Agenda of Ordinary Council Meeting - Thursday, April 7, 2022

Ordinary Council Meeting Agenda

7 April 2022

COUNCIL MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Hon Mayor John Carter QSO	Board Member of the Local Government Protection Programme	Board Member of the Local Government Protection Program
Hon Mayor John Carter QSO	Carter Family Trust
Deputy Mayor Ann Court	Waipapa Business Association	Member		Case by case
	Warren Pattinson Limited	Shareholder	Building company. FNDC is a regulator and enforcer	Case by case
	Kerikeri Irrigation	Supplies my water		No
	District Licensing	N/A	N/A	N/A
	Ann Court Trust	Private	Private	N/A
	Waipapa Rotary	Honorary member	Potential community funding submitter	Declare interest and abstain from voting.
	Properties on Onekura Road, Waipapa	Owner Shareholder	Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse)	Declare interest and abstain from voting.
	Property on Daroux Dr, Waipapa	Financial interest	Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse)	Declare interest and abstain from voting.
	Flowers and gifts	Ratepayer 'Thankyou'	Bias/ Pre-determination?	Declare to Governance
	Coffee and food	Ratepayers sometimes 'shout' food and beverage	Bias or pre-determination	Case by case
	Staff	N/A	Suggestion of not being impartial or pre-determined!	Be professional, due diligence, weigh the evidence. Be thorough, thoughtful, considered impartial and balanced. Be fair.
	Warren Pattinson	My husband is a builder and may do work for Council staff		Case by case
Ann Court - Partner	Warren Pattinson Limited	Director	Building Company. FNDC is a regulator	Remain at arm’s length
	Air NZ	Shareholder	None	None
	Warren Pattinson Limited	Builder	FNDC is the consent authority, regulator and enforcer.	Apply arm’s length rules
	Property on Onekura Road, Waipapa	Owner	Any proposed FNDC capital work in the vicinity or rural plan change. Maybe a link to policy development.	Would not submit. Rest on a case by case basis.
David Clendon	Chairperson – He Waka Eke Noa Charitable Trust	None		Declare if any issue arises
	Member of Vision Kerikeri	None		Declare if any issue arrises
	Joint owner of family home in Kerikeri	Hall Road, Kerikeri
David Clendon – Partner	Resident Shareholder on Kerikeri Irrigation
David Collard	Snapper Bonanza 2011 Limited	45% Shareholder and Director
David Collard	Trustee of Te Ahu Charitable Trust	Council delegate to this board
Felicity Foy	Flick Trustee Ltd	I am the director of this company that is the company trustee of Flick Family Trust that owns properties Seaview Road – Cable Bay, and Allen Bell Drive - Kaitaia.
	Elbury Holdings Limited	This company is directed by my parents Fiona and Kevin King.	This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight and Allen Bell Drive.
	Foy Farms Partnership	Owner and partner in Foy Farms - a farm on Church Road, Kaingaroa
	Foy Farms Rentals	Owner and rental manager of Foy Farms Rentals for 7 dwellings on Church Road, Kaingaroa and 2 dwellings on Allen Bell Drive, Kaitaia, and 1 property on North Road, Kaitaia, one title contains a cell phone tower.
	King Family Trust	This trust owns several titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane.	These trusts own properties in the Far North.
	112 Commerce Street Holdings Ltd	Owner of commercial property in Commerce Street Kaitaia.
	Foy Property Management Ltd	Owner of company that manages properties owned by Foy Farms Rentals and Flick Family Trust.
	Previous employment at FNDC 2007-16	I consider the staff members at FNDC to be my friends
	Shareholder of Coastline Plumbing NZ Limited
Felicity Foy - Partner	Director of Coastal Plumbing NZ Limited
Felicity Foy - Partner	Friends with some FNDC employees
Mate Radich	No form received
Rachel Smith	Friends of Rolands Wood Charitable Trust	Trustee
	Mid North Family Support	Trustee
	Property Owner	Kerikeri
	Friends who work at Far North District Council
	Kerikeri Cruising Club	Subscription Member
	Vision Kerikeri	Financial Member
Rachel Smith (Partner)	Property Owner	Kerikeri
	Friends who work at Far North District Council
	Kerikeri Cruising Club	Subscription Member and Treasurer
	Vision Kerikeri	Financial Member
	Town and General Groundcare Limited	Director, Shareholder
Kelly Stratford	KS Bookkeeping and Administration	Business Owner, provides book keeping, administration and development of environmental management plans	None perceived	Step aside from decisions that arise, that may have conflicts
	Waikare Marae Trustees	Trustee	Maybe perceived conflicts	Case by case basis
	Bay of Islands College	Parent Elected Trustee	None perceived	If there was a conflict, I will step aside from decision making
	Karetu School	Parent Elected Trustee	None perceived	If there was a conflict, I will step aside from decision making
	Māori title land – Moerewa and Waikare	Beneficiary and husband is a shareholder	None perceived	If there was a conflict, I will step aside from decision making
	Sister is employed by Far North District Council			Will not discuss work/governance mattes that are confidential
	Gifts - food and beverages	Residents and ratepayers may ‘shout’ food and beverage	Perceived bias or predetermination	Case by case basis
	Taumarere Counselling Services	Advisory Board Member	May be perceived conflicts	Should conflict arise, step aside from voting
	Sport Northland	Board Member	May be perceived conflicts	Should conflict arise, step aside from voting
	He Puna Aroha Putea Whakapapa	Trustee	May be perceived conflicts	Should conflict arise, step aside from voting should they apply for funds
	Kawakawa Returned Services Association	Member	May be perceived conflicts	Should conflict arise, step aside from voting should they apply for funds
	Whangaroa Returned Services Association	Member	May be perceived conflicts	Should conflict arise, step aside from voting should they apply for funds
	National Emergency Management Advisor Committee	Member		Case by case basis
	Te Rūnanga ā Iwi o Ngāpuhi	Tribal affiliate member	As a descendent of Te Rūnanga ā Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā Iwi o Ngāpuhi Council relations	Declare a perceived conflict should there appear to be one
	Te Rūnanga ā Iwi o Ngāti Hine	Tribal affiliate member	Could have a perceived conflict of interest	Declare a perceived conflict should I determine there is a conflict
	Kawakawa Business and Community Association	Member		Will declare a perceived conflict should there appear to be one
Kelly Stratford - Partner	Chef and Barista	Opua Store	None perceived
Kelly Stratford - Partner	Māori title land – Moerewa	Shareholder	None perceived	If there was a conflict of interest I would step aside from decision making
Moko Tepania	Teacher	Te Kura Kaupapa Māori o Kaikohe.	Potential Council funding that will benefit my place of employment.	Declare a perceived conflict
	Chairperson	Te Reo o Te Tai Tokerau Trust.	Potential Council funding for events that this trust runs.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Te Rarawa	As a descendent of Te Rarawa I could have a perceived conflict of interest in Te Rarawa Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Whaingaroa	As a descendent of Te Rūnanga o Whaingaroa I could have a perceived conflict of interest in Te Rūnanga o Whaingaroa Council relations.	Declare a perceived conflict
	Tribal Member	Kahukuraariki Trust Board	As a descendent of Kahukuraariki Trust Board I could have a perceived conflict of interest in Kahukuraariki Trust Board Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga ā-Iwi o Ngāpuhi	As a descendent of Te Rūnanga ā-Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā-Iwi o Ngāpuhi Council relations.	Declare a perceived conflict
John Vujcich	Board Member	Pioneer Village	Matters relating to funding and assets	Declare interest and abstain
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest

Ordinary Council Meeting Agenda

7 April 2022

MINUTES OF Far North District Council
Ordinary Council Meeting
HELD AT THE Virtually via Microsoft Teams
ON Thursday, 24 February 2022 AT 10:00 am

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

APOLOGY: Deputy Mayor Ann Court

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

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

1 Karakia Timatanga / Opening Prayer

His Worship the Mayor commenced the meeting and Cr Moko Tepania opened with a karakia.

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

2.1 Apologies

Resolution 2022/1

Moved: Mayor John Carter

Seconded: Cr Kelly Stratford

That Council receive the apology from Deputy Mayor Ann Court and a leave of absence be granted.

Carried

3 NGĀ KŌRERO A TE KOROMATUA / MAYORAL ANNOUNCEMENTS

· Kaikohe-Hokianga Community Board matters: Mayor Carter will invite the Board Chair to share his thought on the following during item 7.5:

§ Speed reductions in Opononi

§ Okaihau Reserve Lease defer to Community Board meeting.

· Kaitaia Dam – Mayor Carter acknowledged Ngakahu Trust and the elected members working on this project (item 7.4 refers)

· Kaitaia Small Town Award – Mayor Carter acknowledged the community along with the elected members who champion their community along with Council support.

· Flexible Working Award – Mayor Carter congratulated and acknowledged all FNDC Staff.

· Kaimaumau Fire – Mayor Carter acknowledged and complimented FENZ, Ngai Takoto, local businesses, the community and local Farmers for the work that has already been done.

· COVID19 – Mayor Carter provided an update

· Mayor Carter welcomed all guests and deputations.

4 ngā tono kōrero / Deputation

· Shaun Johnson representing Merlin Labs and Space Aero. (Presentation provided document number A3609041 refers).

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 5.1 document number A3538366, pages 12 – 27 refers.

Resolution 2022/2

Moved: Mayor John Carter

Seconded: Cr Moko Tepania

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

a) 14 December 2021 (Extraordinary)

b) 16 December 2021

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

Against: Nil

· Carried

6 Reports

6.1 Far North Holdings Limited – Amendment to Company Structure

Agenda item 6.1 document number A3567181, pages 28 – 36 refers.

