, could not complete spraying. Action from last meeting: FNDC to cover this type of issue in the annual letter requested.

·      Subritzky’s Drain – Access track completely covered in weeds, undriveable in some spots. Action from last meeting: FNDC to assess whether light spot spraying of the access track is suitable for maintenance.

·      Cut to Lands’ End Drain – Vegetation on drain banks blocking some spray access. Access on the south side of Paul Harvey’s is blocked by trees / scrub. Action from last meeting: FNDC to assess whether light spot spraying of the access track is suitable for maintenance.

·      Beasley Drain – Wind break trees planted alongside the drain, time consuming spraying through the Mapua Orchard. Action from last meeting: FNDC to cover this type of issue in the annual letter requested.

A contingency of $2,000 has been allowed should this be required.

In addition to maintenance of the drains, the spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009 (Rev 2019):

i)        Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.

ii)       Grazing stock, which is not excluded from the drainage channel, Clause 5.7.

iii)      Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1.

iv)      Obstructions to flow within the drainage channel due to excessive vegetation material.

Far North Waters staff will analyse this information and make recommendations to the Committee on work which may be required. Staff, or as agreed by the Committee, may also contact the landholders directly where they are in breach of the Bylaw.

A notice was sent in 2017 to all property owners reminding them of the requirements that they must comply with the Drainage Bylaw and in particular the above issues. Another notice to remind property owners of their obligations is to be sent prior to the end of June, in-line with a request by the Committee to make the notice an annual piece of correspondence.

2.4 Motutangi Drainage Area management plan / DOC concession agreement

After an initial response from DoC on the 19th of December 2018 along with their further revised concession agreement; there has been little communication between Council and DoC. Council are attempting to follow up with DoC to find out if there are any updates or if further information is required. No further updates as yet.

Once the concession management plan is approved by the members, Council and DoC, the next step is to have the complete document reviewed by the Northland Regional Council. This is required under section 27.3 Rules for Drainage and River Control Activities - Discretionary Activities, of the Regional Water and Soil Plan for Northland.

An allowance of $1,540 and $500 for the DoC and NRC fees has been included in the programme for this year.

2.5 Drainage area mapping

Late 2017, Council began using GIS (Geographic Information System) or mapping tools to log the location of the Drainage Area Drains electronically. The aim of this project is to put together a relatively accurate database of the drain width, depth, grade, and location. Once gathered, the information will be added as a new layer in the Far North District Council’s online maps which are available to the public.

To date the entire Kaikino Drainage Area has been mapped although it is not yet available online.

The other Drainage Areas, Waiharara, Kaitaia and Motutangi, are planned for mapping when we have the available staff.

Council had previously discussed and accounted for the Drainage Areas to collectively purchase a drone for surveying the drains. This resulted in a $664 share, roughly equal to 20% of the estimated costs, being included in the budget.

At the Committee meeting in August 2021, this was discussed for review, but commented that Council will bear the costs as it would be a useful asset for the district. The $664 share has then been proposed for removal from the 2021/2022 work programme.

Action – Request that the Committee approve the removal of the 20% drone share, $664, from the work programme, with Council to bear the costs of purchase.

2.6 Drainage Area Requests for Service (RFS) Summary

In the last 6 months there have been no RFSs received regarding the Motutangi Drainage Area.

Take Tūtohunga / Reason for the recommendation

To ensure that the Motutangi Drainage Area Committee are up to date on current work progress and expenditure. Also, to ensure the Committee has the opportunity to review and make changes to the programme if required.

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

A summary of the expected 2021/2022 financial year is as follows:

Motutangi

 

2021 Opening balance (2020/2021 Reserve balance)

$92,085

2021/2022 Rated income

 $77,612

2021/2022 Proposed expenditure (Breakdown in section 3.1)

$89,791

2022 Closing balance

$79,907

Note - The rated income for Motutangi 2021/2022 had been raised significantly from the approved amount ($34,000) in November 2020. This was caused by the initial proposed expenditure ($77,612 for Motutangi) being matched as the expected rated income by mistake, which was then approved within the Long-Term Plan 2021/2031. Changes to the report format have been made to prevent this from reoccurring.

3.1 Budgetary breakdown

In order to improve the management of the targeted land drainage area rates, the reserve balance and rated income components have been separated to clearly identify the proposed expenditure associated with each component.

This uses the ‘planned work’ total from the work programme as the proposed expenditure, with any use of the contingencies to be sourced from the reserve fund should it be required. This is planned to decrease the annual growth of the reserve fund, which was predominantly caused by the budgeted expenditure of contingency funds that did not end up being required.