Resolution 2022/3

Moved: Mayor John Carter

Seconded: Cr John Vujcich

That Council, as the sole shareholder of Far North Holdings Limited approve the proposal to create two wholly owned subsidiaries: Bay of Islands Marina Ltd and Far North Housing Ltd.

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

Against: Nil

Carried

6.2 Far North Holdings Limited Board Appointments

Agenda item 6.2 document number A3567179, pages 37 – 47 refers.

Resolution 2022/4

Moved: Mayor John Carter

Seconded: Cr Kelly Stratford

That Council:

a) Extend the tenure for Kevin Baxter on a month by month basis until 31 May 2022, or earlier when his replacement has been appointed.

b) establish an “Appointment to Council Organisation Committee” in line with the Appointment and Remuneration of Directors of Council Organisations Policy (#2117).

c) make the following appointments to the Committee;

i) External Commercial Advisor …………………………………………

ii) Council representative #1 Mayor John Carter

iii) Council representative #2 Cr John Vujcich

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

Against: Cr Rachel Smith

Carried

6.3 Committee Recommendations and Resolutions - February 2022

Agenda item 6.3 document number A3584759, pages 48 - 66 refers.

Resolution 2022/5

Moved: Cr Rachel Smith

Seconded: Cr Moko Tepania

That Council:

a) agree, the Access and Equity for People with Disabilities Policy should continue with amendment; and,

b) agree, a Regional Accessibility strategy is the most appropriate way to address access to Council services, facilities, and assets in the Far North.

c) note, under section 102 of the Gambling Act 2003 and section 97 of the Racing Industry Act 2020, the Class 4 Gaming and TAB Venue Policy has been reviewed regarding the social impacts of gambling in the Far North District

d) approve, under section 102 of the Gambling Act 2003, that the Class 4 venues policy component of the Class 4 Gaming and TAB Venue Policy continue with amendment to improve certainty

e) approve, under section 102 of the Gambling Act 2003, that the relocation policy component of the Class 4 Gaming and TAB Venue Policy continue with amendment to further align with the intent of the Class 4 gaming sinking lid policy

f) approve, under section 97 of the Racing Industry Act 2020, that the TAB venues policy component of the Class 4 Gaming and TAB Venue Policy be replaced by a sinking lid policy.

g) approve, pursuant to section 5A of the Shop Trading Hours Act 1990, a new Easter Sunday Trading Policy be developed allowing shops to open on Easter Sunday across the whole of the Far North District.

h) agree to the recommendations in the staff report on submissions and recommendation for consideration in attachment 1 that:

i) No changes are made to clauses 1, 2, 3, 4, 5, 9, and 10.

ii) Clause 6 is changed by:

1) Adding a new definition:

“Occupier means any person, other than the owner, who has a right to occupy the property, by virtue of a tenancy granted by lease, licence or other authority”.

2) Changing the definition of on-site wastewater disposal system to include “grease trap”

iii) Under Part 2 Maintenance Requirements:

1) Adding a new ‘related information box’:

“If the council is satisfied an on-site wastewater disposal system is injurious to health or not sanitary, the council can use its powers pursuant to sections 29, 30 and 34 of the Health Act 1956 by including issuing a notice of offence or to enter a premise and abate the nuisance without notice to the occupier or owner”.

2) Adding the words “or occupier” after the word “owner” in the ‘related information box’.

iv) Clause 7 is changed by:

1) Adding the words “or occupier” after the word “owner” in the title, subclause (1) and subclause (2).

2) Adding the words “or the suitably qualified person verifies the system is functioning correctly” at the end of subclause (2).

v) Clause 8 (5) is change by adding the words “or occupier” after the word “owner”.

i) agree the On-site Wastewater Disposal System Bylaw in attachment 2:

i) is the most appropriate form of bylaw; and

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

j) under section 146 of the Local Government Act 2002, make the On-site Wastewater Disposal Systems Bylaw in attachment 2.

k) agree, under section 155(1) of the Local Government Act 2002, that a bylaw is the most appropriate way of addressing problems related to vehicles on beaches in the Far North District;

l) agree that the current Vehicles on Beaches Bylaw 2015 is not the most appropriate form, because it does not address problems with vehicles on beaches effectively;

m) agree that the most appropriate form of bylaw will be to include relevant provisions in:

§ the proposed Road Use Bylaw

§ a potential Reserves Bylaw

§ the Speed Limits Bylaw;

n) approve the inclusion of provisions regulating vehicles on beaches in the proposed draft Road Use Bylaw, to be made under section 22AB of the Land Transport Act 1998;

o) approve the Vehicles on Beaches Proposal in Attachment 2, including the provisions regulating vehicles on beaches in the proposed draft Road Use Bylaw, to be released for public consultation to meet the requirements of section 22AD of the Land Transport Act 1998 and section 156 of the Local Government Act 2002;

p) agree the period for making written submissions on the proposal will begin 25 February 2022 and end 24 March 2022;

q) agree the Strategy and Policy Committee will hear any people wanting to present oral submissions on Tuesday 22 March 2022 and agrees to delegate, to the Chair, the power to change the date of the oral submissions

r) authorise the Chief Executive Officer to make minor changes to the Vehicles on Beaches Proposal to correct grammatical or spelling errors, or formatting.

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

Against: Nil

Carried

6.4 Koutu Mongeroa Picnic Area Encroachment

Agenda item 6.4 document number A3540785, pages 67 - 74 refers.

Resolution 2022/6

Moved: Cr John Vujcich

Seconded: Cr Moko Tepania

That Council

a) engage with the kaitiaki of the Koutū Mongeroa Picnic Area to formalise a Kaitiaki Agreement for the lawful use of the area as a campground; and

b) engage with the kaitiaki to obtain the necessary consents under the Resource Management Act, Local Government Act and Health Act to facilitate the lawful use of the area as a campground.

c) That a progress report be brought to the Kaikohe-Hokianga Community Board.

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

Against: Nil

Carried

6.5 Adoption of Statement of Proposal to Amend Resource Consent Fees & Charges for 2022-23

Agenda item 6.5 document number A3574653, pages 75 - 85 refers.

Resolution 2022/7

Moved: Mayor John Carter

Seconded: Cr Moko Tepania

That Council:

a) adopts the Statement of Proposal for the proposed amendments to Resource Consent fees and charges.

b) undertakes public consultation in accordance with section 83 of the Local Government Act 2002 from 1 March to 4 April 2022.

c) delegates the Regulatory Compliance Committee to hear submissions if required on 26 April 2022.

d) delegate to the Chair or Regulatory Compliance Committee the ability to change the date of the hearing, if needed.

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

Against: Nil

Carried

6.6 Paihia Central Business District Development Rate - allocation 2020/21 to 2023/24

Agenda item 6.6 document number A3570279, pages 86 - 111 refers

Resolution 2022/8

Moved: Mayor John Carter

Seconded: Cr Rachel Smith

That Council:

a) approve the allocation of the Paihia Central Business District Development Rate to Focus Paihia to provide a contribution to the physical signage and walking tour with augmented reality projects as follows:

i) the allocation of $49,401.00 from 2020/21 that is diverted from waterfront projects;

ii) the allocation of $48,618.34 for 2021/22 and the rate, when struck, for 2022/23.

b) approve in principal that the Paihia Central Business District Development Rate for 2023/24 be allocated to Focus Paihia to carry out the stalled waterfront projects on the waterfront in Paihia providing that the work currently planned for the waterfront has been completed.

c) note that a new agreement on the allocation of funds will be required from 1 July 2024.

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

Against: Nil

Carried

6.7 Review on Erosion Issues for Freese Park

Agenda item 6.7 document number A3568751, pages 112 – 122 refers.

Resolution 2022/9

Moved: Mayor John Carter

Seconded: Cr Moko Tepania

That Council approves

a) additional unbudgeted operational expenditure of $57,000 for professional services in 2021/22;

b) an additional $10,000 operational budget be added to professional fees as part of the 2022/23 Annual Plan, to advance the project through to the start of the construction phase.

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

Against: Nil

Carried

7 Information Reports

7.1 Kaikohe Cares Project

Agenda item 7.1 document number A3528794, pages 123 - 124 refers.

Resolution 2022/10

Moved: Cr Moko Tepania

Seconded: Cr Kelly Stratford

That the Council receives the report Kaikohe Cares Project February 2022.

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

Against: Nil

Carried

The meeting was adjourned from 12:33 pm to 1:00 pm.

7.2 Far North Holdings Ltd - Quarter one financial report 2021/22

Agenda item 7.2 document number A3569979, pages 125 - 131 refers.

Resolution 2022/11

Moved: Mayor John Carter

Seconded: Cr Kelly Stratford

That the Council receive the report Far North Holdings Ltd - Quarter one financial report 2021/22.

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

Against: Nil

Carried

7.3 Progress Report: The Reintroduction of Development Contributions in the Far North District in Alignment with the 2024-34 Long Term Plan

Agenda item 7.3 document number A3589368, pages 132 - 135 refers.

Motion

Moved: Mayor John Carter

Seconded: Cr Rachel Smith

That the Council receive the Progress Report: The Reintroduction of Development Contributions in the Far North District in Alignment with the 2024-34 Long Term Plan.

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

Against: Nil

carried

7.4 Ngakahu Steering Group Update

Agenda item 7.4 document number A3594499, pages 136 - 158 refers.