The separated components are as follows:

Rated income component

Motutangi

 

2021/2022 Rated income

 $77,612

2021/2022 Proposed expenditure (Funded from rates)

$77,612

2022 Closing rated balance

$0

Reserve component

Motutangi

 

2021 Opening balance (2020/2021 Reserve balance)

$92,085

2021/2022 Proposed expenditure (Funded from reserve)

$12,179

2022 Closing reserve balance

$79,907 (+1 from rounding)

 

Attachments

Nil


 

Hōtaka Take Ōkawa / Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1.       A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.       This section is subject to Section 79 - Compliance with procedures in relation to decisions.

 

He Take Ōkawa / Compliance requirement

Aromatawai Kaimahi / Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

Land Drainage Bylaw 2009 (Rev 2019).

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

This report seeks a recommendation from the Committee to the Te Hiku Community Board.

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

Ngai Takoto Iwi is included in the development of the management plan for the district’s drainage areas.

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.

The purpose of the Committee is to liaise with persons likely to be affected.

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

Financial implications are to be considered by the committee and budgetary provision is made.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

7.14       Motutangi Drainage Area 2022/2023 Programme

File Number:           A3638260

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To provide Te Hiku Community Board with an outline of the proposed works and costs for the 2022/2023 financial year.

WhakarĀpopoto matua / Executive Summary

·      Over the 2022/2023 financial year, the Far North District Council wishes to complete a selection of drainage area works.

·      The work includes spraying and cleaning of the Areas drains. Currently there is a proposed budget of $40,420 for Motutangi for planned work, with an additional $17,000 of contingency for unplanned work if required.

·      The work programme and associated budget is up for discussion.

 

tŪtohunga / Recommendation

That the Te Hiku Community Board:

a)    Approve the reviewed Motutangi Area 2022/2023 work programme.

b)    Approve a reserve balance of ‘$xx,xxx’ be held for emergency works should they be required, based on feedback from the Motutangi Drainage Area Committee.

 

1) TĀhuhu kŌrero / Background

The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.

The proposed works programme for the 2022/2023 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2021/2022 is completed as planned. It may also be due to change in line with any additional work agreed upon in the DoC Concession Agreement.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Within the Motutangi Area, there are several areas which require work. The items detailed in the below work programmes have been determined by staff based on information from the spraying contactor and other sources. However, the Committee may be aware of other work that is required, and this meeting provides an opportunity to adjust the work programme.

The programme will be available for further review / adjustment at the next Committee meeting in August 2022, however the overall budget will be set by that time.

2.1 Proposed work programme summary

Work proposed to be completed before 30 June 2023, with the spraying programme to start during late 2022:

Motutangi

Spraying of the Motutangi drains (spring) (breakdown in section 2.3)

$13,391

Additional spraying of the Motutangi drains (autumn)

$6,696

Status report on the drains

$333

Machine cleaning of the Motutangi Stream (autumn)

$20,000

Total (planned work)

$40,420

Machine cleaning contingency

$12,000

Access track maintenance contingency

$2,000

General contingency

$3,000

Total (contingencies)

$17,000

2.2 Proposed projects within the work programme

Deferred projects

Motutangi stream stockpile relocation

The Motutangi Stream stockpile relocation area has to be positioned in accordance with the Department of Conservation (DoC) Concession Agreement conditions. Additionally, any dumpsites would be identified by DoC before work commences.

As discussed in the 2021/2022 report, a review of the agreement by DoC is underway, however there is no defined timeframe for completion. With that in mind, it would be worthwhile deferring this project again to a later work programme.

2.3 General maintenance within the work programme

Spraying

Spraying of the Motutangi Area is to be completed during late spring / early summer 2022. To ensure the weed growth in the drains is maintained sufficiently, a budget item for additional spraying during autumn has been included. The amount allowed is enough to spray half of the drains a 2nd time.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required.

The spray programme consists of 19 kilometres of drain spraying and has been separated out into the two areas and individual drains. The programme has been adjusted for the increased operational costs that were discussed in the 2021/2022 programme report.

Spray programme follows:

Motutangi Area                                                                            Total           Spray                Cost

Motutangi Stream

2,600 m

2,600 m

$1,875.90

Main Outfall Drain

1,150 m

1,150 m

$829.73

Bryan Drain

2,900 m

2,900 m

$2,092.35

Beazley Drain

2,050 m

2,050 m

$1,479.08

Aspin Drain

2,250 m

2,250 m

$1,623.38

Cut to Lands’ End Drain

1,700 m

1,700 m

$1,226.55

Selwyn Drain

2,950 m

2,950 m

$2,128.43

Seymour Drain

750 m

750 m

$541.13

Bacicas Drain

2,050 m

2,050 m

$1,479.08

Subritzky Drain

160 m

160 m

$115.44

Totals

18,560 m

18,560 m

$13,391.04

Machine cleaning

Over the 2021/2022 year, the Motutangi Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which may require mechanical removal. Other than cleaning a section of the Motutangi stream, there is no further cleaning scheduled. Below is a review of what’s been undertaken in the past.

·      Motutangi Stream - Spot cleaning of weeds with a long reach digger in autumn 2023. This is likely to be from the scientific reserve and downstream towards the outlet as required. This should remain relatively clear until next autumn 2024. This is the same method used over the last year and appeared to be effective, it does however rely on the spraying being completed in time, over October / November 2022. An allowance of $20,000 has been allocated for this work.

Any additional cleaning required is likely to be completed with a smaller digger. The total length that requires cleaning, or the need entirely, will vary depending on the weather conditions and growth. An allowance of $12,000 has been allocated should this be needed.

A machine cleaning allowance of $32,000 has been included in the 2022/2023 year.

Accessibility issues & maintenance

The state of access can have negative / positive impacts on the efficiency and operations of the drainage area.

It’s believed access track maintenance may be required along several drains, particularly the Motutangi Stream. A contingency of $2,000 has been allowed should this be required.

In addition to maintenance of the drains, the spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009 (Rev 2019):

i)        Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.

ii)       Grazing stock, which is not excluded from the drainage channel, Clause 5.7.

iii)      Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1.

iv)      Obstructions to flow within the drainage channel due to excessive vegetation material.

 

Far North Water staff will analyse this information and make recommendations to the Committee on work which may be required. Staff, or as agreed by the Committee, may also contact the landholders directly where they are in breach of the Drainage Bylaw.

An annual notice will be issued to all property owners reminding them of the requirements that they must comply with under the Drainage Bylaw, and in particular the above issues.

Take Tūtohunga / Reason for the recommendation

To discuss the proposed works and their associated costs, with the work programme to be completed by 30 June 2023.

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

A summary of the expected 2022/2023 financial year is as follows:

Motutangi

 

2022 Opening balance (2021/2022 Reserve balance)

$79,907

2022/2023 Proposed rated income

 $34,000

2022/2023 Proposed expenditure (Breakdown in section 3.1)

$40,420

2023 Closing balance

$73,487

3.1 Proposed budgetary breakdown

In order to improve the management of the targeted land drainage area rates, the reserve balance and rated income components have been separated to clearly identify the proposed expenditure associated with each component.

This uses the ‘planned work’ total from the work programme as the proposed expenditure, with any use of the contingencies to be sourced from the reserve fund should it be required. This is planned to decrease the annual growth of the reserve fund, which was predominantly caused by the budgeted expenditure of contingency funds that did not end up being required.

The separated components are as follows:

Rated income component

Motutangi

 

2022/2023 Proposed rated income

 $34,000

2022/2023 Proposed expenditure (Funded from rates)

$34,000

2023 Closing rated balance

$0

Reserve component

Motutangi

 

2022 Opening balance (2021/2022 Reserve balance)

$79,907

2022/2023 Proposed expenditure (Funded from reserve)

$6,420

2023 Closing reserve balance

$73,487

3.2 Reserve balance

Throughout recent years, the closing balance (reserve balance) at the end of each year has been consistently increasing. To ensure the rated income is utilised most appropriately, an ideal reserve balance should be agreed upon by the committee. It is then proposed that a portion of the reserve balance is purposefully expended each year through the work programme (supplementing the rated income) until this ideal reserve is met. The ideal reserve will then be maintained each year unless the committee agrees otherwise.

As there is a proposed total contingency of $17,000 for 2022/2023 (with similar amounts to be expected in future years), it is suggested that the desired reserve balance is no less than that amount. There is also the potential stop bank relocation project which carries a significant cost ($45,000 - $50,000), and a portion could be retained towards this project to ease a sudden rise in expenditure.

Action – Request that the Committee set an ideal reserve balance to be held by Council for unplanned works should it be required.