MOTION

Moved: Cr Mate Radich

Seconded: Cr John Vujcich

That the Council receive the report Ngakahu Steering Group Update.

Amendment

Moved: Cr Moko Tepania

Seconded: Cr Mate Radich

That Council, in receiving the recommendations from the Ngakahu Steering Group and subject to discussion and agreement with the Ngakahu/Ngakohu Whanau Ahuwhenua Trust, agree to;

a) obtain the processed and analysed data from the Northland Regional Council sonar soundings of the dam, done in 2017.

b) stage the lowering of the dam water level, beginning with a water level drop of 2 metres, once lowered the water level will be maintained at the lower levels.

c) staff assist the Ngakahu Steering Group to prepare a report showing a visual presentation, including landscaping, of the preferred option, or options, with a rough order of cost to implement.

d) and that further recommendations be brought to the 7 April Council meeting.

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

Against: Crs David Clendon and Rachel Smith

carried

The amendment became the substantive motion.

Resolution 2022/12

Moved: Cr Mate Radich

Seconded: Cr John Vujcich

That Council, in receiving the recommendations from the Ngakahu Steering Group and subject to discussion and agreement with the Ngakahu/Ngakohu Whanau Ahuwhenua Trust, agree to;

a) obtain the processed and analysed data from the Northland Regional Council sonar soundings of the dam, done in 2017.

b) stage the lowering of the dam water level, beginning with a water level drop of 2 metres, once lowered the water level will be maintained at the lower levels.

c) staff assist the Ngakahu Steering Group to prepare a report showing a visual presentation, including landscaping, of the preferred option, or options, with a rough order of cost to implement.

d) and that further recommendations be brought to the 7 April Council meeting.

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

Against: Crs David Clendon and Rachel Smith

Carried

Note: The Potential Decommissioning of Kauri Creek Dam report from John Duder referenced in the report was commissioned by the Ngakahu/Ngakohu Whanau Ahuwhenua Trust.

7.5 Community Board Updates February 2022

Agenda item 7.5 document number A3585408, pages 159 - 174 refers.

Motion

Moved: Mayor John Carter

Seconded: Cr Kelly Stratford

That Council note the following Community Board minutes:

a) Bay of Islands-Whangaroa Community Board, 3 February 2022.

b) Kaikohe-Hokianga Community Board, 4 February 2022.

c) Te Hiku Community Board, 15 February 2022.

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

Against: Nil

carried

7.6 Council Action Sheet Update February 2022

Agenda item 7.6 document number A3578430, pages 175 - 190 refers

Motion

Moved: Mayor John Carter

Seconded: Cr John Vujcich

That Council receive the report Action Sheet Update February 2022.

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

Against: Nil

carried

8 te wāhanga tūmataiti / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2022/13

Moved: Mayor John Carter

Seconded: Cr Moko Tepania

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

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
5.1 - Confirmation of Previous Minutes - Public Excluded	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
5.2 - Committee Public Excluded Resolutions - February 2022	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
5.3 - Milford Island - Out of Policy Rate Remission Request	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
5.4 - 8A Matthews Avenue	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

5.5 Confirmation of Information and Decisions to be released in Public

Resolution 2022/4

Moved: Mayor John Carter

Seconded: Cr Moko Tepania

That Council confirms the information and decisions contained in the part of the meeting held with public excluded not restated in public meeting as follows:

· Item 5.3 Milford Island - Out Of Policy Rate Remission Request

· Item 5.4 8A Matthews Avenue

Carried

9 Karakia Whakamutunga / Closing Prayer

Cr Moko Tepania closed the meeting with a karakia.

10 Meeting Close

The meeting closed at 3:06 pm.

The minutes of this meeting will be confirmed at the Ordinary Council Meeting held on 7 April 2022.

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CHAIRPERSON

Ordinary Council Meeting Agenda

7 April 2022

7 Reports

7.1 Renewable Energy Zones – Joint Submission

File Number: A3641586

Author: Greg Wilson, Manager - District Planning

Authoriser: Darren Edwards, General Manager - Strategic Planning and Policy

Take Pūrongo / Purpose of the Report

To approve a joint submission from Northland Councils on the Renewable Energy Zones (REZ) consultation conducted by Transpower.

WhakarĀpopoto matua / Executive Summary

· Transpower are currently consulting on REZ in Aotearoa New Zealand and the opportunity to pilot a REZ in Northland. Representatives from Northland’s network operators have presented to various Councils’ forums across the region, drawing attention to the consultation.

· Staff were asked to coordinate a joint submission on behalf of the Councils in Northland incorporating elected member feedback to date. A draft submission has been attached to this report for approval. Delegation is also sought to approve any additional feedback received from elected members to finalise the submission from the Far North District Council.

tŪtohunga / Recommendation

That the Far North District Council:

a) Approves the Draft Joint Submission on Renewable Energy Zones (Attachment B)

b) Delegates the Mayor the authority to finalise the submission in conjunction with the Mayors and Chairperson of the Northland Councils, to reflect any further elected member feedback.

1) TĀhuhu kŌrero / Background

Transpower is consulting on a proposal to introduce REZ in New Zealand, as a way of facilitating new renewable energy generation investment that may otherwise be deterred by network upgrade costs.

The Northland region has been identified as a candidate for New Zealand’s first REZ due to its high renewable generation potential, high developer interest and limited existing capacity on the transmission and distribution networks. Transpower, Top Energy and Northpower are seeking feedback on whether there is support for the Northland pilot.

Formal consultation commenced on 28 February 2022 and closes on 8 April 2022. It is being brought to each Council’s March meeting to meet these timeframes.

What is a Renewable Energy Zone - (REZ)

A REZ provides an opportunity for multiple generators (e.g. solar, geothermal or wind farms) or major electricity users to co-locate to share connections to the grid, enabling cost effective investment in electricity infrastructure.

Typically, based on overseas examples from Australia and the United States, a REZ is in regions that may be abundant in renewable energy resources, but are some distance from transmission infrastructure, or require transmission upgrades to connect new generation. By capitalising on economies of scale and sharing construction costs, generators’ cost to connect is reduced, helping to removing barriers to the construction of renewable energy generation projects.

Why Northland?

Northland has been identified as a pilot area because of its significant wind and solar resources, and the strong generation investment interest already in the region, with dozens of applications already received by the three network owners. However, Transpower, Top Energy and Northpower advise that their networks are already at capacity in places, meaning that without network upgrades further generation projects will not be realised.

Incremental network upgrades of existing transmission infrastructure could unlock up to 410MW to 700MW of renewable energy from across Northland. This is in addition to the potential for widespread adoption of rooftop solar across the region.

Benefits to Northland

The Northland consultation document identifies several benefits to Northland from the REZ, including:

§ Consumer benefits – A REZ could reduce electricity prices through increased local generation, helping reduce energy hardship for consumers in what is currently the highest-cost region of New Zealand. Lower prices could in turn support the establishment of new business and economic activity in the region.

§ Stimulating the local economy through investment in construction of new generation and network infrastructure, including job creation and workforce training.

§ Ongoing employment opportunities post construction in maintenance and operations.

§ Building resilience - A Northland REZ would strengthen the region’s ability to be a net exporter of electricity.

Benefits to New Zealand

Leveraging Northland’s renewable energy resources also has benefits to wider New Zealand by:

§ Unlocking the potential for more renewable generation to contribute to New Zealand’s 100% renewable electricity target.

§ Increasing the resiliency of the energy system into the upper North Island through a diversified electricity supply into Auckland.

Regulatory context

The REZ concept proposed by Transpower works within existing regulatory frameworks. This means that any projects, whether new transmission assets or new generation projects, would still go through normal consultation, planning, and environmental consenting processes under the Resource Management Act (RMA).

Consultation

Northland’s network operators have drawn this consultation to the public and key stakeholders’ attention throughout the region. They have presented to the Mayoral Forum as well as to Northland’s Councils various forums. The consultation document on the Northland Pilot is provided at Attachment A and more information is also available on the Transpower website if required.

Direction was provided for council staff to coordinate a joint submission to the consultation.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Staff from Northland Councils have worked collaboratively to draft a joint submission based on the key points provided by elected members via the various presentations and discussions. The draft submission is provided at Attachment B.

The draft submission is being reported to the region’s March Council meetings for approval. Individual Councils may have further feedback informing the submission. Therefore, approval is sought for delegation to the Mayor to finalise the submission in conjunction with the Mayors from Whangarei District Council, Far North District Council and the Chairperson from the Northland Regional Council.

A high-level summary of the key points in the submission are:

§ Supportive of REZs in NZ recognising the social, economic, environmental, cultural, resilience and security of supply benefits

§ Supportive of Northland being the pilot

§ Councils will need to assess renewable energy provision being included in future District Plan reviews

§ Northland Councils look forward to working together with developers and network owners on renewable projects within the regulatory framework

§ The strong desire for operators to bear costs and not the community

§ Would help achieve the long-term sustainable use of Māori land and can support and strengthen marae and papakainga development

§ Working in partnership with hapū and iwi is critical

§ Recognising market forces, a hope that any REZ would result in reduced power costs for Northland consumers

§ Other factors to take into consideration is the significant climate change and adaptation work by the Northland Councils

Take Tūtohunga / Reason for the recommendation

· Options

Option 1: Approve the joint submission and delegation

This is the recommended option and would allow the submission to be processed and provided to Transpower, demonstrating Northland local government support.

Option 2: Choose not to approve the submission

This would indicate a lack of local government support for a pilot REZ in Northland and the region will not be able to realise the associated benefits if the pilot was not confirmed as suggested.