Attachments

Nil


 

Hōtaka Take Ōkawa / Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1.       A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.       This section is subject to Section 79 - Compliance with procedures in relation to decisions.

 

He Take Ōkawa / Compliance requirement

Aromatawai Kaimahi / Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

Land Drainage Bylaw 2009 (Rev 2019).

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

This report seeks a recommendation from the Committee to the Te Hiku Community Board.

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

Ngai Takoto Iwi is included in the development of the management plan for the district’s drainage areas.

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.

The purpose of the Committee is to liaise with persons likely to be affected.

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

Financial implications are to be considered by the committee and budgetary provision is made.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

7.15       Motutangi Drainage Area 2023/2024 Programme

File Number:           A3638324

Author:                    Troy Smith, Assistant Engineer

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

 

Take Pūrongo / Purpose of the Report

To advise the Te Hiku Community Board on the proposed works and costs for the 2023/2024 financial year.

WhakarĀpopoto matua / Executive Summary

·      Over the 2023/2024 financial year, the Far North District Council wishes to complete a selection of drainage area works.

·      The work includes spraying and cleaning of the Areas drains. Currently there is a proposed budget of $90,420 for Motutangi for planned work, with an additional $17,000 of contingency for unplanned work if required.

·      The work programme and associated budget is up for discussion.

 

tŪtohunga / Recommendation

That the Te Hiku Community Board note the report “Motutangi Drainage Area 2023/2024 Programme” for information.

 

1) TĀhuhu kŌrero / Background

The Motutangi Drainage Area Committee was formally established at the 26 February 2015 meeting of the group previously known as the Northern Advisory Drainage Committee.

Prior to the formal establishment of the individual drainage area committees, there were meetings of the Northern Advisory Drainage Committee.

The proposed works programme for the 2023/2024 financial year has been estimated from previous costs.

The list of required works is based on the assumption that the work programme for 2022/2023 is completed as planned. It is also due to change in line with any additional work agreed upon in the DoC Concession Agreement.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Within the Motutangi Area, there are several areas which require work. The items detailed in the below work programmes have been determined by staff based on information from the spraying contactor and other sources. However, the Committee may be aware of other work that is required, and this meeting provides an opportunity to adjust the work programme.

Further review of the proposed programme must be completed during the Drainage Area Committee Meeting held in August 2022 and over the next financial year. This is due to the estimated nature of the work programme.

2.1 Proposed work programme summary

Work proposed to be completed before 30 June 2024, with the spraying programme to start during late 2023:

Motutangi

Spraying of the Motutangi drains (spring) (breakdown in section 2.3)

$13,391

Additional spraying of the Motutangi drains (autumn)

$6,696

Status report on the drains

$333

Machine cleaning of the Motutangi Stream (autumn)

$20,000

The Motutangi Stream stockpile relocation programme

$50,000

Total (planned work)

$90,420

Machine cleaning contingency

$12,000

Access track maintenance contingency

$2,000

General contingency

$3,000

Total (contingencies)

$17,000

2.2 Proposed projects within the work programme

Motutangi stream stockpile relocation

The Motutangi Stream stockpile relocation area has to be positioned in accordance with the Department of Conservation (DoC) Concession Agreement conditions. These are planned to be finalised by the end of the 2022 or 2023 calendar year.

Additionally, any dumpsites would be identified by DoC before work commences.

There has been little feedback regarding progress on the agreement at this stage, of which this project may require deferral to a later work programme.

An allowance of $50,000 has been allocated to this project, should the work proceed this year. This is an estimated figure and further consultation; scoping and pricing is required before it should be completed.

2.3 General maintenance within the work programme

Spraying

Spraying of the Motutangi Area is to be completed during late spring / early summer 2023. To ensure the weed growth in the drains is maintained sufficiently, a budget item for additional spraying during autumn has been included. The amount allowed is enough to spray half of the drains a 2nd time.

If invasive weed is an issue, the current spray will have little effect on it. For serious cases machine cleaning may be required.

The spray programme consists of 19 kilometres of drain spraying and has been separated out into the two areas and individual drains. The programme has been adjusted for the increased operational costs that were discussed in the 2021/2022 programme report.

Spray programme follows:

Motutangi Area                                                                            Total           Spray                Cost

Motutangi Stream

2,600 m

2,600 m

$1,875.90

Main Outfall Drain

1,150 m

1,150 m

$829.73

Bryan Drain

2,900 m

2,900 m

$2,092.35

Beazley Drain

2,050 m

2,050 m

$1,479.08

Aspin Drain

2,250 m

2,250 m

$1,623.38

Cut to Lands’ End Drain

1,700 m

1,700 m

$1,226.55

Selwyn Drain

2,950 m

2,950 m

$2,128.43

Seymour Drain

750 m

750 m

$541.13

Bacicas Drain

2,050 m

2,050 m

$1,479.08

Subritzky Drain

160 m

160 m

$115.44

Totals

18,560 m

18,560 m

$13,391.04

Machine cleaning

Over the 2022/23 year, the Motutangi Area shall be investigated in conjunction with the spraying contractor to identify the location of any significant siltation and / or vegetation mats which may require mechanical removal. Other than cleaning a section of the Motutangi stream, there is no further cleaning scheduled. Below is a review of what’s been undertaken in the past.

·      Motutangi Stream - Spot cleaning of weeds with a long reach digger in autumn 2024. This is likely to be from the scientific reserve and downstream towards the outlet as required. This should remain relatively clear until next autumn 2025. This is the same method used over the last year and appeared to be effective, it does however rely on the spraying being completed in time, over October / November 2023. An allowance of $20,000 has been allocated for this work.

Any additional cleaning required is likely to be completed with a smaller digger. The total length that requires cleaning, or the need entirely, will vary depending on the weather conditions and growth. An allowance of $12,000 has been allocated should this be needed.

A machine cleaning allowance of $32,000 has been included in the 2023/2024 year.

Accessibility issues & maintenance

The state of access can have negative / positive impacts on the efficiency and operations of the drainage area.

It’s believed access track maintenance may be required along several drains, particularly the Motutangi Stream. A contingency of $2,000 has been allowed should this be required.

In addition to maintenance of the drains, the spraying contractor has been requested to identify the location of any of the following issues which are covered by the Far North District Council Land Drainage Bylaw 2009 (Rev 2019):

i)        Obstructions which interfere with the access for plant or machinery to and along the drainage channel or parts thereof and within 10 m of the drain, Clause 3.1.

ii)       Grazing stock, which is not excluded from the drainage channel, Clause 5.7.

iii)      Damage caused to the drainage channel due to stock accessing the drainage channel for water, Clause 11.1.

iv)      Obstructions to flow within the drainage channel due to excessive vegetation material.

 

Far North Waters staff will analyse this information and make recommendations to the Committee on work which may be required. Staff, or as agreed by the Committee, may also contact the landholders directly where they are in breach of the Drainage Bylaw.

An annual notice will be issued to all property owners reminding them of the requirements that they must comply with under the Drainage Bylaw, and in particular the above issues.

Take Tūtohunga / Reason for the recommendation

To discuss the proposed works and their associated costs, with the work programme to be completed by 30 June 2024.

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

A summary of the expected 2023/2024 financial year is as follows:

Motutangi

 

2023 Opening balance (2022/2023 Reserve balance)

$73,487

2023/2024 Proposed rated income

 $40,000

2023/2024 Proposed expenditure (Breakdown in section 3.1)

$90,420

2024 Closing balance

$23,067

3.1 Proposed budgetary breakdown

In order to improve the management of the targeted land drainage area rates, the reserve balance and rated income components have been separated to clearly identify the proposed expenditure associated with each component.

This uses the ‘planned work’ total from the work programme as the proposed expenditure, with any use of the contingencies to be sourced from the reserve fund should it be required. This is planned to decrease the annual growth of the reserve fund, which was predominantly caused by the budgeted expenditure of contingency funds that did not end up being required.

The separated components are as follows:

Rated income component

Motutangi

 

2023/2024 Proposed rated income

 $40,000

2023/2024 Proposed expenditure (Funded from rates)

$40,000

2024 Closing rated balance

$0

Reserve component

Motutangi

 

2023 Opening balance (2022/2023 Reserve balance)

$73,487

2023/2024 Proposed expenditure (Funded from reserve)

$50,420

2024 Closing reserve balance

$23,067

 

Attachments

Nil

 

 

 

Hōtaka Take Ōkawa / Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1.       A Local authority must, in the course of the decision-making process,

a)      Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b)      Assess the options in terms of their advantages and disadvantages; and

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2.       This section is subject to Section 79 - Compliance with procedures in relation to decisions.

 

He Take Ōkawa / Compliance requirement

Aromatawai Kaimahi / Staff assessment

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

A low to medium significance.

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

Policy #4302 - Northland River Management Policy.

Policy #2104-14 Procuring Goods and Services.