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

The REZ concept proposed by Transpower is an enabling initiative but would still work within existing regulatory frameworks. This means that any projects, whether new transmission assets or new generation projects, would still go through normal consultation, planning, and environmental consenting processes under the Resource Management Act (RMA). Consequently, there are no financial implications for Council.

Āpitihanga / Attachments

1. Attachment A - REZ Northland Pilot 2022 FINAL - A3642736 ⇩

2. 2022-04-07 Attachment B - Draft FNDC submission on REZ - A3642745 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	The decisions or matters of this report are considered to have a low degree of significance in accordance with Council’s Significance and Engagement Policy. No feedback is required, and the public will be informed of Council’s decision via the agenda and minutes publication of this meeting, on the website and through other channels if appropriate.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The following legislation and policies all have relevance to generating low greenhouse gas emission outcomes at a district, regional and national level: · The Resource Management Act 1991 · The Local Government Act 2002 · The Climate Change Response Act 2002 · The Renewable Energy and Energy Efficiency Policies and Objectives of the Operative Far North District Plan · Te Taitokerau Climate Change Adaptation Strategy
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	The REZ concept proposed by Transpower works within existing regulatory frameworks. This means that any projects, whether new transmission assets or new generation projects, would still go through normal consultation, planning and environmental consenting processes under the Resource Management Act (RMA).
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	The Northland network operators have committed to engaging with Māori/Iwi as they have done with Councils. The fact that any REZ application would still travel through the regulatory RMA process, which offers avenues for input from Iwi/Maori, provides a level of comfort. The draft joint submission recognises the need to work in partnership with hapū and iwi recognising Te Ao Māori principles, to help realise Māori aspirations.
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).	The REZ concept proposed by Transpower works within existing regulatory frameworks. This means that any projects, whether new transmission assets or new generation projects, would still go through normal consultation, planning and environmental consenting processes under the Resource Management Act (RMA).
State the financial implications and where budgetary provisions have been made to support this decision.	Costs of the decision can be met within existing budgets.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Ordinary Council Meeting Agenda

7 April 2022

[submission on behalf of Northland Councils]

Northland Renewable Energy Zones Northland Pilot concept DRAFT

Thank you for this opportunity to submit on the Northland Renewable Energy Zone (REZ) pilot consultation.

Your consultation asks whether renewable energy zones are right for Northland. Our submission on behalf of all Northland Councils supports the concept, noting the social, economic and environmental benefits we believe it will bring to the region.

It is an unfortunate distinction that Northland is known as one of the more deprived regions in the country, with some of the highest electricity costs. We are working collectively in many areas to address disparities in our communities, and to encourage growth and well-being. We are united in our objective to see Northland thrive. The region’s rich renewable energy resources (including solar, wind, geothermal, biomass and wave and tidal environments) offer real opportunities to achieve cultural, community and economic benefit, whilst also protecting environmental outcomes and ensuring community resilience.

It is these aspects that we have considered in our submission, focusing on the long-term benefits to Northland, as well as New Zealand. However, with any long-term infrastructure investment it is important to get the foundations right. This is key to ensuring that the investment realises its benefit to communities and the environment.

We consider it critical that local communities do not fund the substantial investment required to increase the capacity of networks and support local renewable energy. Rather, these costs should be borne collectively by those seeking to connect renewable energy projects to the network, and those benefitting from that generation.

The development of renewables could have strong flow on benefits for our communities, with more affordable energy through increased competition on the electricity wholesale market, along with employment opportunities through construction and ongoing maintenance. Northland needs more of these opportunities to enable it to thrive.

Being energy self-sufficient will also assist in achieving the long-term sustainable use of Māori land and can support and strengthen marae and Papakainga development. Undertaken properly, renewable energy zones could support regenerative environmental outcomes, such as revitalised soils, increased biodiversity, sequestered carbon, improved water quality, restoring functioning grassland ecosystems and can keep land in agricultural production; thus achieving positive, broader social, natural, financial and human outcomes through built environment investment decisions, as articulated by Tangata whenua within iwi and hapū environmental plans, providing for the aspirations of iwi and hapū to be realised on their whenua. Working in partnership with hapū and iwi to embrace Te Ao Māori in any pilot, and beyond, will be critical to realising these aspirations.

With access to more diverse sources of renewable generation, a Northland REZ would improve the security and resilience of the local electricity supply and would allow for any excess generation to be exported to Auckland, meaning benefits would go beyond the local boundaries of the Northland REZ.

We support the underpinning environmental value that a REZ provides in helping our community and New Zealand meet decarbonisation targets. This is a challenge that we collectively support for the long-term prosperity of our region and New Zealand. All four Northland councils alongside Tangata whenua have already developed a draft Climate Adaptation Strategy, endorsed by our Joint Climate Change Adaptation Standing Committee. Renewable energy zones support several priority actions identified in the strategy including inter-council collaboration, national and regional partnerships, infrastructure resilience, planning and community adaptation.

Northland’s councils look forward to working with developers and network owners on renewable projects as we build towards a sustainable renewable energy future for our region. We acknowledge the commitment of network owners to continue to meet core regulatory outcomes, including the need to:

· protect and where necessary restore the natural environment

· better enable development within biophysical limits, including supply of housing, affordability choice, and timely provision of appropriate infrastructure

· give effect to the principles of Te Tiriti o Waitangi

· prepare for adapting to climate change and mitigate contributing emissions

· improve system efficiency and effectiveness while retaining local inputs

The REZ initiative would allow for the region to respond to these outcomes, whilst benefitting the social and economic wellbeing of our communities

Northland REZ consultation questions

Q1. Do you support the development of a pilot REZ in Northland? Please provide your reasons as to why or why not.

We are supportive of a Northland REZ pilot that focusses on unlocking the renewable energy resources in Te Tai Tokerau. Rich in solar and wind resource, Northland significant potential for renewable energy, which is currently largely untapped.

The councils of Te Tai Tokerau support the goal of a decarbonised New Zealand, and a thriving net-zero emissions society by 2050. To address the challenges of climate change, we are focused on building a resilient Northland. Mechanisms to unlock the renewable generation in our region will be essential to enable community wide decarbonisation, affordability of energy and resilience of our community.

We support the REZ concept as an opportunity to reduce prices for consumers by meeting local demand for electricity locally, thereby reducing transmission losses and lowering wholesale electricity costs. Lower energy prices are an important input into developing new industries in Northland and stimulating economic growth.

Unfortunately, Northland is a region that has seen the departure of several major industries. Northland councils are supportive of settings that help drive economic stimulus, provide employment opportunities and have a net positive benefit on our region environmentally, socially and culturally.

It will be important in the design of any REZ that the resulting costs are not borne by our community, and that it produces an overall net benefit. The proposal to focus on first upgrading existing infrastructure to improve utilisation and efficiency is therefore supported.

We are pleased to see that the consultation paper acknowledges that community and tangata whenua consultation is essential. We recommend robust and meaningful consultation with owners of whenua Māori, marae, hapū and iwi. As with any new projects, community consultation and acceptance are key.

As such we support ongoing dialogue with the Northland community on the development of sites for future renewable generation, and for new transmission assets required to unlock that generation.

Q2. What potential benefits of a REZ are important to you? Consider economic, social, cultural and environmental factors.

We recognise that increased local generation introduces more competition into the electricity wholesale market, reducing wholesale prices. Lower energy costs prices will have a direct positive impact on community well-being. This may in turn stimulate new businesses, bringing further employment opportunities and supporting economic growth.

Investment into generation and network infrastructure will provide benefits to the local economy through job creation and work force training, as well as creating employment opportunities in infrastructure maintenance and operations. Local economic development is critical for our region, and infrastructure investment has a role to play in attracting industry, supporting jobs and skills development.

We understand that Tangata whenua have strong aspirations for their ancestral whenua with increasing settlement on whenua Māori, often in relatively isolated areas. Ensuring a secure energy supply to these areas is vital. Renewable energy creates the potential for electricity generation to be located close to this demand and will be key to supporting resilience on whenua Māori, and for communities in a changing climate. Indeed, renewable energy generation is already an approach adopted by several Papakainga and marae in Te Tai Tokerau.

We see Renewable Energy Zones as an important tool in helping to meet the Government’s target of 100% renewable energy by 2030, and the climate change commitments of Councils in Te Tai Tokerau.

The environmental benefits of reduced carbon emissions from non-renewable generation must also be considered

Q3. What potential costs of a REZ are important to you? Consider economic, social, cultural and environmental factors

It is important that our community, businesses and organisations do not bear the cost of new infrastructure required to support renewable generation.

Northland has some of the highest deprivation factors in New Zealand including the highest unemployment rate, and the highest dependency on benefits. With household incomes increasing at a slower rate than the national average the development of a REZ cannot add additional costs to our communities.

Environmental costs are an important consideration. The whole of life cost (or the life cycle) of upgrades and new asset construction must form part of the decision-making process. We acknowledge and support any works or projects going through normal consenting regimes, with requirements to mitigate adverse impacts, including adverse impacts on landscape.

We are therefore supportive of the focus on staged/targeted upgrades of existing assets, that are less intrusive on the natural and built environment.

Q4. Do you support enabling developments through upgrades to existing lines and substations as demand for connections to the networks emerge? If not, what alternatives would you propose?

In principle, we support efficient utilisation and maximising the potential of existing assets, noting that building new assets can be more disruptive on the environment. The proposal to focus on incremental upgrades to existing infrastructure is a sensible short to medium term solution. At present there are an increasing number of proposals, especially solar power projects, that would benefit from focus on the capacity of existing assets, and localised connections.

We understand that in the longer-term, new assets may be required to connect the generation from existing transmission assets, and that these projects would go through the usual consenting regime. Community, hapū and iwi consultation will be critical at that stage.

Q5. If new lines needed to be built to connect resources, where should they be constructed/not

constructed?

All proposals should take care to minimise adverse effects on areas with historical, cultural, environmental values. Siting and design of proposals in the region’s more sensitive coastal environment should be treated with additional consideration and care.

Ordinary Council Meeting Agenda

7 April 2022

MINUTES OF Far North District Council
Assurance, Risk and Finance Committee Meeting
HELD AT THE Virtually via Microsoft Teams
ON Wednesday, 16 March 2022 AT 1:00 pm

PRESENT: Chairperson John Vujcich, Member Bruce Robertson, Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania, Member Mike Edmonds, Member Adele Gardner

1 Karakia TimatAnga – Opening Prayer

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

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

2.1 Apologies

Resolution 2022/1

Moved: Cr Rachel Smith

Seconded: Member Bruce Robertson

That an apology be received from Mayor John Carter and a leave of absence be granted.

In Favour: Deputy Mayor Court, Crs John Vujcich, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania, Members Bruce Robertson, Mike Edmonds and Adele Gardner

Against: Nil

Carried

3 Ngā Tono Kōrero / Deputation

There were no deputations.

4 Confirmation of Previous Minutes

4.1 Confirmation of Previous Minutes

Agenda item 4.1 document number A3612443, pages 14 - 17 refers

Resolution 2022/2

Moved: Chairperson John Vujcich

Seconded: Member Adele Gardner

That the Assurance, Risk and Finance Committee confirms the minutes of the Assurance, Risk and Finance Committee meeting held 2 February 2022 as a true and correct record.

In Favour: Deputy Mayor Court, Crs John Vujcich, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania, Members Bruce Robertson, Mike Edmonds and Adele Gardner

Against: Nil

Carried

5 Information Reports

5.1 Elected Members Sensitive Expenditure

Agenda item 5.1 document number A3580285, pages 18 - 19 refers

Resolution 2022/3

Moved: Member Bruce Robertson

Seconded: Cr Kelly Stratford

That the Assurance, Risk and Finance Committee receive the report Elected Members Sensitive Expenditure for the period ending 31 December 2021.

In Favour: Deputy Mayor Court, Crs John Vujcich, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania, Members Bruce Robertson, Mike Edmonds and Adele Gardner

Against: Nil

Carried

5.2 People and Capability Quarterly Update: 1 October - 31 December 2021

Agenda item 5.2 document number A3600993, pages 20 - 25 refers

Resolution 2022/4

Moved: Cr Mate Radich

Seconded: Chairperson John Vujcich

That the Assurance, Risk and Finance Committee receive the report People and Capability Quarterly Update: 1 October - 31 December 2021.

In Favour: Deputy Mayor Court, Crs John Vujcich, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania, Members Bruce Robertson, Mike Edmonds and Adele Gardner

Against: Nil

Carried

5.3 Risk progress report for programme of externally funded projects.

Agenda item 5.3 document number A3602959, pages 26 - 32 refers

Resolution 2022/5

Moved: Cr Rachel Smith

Seconded: Cr Moko Tepania

That the Assurance, Risk and Finance Committee receive the report Risk progress report for programme of externally funded projects..

In Favour: Deputy Mayor Court, Crs John Vujcich, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania, Members Bruce Robertson, Mike Edmonds and Adele Gardner

Against: Nil

Carried

5.4 March 2022 Risk Management Report

Agenda item 5.4 document number A3605379, pages 33 - 54 refers

Resolution 2022/6

Moved: Member Bruce Robertson

Seconded: Cr Kelly Stratford

That the Assurance, Risk and Finance Committee receive the report March 2022 Risk Management Report.

In Favour: Deputy Mayor Court, Crs John Vujcich, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania, Members Bruce Robertson, Mike Edmonds and Adele Gardner

Against: Nil

Carried

5.5 Council Financial Report for the Period Ending 31 January 2022

Agenda item 5.5 document number A3607406, pages 55 - 78 refers

Resolution 2022/7

Moved: Cr Mate Radich

Seconded: Cr Rachel Smith

That the Assurance, Risk and Finance Committee receive the report Council Financial Report for the Period Ending 31 January 2022.

In Favour: Deputy Mayor Court, Crs John Vujcich, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania, Members Bruce Robertson, Mike Edmonds and Adele Gardner

Against: Nil

Carried

5.6 Far North Holdings Ltd - Half Year Financial Report 2021/22

Agenda item 5.6 document number A3613506, pages 79 - 87 refers

Resolution 2022/8

Moved: Cr Rachel Smith

Seconded: Cr Kelly Stratford

That the Assurance, Risk and Finance Committee receive the report Far North Holdings Ltd - Half Year Financial Report 2021/22.

In Favour: Deputy Mayor Court, Crs John Vujcich, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania, Members Bruce Robertson, Mike Edmonds and Adele Gardner

Against: Nil

Carried

5.7 Level of Service KPI Quarter 2 Performance Report for 2021-2022

Agenda item 5.7 document number A3613719, pages 88 - 109 refers

Resolution 2022/9

Moved: Cr Rachel Smith

Seconded: Cr Kelly Stratford

That the Assurance, Risk and Finance Committee receive the Level of Service KPI Quarter 2 Performance Report for 2021-2022.

In Favour: Deputy Mayor Court, Crs John Vujcich, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania, Members Bruce Robertson, Mike Edmonds and Adele Gardner

Against: Nil

Carried

5.8 Assurance, Risk and Finance Committee Action Sheet Update March 2022

Agenda item 5.8 document number A3618375, pages 110 - 110 refers

Resolution 2022/10

Moved: Cr Rachel Smith

Seconded: Member Adele Gardner

That the Assurance, Risk and Finance Committee receive the report Action Sheet Update March 2022.

In Favour: Deputy Mayor Court, Crs John Vujcich, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania, Members Bruce Robertson, Mike Edmonds and Adele Gardner

Against: Nil

Carried

Notes:

Program Darwin to be included to next Action Sheet 27 April 2022.

6 Te Wāhanga Tūmatati / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2022/11

Moved: Chairperson John Vujcich

Seconded: Member Bruce Robertson

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
6.1 - Confirmation of Previous Minutes	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
6.2 - Technology Update Report	s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
6.3 - FNDC Current Legal Action Potential Liability Claims Report	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

In Favour: Crs John Vujcich, Bruce Robertson, Ann Court, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania, Mike Edmonds and Adele Gardner

Against: Nil

Carried

The meeting was adjourned from 2:38 pm to 2:45 pm.

Member Edmonds left the meeting at 2:45pm

Confirmation of Information and Decisions to be released in Public

Resolution 2022/11

Moved: Chairperson John Vujcich

Seconded: Member Bruce Robertson

That the Assurance, Risk and Finance Committee confirms the information and decisions contained in the part of the meeting held with public excluded not be restated in public meeting as follows:

· 6.2 Technology Update Report

· 6.3 FNDC Current Legal Action Potential Liability Claims Report

In Favour: Deputy Mayor Court, Crs John Vujcich, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania, Members Bruce Robertson, Mike Edmonds and Adele Gardner

Against: Nil

Carried

7 Karakia Whakamutunga – Closing Prayer

Cr Kelly Stratford closed the meeting with a karakia.

8 tE kAPINGA hUI / Meeting Close

The meeting closed at 3:27 pm.

The minutes of this meeting will be confirmed at the Assurance, Risk and Finance Committee Meeting held on 27 April 2022.

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CHAIRPERSON

Ordinary Council Meeting Agenda

7 April 2022

MINUTES OF Far North District Council
Strategy and Policy Committee Meeting
HELD AT THE Virtually via Microsoft Teams
ON Tuesday, 22 March 2022 AT 9:30 am

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

1 Karakia TimatAnga – Opening Prayer

Deputy Chairperson David Clendon commenced the meeting and General Manager Darren Edwards opened with a karakia.

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

2.1 Apologies

Resolution 2022/11

Moved: Cr David Clendon

Seconded: Cr John Vujcich

That an apology be received from Chairperson Cr Rachel Smith and Cr Kelly Stratford and a leave of absence granted.

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

Against: Nil

Carried

3 Ngā Tono Kōrero / Deputation

There were no deputations for this meeting.

4 Confirmation of Previous Minutes

4.1 Confirmation of Previous Minutes

Agenda item 4.1 document number A3618562, pages 16 - 23 refers.

Resolution 2022/12

Moved: Cr John Vujcich

Seconded: Cr Felicity Foy

That the Strategy and Policy Committee agrees that the minutes of the meeting held 8 February 2022 be confirmed as a true and correct record.

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

Against: Nil

Carried

5 Reports

5.1 Parking on State Highways Bylaw

Agenda item 5.1 document number A3585204, pages 24 - 30 refers.

Resolution 2022/13

Moved: Cr Moko Tepania

Seconded: Cr Dave Collard

That the Strategy and Policy Committee recommends that the Council approve, that the Parking Bylaw, to be made under section 22AB of the Land Transport Act 1998, be amended to include the regulation of parking and stationary vehicle offences on State Highways as per the delegation given by Waka Kotahi.

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

Against: Nil

Carried

5.2 Adoption of the Regional Climate Change Adaptation Strategy

Agenda item 5.2 document number A3594420, pages 31 - 126 refers.