Land Drainage Bylaw 2009 (Rev 2019).

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

This report seeks a recommendation from the Committee to the Te Hiku Community Board.

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

Ngai Takoto Iwi is included in the development of the management plan for the district’s drainage areas.

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.

The purpose of the Committee is to liaise with persons likely to be affected.

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

Financial implications are to be considered by the committee and budgetary provision is made.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

8            Information Reports

8.1         Te Hiku Community Hall Annual Information Update

File Number:           A3603250

Author:                    Nina Gobie, Team Leader - Facilities Operations

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

 

TAKE PŪRONGO / Purpose of the Report

The purpose of the report is to present to the Te Hiku Community Board the minutes of the annual AGM, financial statements and statistical data as provided by the Mangonui, Kaingaroa and Lake Ohia Community Hall Committees.

WHAKARĀPOPOTO MATUA / Executive SummarY

·      The 2016 Community Halls Policy requires Community Hall Committees to provide annual accounts and statistical information on the usage of the hall, income received, and any investments made in the hall.

·    This report presents the information received from those Community Hall Committees in response to various letters, emails and phone calls from Council Officers.

 TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Te Hiku Community Hall Annual Information Update.

 

 

tĀHUHU KŌRERO / Background

Several Council owned community halls are managed by community committees as per the Hall and Facilities Strategy dated June 2015 (as attached) and the Community Halls Policy dated September 2016 (as attached). 

The Hall and Facilities Strategy notes Council’s vision for community halls is: "A network of fit for purpose, affordable community facilities that connect and support resilient, healthy and vibrant communities.”

The Community Halls Policy includes the following key statements:

1.     Ensure that communities’ current and future needs for halls or similar facilities are met.

2.     Ensure that communities take active roles in facilitating the provision of an appropriate number of accessible, safe ad well maintained facilities.

3.     Adopt preferred frameworks for the Council’s involvement in community halls and for partnership arrangements.

4.     Encourage and enhance the capability of communities to improve their facilities.

The policy also identifies the ‘Procedures for Hall Committees’ including:

c)     Committee will produce annual audited accounts and statistical information on the usage of the hall, income received, and any investments made in the hall.

The Policy also outlines the responsibilities between Council, Community Board and that of the Hall Committee.

 

The following table identifies the ownership details of the community halls, the various and complex circumstances per Ward:

 

Council owned on Council land

Community owned on Council land

Council owned on Crown Land

Community owned buildings on community owned land

Te Hiku Ward

Herekino and Mangonui

Oruru remains closed

Whatuwhiwhi

Lake Ohia and Kaingaroa

Fairburn, Waiharara and Araiawa

Takahue – no longer exists

BOI – Whangaroa Ward

Paihia, Russell, Totara North, Waipapa and Whangaroa Memorial Hall (Kaeo)

Moerewa

Maromaku

Opua and Pakaraka

Kaikohe – Hokianga Ward

Kaikohe, Kohukohu, South Hokianga War Memorial, Kaikohe Senior Citizen’s Hall, Horeke, Okaihau and Rawene

 

Taheke

Broadwood, Ngawha, Waimamaku and Umawera

Towards the end of the year on an annual basis, Council staff contact the various hall committees reminding them of the need to provide Council with a copy of their AGM minutes, financial statements and usage data as per the letter and template attached.

Numerous attempts are made to contact the hall committees by way of letters, emails and phone calls as a reminder and means to obtain this information.

It is the intention of Council staff to present the Community Hall Committee information to the appropriate Community Board around March / April annually.

At the time of writing this report, community hall information had not been received from the Herekino Hall Committee.

Letters / emails of thanks have been sent to those Hall Committees who have provided their information.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Board members will consider the content of the information received.

The Community Board to decide what steps to take next with those Community Hall Committees who have yet to provide the information requested as per the 2016 Community Halls Policy.

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

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

Āpitihanga / Attachments

1.       2021 Lake Ohia Hall Annual Information - A3637951

2.       2021 Mangonui Hall Annual Information - A3637962

3.       2021 Kaingaroa Hall Annual Information - A3637957

4.       Annual Hall Letter, Information and Statistics TEMPLATE - A3638439

5.       Community Halls Policy 2016 - A3638428

6.       Halls and Facilities Strategy 2015 - A3638432  

 


Te Hiku Community Board Meeting Agenda

29 March 2022

 

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29 March 2022

 

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29 March 2022

 

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29 March 2022

 

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29 March 2022

 

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29 March 2022

 

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