Resolution 2022/14

Moved: Cr David Clendon

Seconded: Cr Moko Tepania

That the Strategy and Policy Committee recommends that Council adopts the Te Taitokerau Climate Change Adaptation Strategy.

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

Against: Nil

Carried

5.3 Review of Maritime Facilities and Mooring Charges Bylaws

Agenda item 5.3 document number A3602441, pages 127 - 171 refers.

Resolution 2022/15

Moved: Cr Moko Tepania

Seconded: Cr John Vujcich

That the Strategy and Policy Committee recommend that Council approve the development of a new Maritime Facilities Bylaw, under section 145 and 146 of the Local Government Act 2002.

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

Against: Nil

Carried

5.4 FNDC Speed Limit Reviews - Recommended Speed Limits

Agenda item 5.4 document number A3604276, pages 172 - 405 refers.

Resolution 2022/16

Moved: Cr Moko Tepania

Seconded: Cr John Vujcich

That the Strategy and Policy Committee recommend that Council:

a) receive, in its capacity as a Road Controlling Authority, the attached Regional Speed Limit Review Technical Report – Kaitāia-Awaroa-Broadwood-Moerewa urban and Te Oneroa-a-Tōhe Ninety Mile Beach (Attachment 2).

b) approves, in its capacity as a Road Controlling Authority, pursuant to Section 22AB(1)(d) of the Land Transport Act 1998, new speed limits set out in the Regional Speed Limit Review - Kaitāia-Awaroa-Broadwood-Moerewa urban and Te Oneroa-a-Tōhe Ninety Mile Beach – Recommendations Report, as set out in Attachment 1

c) defers making amendments to the Speed Limits Bylaw 2019 set out in Attachment 1 Regional Speed Limit Review - Kaitāia-Awaroa-Broadwood-Moerewa urban and Te Oneroa-a-Tōhe Ninety Mile Beach – Recommendations Report until signage to make the new speed limits enforceable is installed.

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

Against: Nil

Carried

The meeting was adjourned from 11:33 am to 11:45 am.

6 Information Reports

6.1 Update on Spatial Planning

Agenda item 6.1 document number A3549925, pages 406 - 409 refers

Resolution 2022/17

Moved: Mayor John Carter

Seconded: Cr John Vujcich

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

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

Against: Nil

Carried

At 12:02 pm, Mayor John Carter left the meeting. At 12:22 pm, Mayor John Carter returned to the meeting.

6.2 Joining the Sustainable Business Network

Agenda item 6.2 document number A3606348, pages 410 - 470 refers

Resolution 2022/18

Moved: Cr David Clendon

Seconded: Cr Moko Tepania

That the Strategy and Policy Committee receive the report - Joining the Sustainable Business Network.

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

Against: Member Belinda Ward

Carried

6.3 Strategy and Policy Action Sheet Update March 2022

Agenda item 6.3 document number A3618577, pages 471 - 480 refers

Resolution 2022/19

Moved: Mayor John Carter

Seconded: Cr Moko Tepania

That the Strategy and Policy Committee receive the report Action Sheet Update March 2022.

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

Against: Nil

Carried

7 Karakia Whakamutunga – Closing Prayer

Cr Moko Tepania closed the meeting with a karakia

8 tE kAPINGA hUI / Meeting Close

The meeting closed at 12:39 pm.

The minutes of this meeting will be confirmed at the Strategy and Policy Committee Meeting held on 3 May 2022.

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

CHAIRPERSON

Ordinary Council Meeting Agenda

7 April 2022

MINUTES OF Far North District Council
Infrastructure Committee Meeting
HELD AT THE Virtually via Microsoft Teams
ON Wednesday, 23 March 2022 AT 9:30 am

PRESENT: Chairperson Felicity Foy, Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr Dave Collard, Cr John Vujcich, Member Adele Gardner

1 Karakia TimatAnga – Opening Prayer

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

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

Apology

Resolution 2022/8

Moved: Chairperson Felicity Foy

Seconded: Cr John Vujcich

That the apology received from Crs Rachel Smith and Kelly Stratford be accepted and leave of absence granted.

In Favour: Mayor John Carter, Deputy Mayor Court, Crs Felicity Foy, Dave Collard, John Vujcich and Member Adele Gardner

Against: Nil

Carried

3 Ngā Tono Kōrero / Deputation

There were no deputations.

4 Confirmation of Previous Minutes

4.1 Confirmation of Previous Minutes

Agenda item 4.1 document number A3613406, pages 14 - 19 refers

Resolution 2022/9

Moved: Chairperson Felicity Foy

Seconded: Member Adele Gardner

That the Infrastructure Committee confirm that the minutes of the meeting held 9 February 2022 be confirmed as a true and correct record.

In Favour: Mayor John Carter, Deputy Mayor Court, Crs Felicity Foy, Dave Collard, John Vujcich and Member Adele Gardner

Against: Nil

Carried

5 Reports

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

Agenda item 5.1 document number A3572769, pages 20 - 117 refers

Resolution 2022/10

Moved: Deputy Mayor Ann Court

Seconded: Mayor John Carter

That the Infrastructure Committee recommends to Council that:

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

That the Infrastructure Committee notes that:

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

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

In Favour: Mayor John Carter, Deputy Mayor Court, Crs Felicity Foy, Dave Collard, John Vujcich and Member Adele Gardner

Against: Nil

Carried

6 Information Reports

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

Agenda item 6.1 document number A3612506, pages 118 - 130 refers

Resolution 2022/11

Moved: Chairperson Felicity Foy

Seconded: Deputy Mayor Ann Court

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

In Favour: Mayor John Carter, Deputy Mayor Court, Crs Felicity Foy, Dave Collard, John Vujcich and Member Adele Gardner

Against: Nil

Carried

The meeting was adjourned from 10:42 am to 11:00 am.

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

Agenda item 6.2 document number A3612880, pages 131 – 383 refers

Resolution 2022/12

Moved: Chairperson Felicity Foy

Seconded: Cr John Vujcich

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

In Favour: Mayor John Carter, Deputy Mayor Court, Crs Felicity Foy, Dave Collard, John Vujcich and Member Adele Gardner

Against: Nil

Carried

6.3 Infrastructure Committee Action Sheet Update March 2022

Agenda item 6.3 document number A3621517, pages 384 - 386 refers

Resolution 2022/13

Moved: Chairperson Felicity Foy

Seconded: Mayor John Carter

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

In Favour: Mayor John Carter, Deputy Mayor Court, Crs Felicity Foy, Dave Collard, John Vujcich and Member Adele Gardner

Against: Nil

Carried

7 Te Wāhanga Tūmatati / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2022/14

Moved: Chairperson Felicity Foy

Seconded: Mayor John Carter

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
7.1 - Confirmation of Previous Minutes - Public Excluded	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
7.2 - Tourism Infrastructure Fund Applications - March 2022	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

In Favour: Mayor John Carter, Deputy Mayor Court, Crs Felicity Foy, Dave Collard, John Vujcich and Member Adele Gardner

Against: Nil

Carried

Confirmation of Information and Decisions to be released in Public

Resolution 2022/15

Moved: Mayor John Carter

Seconded: Member Adele Gardner

That the Infrastructure Committee confirms the information and decisions contained in the part of the meeting held with public excluded not be restated in public meeting as follows:

· 7.2 Tourism Infrastructure Fund Applications - March 2022

In Favour: Mayor John Carter, Deputy Mayor Court, Crs Felicity Foy, Dave Collard, John Vujcich and Member Adele Gardner

Against: Nil

Carried

8 Karakia Whakamutunga – Closing Prayer

General Manager Darren Edwards closed the meeting with a karakia. closed the meeting with a karakia.

9 tE kAPINGA hUI / Meeting Close

The meeting closed at 12:34 pm.

The minutes of this meeting will be confirmed at the Infrastructure Committee Meeting held on 4 May 2022.

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

CHAIRPERSON

Ordinary Council Meeting Agenda

7 April 2022

7.3 Lindvart Park Pavilion, Kaikohe Project

File Number: A3641588

Author: Angie Thomas, Manager - Accounting Services

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

Take Pūrongo / Purpose of the Report

To formally approve Council’s continued support for the Lindvart Park project as follows:

a. A capital contribution to the project of $3,226,493

b. An increase in operational support from $40,000 to $75,000 in the 2024-2034 Long Term Plan

WhakarĀpopoto matua / Executive Summary

· MBIE have a funding agreement with Lindvart Park Kaikohe – Sportsville to provide funding of $6,250,000 towards a new facility.

· Additional funding has been secured by Sportsville from the NRC of $1,400,000 and Lotteries of $512,380.

· The 2021/2031 Long-Term Plan include a council contribution of $3,226,493.

· MBIE are now reviewing all projects that have yet to break ground and are seeking assurance that funding partners remain committed to the project.

tŪtohunga / Recommendation

That Council:

a) Re-affirm the capital commitment of $3,226,493 to the Lindvart Park Kaikohe – Sportsville project.

b) Approve an increase in operational grant support to Sportsville of $35,000 from year one of the 2024/2034 Long-Term Plan

1) TĀhuhu kŌrero / Background

Kaikohe and District Sportsville manage the current sporting facilities at Lindvart Park on Penny Crescent, Kaikohe, on behalf of the Far North District Council. These facilities include regulation courts, several playing fields (both natural and synthetic), lights for night games and a Pavilion building.

Te Ao Māori News referred to Kaikohe as being the fittest town in the mid north. Kaikohe is often seen as having a negative reputation for crime, unemployment and poverty but this small town is becoming the fitness hub of the North, with locals promoting health and wellbeing as the new face of their kāinga.

Having the Lindvart Park pavilion will add to the plethora of activities currently running in town providing a central hub within our Sportsville arena, this will provide opportunity for a suite of activities and sporting codes across the community to be provided from one centre.

This facility is geographically well positioned to reduce travel commitments for sporting codes. Rangatahi (youth) can then participate in the many sporting codes that Kaikohe can offer.

As part of the Long-Term Plan 2021-2031, Council approved $3,226,493 as Council Share towards the Lindvart Park pavilion, Kaikohe project alongside a Provincial Growth Fund (PGF) contribution of $6,250,000.

There is an existing operational grant of $40,000 for the existing pavilion building in the Long-Term Plan 2021-2031.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The current facilities at Lindvart Park are outdated and undersized and this project includes updating and construction of new facilities for 25 sporting code across the far north. The work includes upgrade of court facilities, roading and carparking improvements, safer access around the entire park. A new pavilion capable of providing two full sized competition indoor courts and supporting facilities is planned. A recent sport strategy plan for the region has identified the need for this project.

This project also provides an ideal opportunity to provide confidence and assurance to the people of Kaikohe, Ngapuhi and Northland by demonstrating that collaborative approaches through partnerships to achieve a goal and offer a framework to realise the region's full potential. The implementation and achievement of this significant infrastructure project would be a shining light to the principle of teamwork and has the potential to be a positive change agent for local communities, hapu and iwi within the Northland Region.

On the 25^th of February 2022, a meeting was had with key staff from the Ministry of Business, Innovation & Enterprise (MBIE) and the Lindvart Park Pavilion project team. A change to the MBIE funding requirements meant that the Lindvart Park project team was to provide an updated response to the project scope and budget changes.

MBIE now need to be assured that funding partners remain committed to the project and continued support from MBIE funding is now pending and a decision will be confirmed in April 2022.

Council currently supports Sportsville with an operational grant of $40,000. However, once the amended project scope and budget has been approved by MBIE, a total of $75,000 will be required to support the operations of the new facility. Commitment to increasing the grant funding to $75,000 from 2024/25 onwards is now sought.

Capital Funding

MBIE funding requirements needed the Lindvart Park project team to provide an updated response to the project scope and budget:

1. Demonstrate the current scope of works associated with the project vs the scope of works at time of contract with MBIE, to include m2 where applicable. This should also, demonstrate any additional scope added to the project that was not envisaged at time of contract.

2. Show the latest project budget and explain any mitigation measures that can be put into place to ensure the project achieves budget based on no further funds being received.

3. Demonstrate the current secured funding and explain the unsecured funding, giving timelines for decisions.

Operational Funding

Currently, Council allocate $40,000 towards Kaikohe and Districts Sportsville as a grant. Once the new building is operational an additional $35,000 will be required, a total of $75,000. A draft budget has been included below.

Future Capital renewals

This project, once complete, will follow the same model as Te Ahu in Kaitaia. Kaikohe and District Sportsville will own the building and Council will put a “public access” agreement in place in order to establish its capital contribution as an intangible asset. This would represent the value of the capital contribution of $3,226,493 and would be “depreciated” over time to provide for strategic asset renewals (structural areas and services). Any renewals required relating to the internal fit out would be funded by Kaikohe and District Sportsville directly or through additional grants or fund raising.

Take Tūtohunga / Reason for the recommendation

To approve in principle the release of capital funds of Council share of no more than $3,226,493 as approved in the Long-Term Plan 2021-2031 and operational grant of $75,000 to be included in the Long Term Plan 2024-2034.

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

There is an approved capital contribution of $3,226,493 in the Long-Term Plan 2021-2031. The implications arising from this funding are already included in the proposed rate predictions and will currently form part of the Kaikohe-Hokianga ward rate. An operational grant fund of $40,000 is already provided for as part of the above rate and approval to increase this by $35,000 as part of the Long-Term Plan 2024-2034 is sought. Based on current information, this would be an increase in the ward rate of $4.70 per SUIP.

Āpitihanga / Attachments

Nil

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	No specific legislation applies to this report
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 project relates to the Kaikohe-Hokianga ward
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 specific implications for Māori.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	There is a number of interested groups and sporting codes
State the financial implications and where budgetary provisions have been made to support this decision.	An additional Kaikohe-Hokianga ward rate of $4.70 per SUIP
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Ordinary Council Meeting Agenda

7 April 2022

7.4 Packaging of the Three Waters Capital Programme of Works

File Number: A3647947

Author: Tanya Proctor, Manager – Infrastructure Programme Delivery (Acting)

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

Take Pūrongo / Purpose of the Report

To seek approval for the packaging of an annual programme of works for water, wastewater and stormwater capital projects as previously discussed and confirmed at the October Annual Plan Workshop.

WhakarĀpopoto matua / Executive Summary

· Staff have previous highlighted that to maximise delivery of the capital work programme there is a need to package work to achieve operational and procurement efficiencies.

· Council has an existing Water Services Alliance Agreement contract with Ventia that allows for capital works to be undertaken.

· Councils Water Bylaw requires all works on live water mains to be carried out by officers or agents of Council.

· A packaged annual programme of works is a planned and strategic approach to the delivery of water, wastewater and stormwater capital projects.

tŪtohunga / Recommendation

That Council approves the packaging of a programme of works up to $4,000,000 annually to Far North Waters in accordance with the Water Services Alliance Agreement to enable the delivery of Council’s Long Term Plan Capital programme.

Council approves an annual operational budget increase of $250,000 for the additional overheads that will apply to operational work delivered by Far North Waters if that committed cost cannot be capitalised.

1) TĀhuhu kŌrero / Background

The annual capital works programme comprises of both new and renewal waters projects. These projects have traditionally been procured individually which is an inefficient practice. A packaged programme of works will reduce the number of individual procurements for similar work, reducing project management time and costs and allowing for quicker delivery of projects.

The value of the proposed packed programme from FY21/22 to Far North Waters is up to $4,000,000, which is 14% of the overall forecast water, wastewater and stormwater budget of $28,292,113.

The full allocation of site overhead costs are provided for under the Operations and Maintenance Alliance Agreement. However, a portion of these site overhead costs has historically been allocated against the Project Delivery arm of Ventia and therefore, not charged as part of our operational expenditure. This was done on the basis that Far North Waters would receive an annual capital works programme in the order of $4,000,000 as outlined in Appendix D of the Alliance Agreement.

Clause 3.1.1.3 of the Water Services Alliance Agreement between Council and Ventia contract with Far North waters reads:

“Capital Works at Council’s absolute discretion may be allocated to Far North Waters. This would include reactive renewals, planned renewals, minor and other capital works. The process for this is outlines within Schedule 5 and Appendix D”. Schedule 5 and Appendix D are attached.

The water main and meter renewals are to be carried out by Far North Waters and is supported by bylaw. Clause 718.1 of Council’s Water Bylaw reads:

“No person, other than an officer or an agent of Council shall, without express written authority signed by the Chief Executive, make any connection with or otherwise interfere with, any part of the water works system”.

The proposed works are on operational sites and include upgrades of wastewater pump stations. Utilising Ventia’s Project Team ensures service continuity and minimal disruptions while operating on live networks. This also reduces the handover risk to Council.

This dedicated project team also provides a level of resilience to the delivery of services. This has been significant in both the 2019/20 drought with the agile delivery of temporary water sources and in the recent Omicron operating environment with project team members able to assist operations with business continuity in maintaining services despite the impact of Covid reducing staffing levels.

The “stranded” portion of site overhead costs deemed to have been chargeable against capital projects represents an additional cost to the operational contract of $200,000-$250,000 should a dedicated project delivery team not be sustainable by Ventia.

Projects considered to be undertaken by other suitable civil contracting companies or with insufficient justification to direct award, will continue to be procured via a Request for Quote or Open Tender process in accordance with Council’s Procurement Policy.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Option 1: Continue to procure individually.

This option does not improve efficiencies, but it is a process that could be continued. This may reduce the quantum of delivery over the year and create risks when external contractors need to work on live operational assets.

Option 2: Approve a programme of works (preferred option).

This option will reduce the procurement time and allows the work to be programmed in by the contractor, allowing for continuity of service delivery.

It also enables Ventia to continue to provide a sustainable Project Delivery Team to deliver the additional benefits described in the background section of this report.

Take Tūtohunga / Reason for the recommendation

A planned package based approach utilising existing contracts will reduce time and cost of staff procuring individually.

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

All projects in the proposed packaged programme of works were forecast spends for FY21/22 as approved in the Long-Term Plan.

Āpitihanga / Attachments

1. Proposed Programme of Work - A3648804 ⇩

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	The significance is low as projects listed are in the Long-Term Plan.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The Water Bylaw and Water Services Alliance Agreement are referred to.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	The projects are scheme based and Community Boards have been engaged through the Long-Term Plan approval.
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.	Utilising existing operation and maintenance contractors that are familiar with water, wastewater and stormwater safety and protocols, will reduce the risk of water contamination or wastewater spills to land or water bodies.
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 not considered to be any further affected or interested parties.
State the financial implications and where budgetary provisions have been made to support this decision.	All budgets were included in the Long-Term Plan and have been timed for this programme of works.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

PROPOSED PROGRAMME OF WORK

LTP Projects	Budget
Kaitaia Backwash Tank	$ 291,762.00
Kaitaia WTP Sandfilter	$ 210,000.00
Okaihau Headworks	$ 33,158.00
Kerikeri Stream Intake Weir	$ 261,970.00
Pumpstation East Coast	$ 163,900.00
Pumpstation Paihia	$ 193,600.00
Pumpstation Kohukohu	$ 38,500.00
Pumpstation Whatuwhiwhi	$ 38,200.00
Pumpstation Kaikohe	$ 71,500.00
Pumpstation Whangaroa	$ 38,500.00
Pumpstation Opononi	$ 53,900.00
Pumpstation Kaitaia	$ 56,300.00
Russell WWTP Screen	$ 97,825.00
Russell Backwash Tank	$ 22,060.00
Kawakawa Sewer Realignment	$ 67,049.00
Russell UV Renewal	$ 67,861.00
Ahipara UV Renewal	$ 100,000.00
Pumpstation H&S Improvements	$ 13,423.00
Kaeo WW Balance Tank	$ 26,333.00
Kaikohe Septage Screen	$ 175,000.00
Kaitaia Septage Screen	$ 90,000.00
Pumpstation Kawakawa	$ 91,300.00
Kawakawa Aerator	$ 330,000.00
Pumpstation Lonely Valley	$ 160,000.00
Russell Pond Liner	$ 197,825.00
	$ 2,889,966.00


Variation Applications Received
Ahipara Leachate	$ 74,359.00
Taraire Hills WTP Compliance	$ 121,370.00
	$ 195,729.00


	$ 3,085,695.00

Welcome to the latest summary report of Council activities

Introduction from Shaun Clarke, Chief Executive

This is my last report to Council as Chief Executive as my five-year tenure comes to an end in March. Blair King has been appointed and Council welcomes his arrival on 21 March. It has been a pleasure to serve the Elected Members and lead an organisation with such talented people. I wish Blair all the best.

We also farewelled Manager – Communications Richard Edmondson and I’d like to thank Richard for his dedicated service to Council. I am pleased to advise that Ruben Garcia has been appointed as the new Manager – Communications and he will join Council in May.

A lot of hard work by Council was recognised during this period, with the following awards received:

· Future of Work Award at the Human Resources New Zealand’s NZ HR Awards 2022 for our hybrid working model

· Best Workplace Flexibility Program at the annual Human Resources Director Awards NZ for our hybrid working model

· Excellence in Project Innovation Award at the Institute of Public Works Engineering Australasia (IPWEA) 2021 NZ Excellence Awards for the Paihia Wastewater Treatment Plant

· Kaitāia won the title of Most Beautiful Small Town at Keep New Zealand Beautiful’s Beautiful Awards 2021 due to the public artworks and placemaking projects the community has delivered under the Te Hiku Open Places Revitalisation Project

· Council was also shortlisted for the Australasian Financial Review Best Places to Work award for the hybrid model implemented. This recognises Australia and New Zealand-based companies pioneering best practices in areas such as wellbeing, flexibility, and equality. I would like to thank the Elected Members for their support of the work that has gone into creating great places and supporting our people.

It was also pleasing to see a number of new facilities opened during this time including:

· Korora Park pump track in Ahipara

· Memorial Park pump track Kaitāia

· Skate park and basketball court at Kerikeri Domain

· The new 160m-long wharf at Rangi Point (which was part of a package of works which also saw upgrades to three Hokianga Harbour wharves at Motutī, Te Karaka and Māngungu completed)

I would like to thank Elected Members, staff and community groups for supporting and enabling these projects to be delivered.

The organisation continued to support the District Health Board by encouraging people to get vaccinated against COVID-19. Risk assessments and consultation was completed with staff in potential ‘high risk’ roles; the majority of those roles were deemed as needing to be undertaken by double-vaccinated people. Most employees in these roles were double-vaccinated or were able to be redeployed to other jobs. Plans for managing Omicron were made, with the sector asking local government operations to plan for a 25% reduction in staff as the virus continues to spread. These plans are now in place and are being enacted as we see more staff contract the virus. In considering the welfare of our people, the decision was made to implement a requirement for My Vaccine Passes at libraries and Museum @ Te Ahu, particularly as a lot of the services on offer can be accessed online now.

During this reporting period Taumata Arowai replaced the Ministry of Health as the regulator of drinking water supplies. The Government also announced the establishment of a National Transition Unit (NTU) to ensure a consistent and coordinated transition to the new four-entity structure. Members of the NTU outlined the road map to the new water service entity structure at presentations to staff with a focus on the people and workforce workstream.

A significant fire at Waiharara started on December 18 and burnt through 2800ha of mostly wetland scrub. It twice caused the evacuation of Kaimaumau and saw firefighers and community volunteers spend countless hours battling the blaze. I would especially like to thank the Mayor, Councillor Dave Collard and other Elected Members that supported the community during this difficult and lengthy period. A Mayoral Relief fund was instigated and a number of applications have been successful in receiving support. A Recovery Governance Group has been formed and terms of reference completed. This group will take a coordinated approach to recovery with representatives from the Ministry of Primary Industries, Fire & Emergency NZ, Council, Ngai Takoto and Department of Conservation.

The Far North also saw the effects of tropical cyclone Dovi in February which saw winds of up to 90km/h causing 35 major power outages across the region. There were also 45 fallen tree incidents in our southern roading area alone.

The virtual Love Your Work Awards showcased our value of Manaakitanga and it was particularly great to see collaboration across teams being recognised. Fifteen individuals and three teams received awards at our November ceremony and another eight individuals and one team in February. I would like to thank Deputy Mayor Ann Court for being a firm supporter of these awards and for the heartfelt words of encouragement that are shared.

Council has run a cadet programme in partnership with the Ministry of Social Development since 2006, the purpose of which is to create a special ‘first steps’ work experience for high caliber candidates. In November we were privileged to welcome five new cadets. The kaupapa of the cadet programme aligns with the Mayors Taskforce For Jobs and we have six current Council employees who have gone through the programme in previous years. We have had more than forty cadets through Council over the life of the programme.

The Northland Chief Executive’s forum convened in November to discuss the region’s economic development strategy, the Northland Forward Together work programme, three waters reform and emerging sector and region challenges. The February meeting included a presentation on renewable energy zones and discussion on the 2022 local government elections as well as the sector reform programme.

The Iwi and Local Government Chief Executives (ILGACE) forum convened in December and received a presentation on COVID-19 in Northland as well as discussing the Te Tai Tokerau climate adaptation strategy, RMA reform, future for local government and outstanding natural landscapes in the coastal marine area.

Other highlights have included:

· The launch of our ‘plant on a page’ information on the FNDC website, providing a detailed description of the wastewater facility, its location, the type of treatment process (most are pond-based), planned upgrades and any upcoming consent renewals.

· Revitalisation of the Elected Member Lounge in Microsoft Teams with links to public information on Council’s website and background resources, such as Council resolutions or reports.

· The second of our quarterly ‘all staff’ virtual meetings was held, with over 250 participants hearing about what we achieved in 2021 and customer improvement initiatives the Environmental Health team has made aligning to our organisational strategy.

· Libraries introduced new self-service kiosks allowing all library members to check-out their own books, magazines and other library materials, view their accounts and see whether fees or late items are owing.

· The launch of dog desexing vouchers, where each voucher waives this cost, but owners must first register and microchip their dog to qualify.

· Our website went live with the Far North boat ramp guide, showcasing our maritime facilities and making it easier and safer for people to access the water.

Operational performance during this period saw:

· Comparison of December 2021 with December 2020.

o 26.23% decrease in financial interactions at Service Centres

o 17.81% decrease in calls to the Contact Centre

o 15.90% decrease in AskUs emails received

o 9.80% decrease in building inspections booked

o 47.68% decrease in visits to Service Centres

o 129.41% increase in online registrations

o 44% decrease in visitor numbers

o 46% decrease in retail revenue

o 50% decrease in transaction spend

o 48% decrease in transaction numbers

o 75.7% increase in ebook and audio downloads

o 5.4 % decrease in library website sessions

o 79.3% increase in digital checkouts

· 221 RFSs were received for Animal Management in December 2021; 34 urgent and 187 non-urgent

· Animal Management responded to requests within service level agreement timeframes, 97% achieved for urgent responses and 94% for non-urgent responses was achieved

· 20 dogs were impounded in December, resulting in six being claimed by their owners, two dogs taken by a Rescue Group and three being adopted out to new homes

· 111 RFS were received in December 2021, a decrease of 38 RFSs on the previous month

· 117 noise complaints received and responded to in December. This is 43 more than the preceding month

· 86 RMA applications in December 2021 compared to 48 in the previous financial year and 53 in the 2019/2020 financial year

· 86 decisions Resource Consents were issuedunder the RMA and LGA in December 2021. Of the 86 decisions, 54 were applications required to comply with statutory timeframes and recorded by the Ministry for the Environment (MFE). 14 consents were outside statutory timeframes for December, resulting in 74% compliance with statutory timeframes

· 27 Food Verification audits were completed in December 2021

· Building received 142 consents for the month of December which is the highest tally for December in the last 5 years

· Compliance remains at 100% with the BCA issuing consents, on average, in 14 days with 108 issued in December

· Code compliance certificates remain at 100% compliance, with 55 code compliance certificates (CCCs) issued, on average, in 6 days in December

· 61 swimming pool inspections were carried out during the month of December

· 12 BWOF audits were carried out during December

· 11 Statutory Notices were served during the month of December for breaches of the Building Act 2004

· 25 Development Applications were received by the Road Safety and Traffic Planning team, with 23 processed during December

· Hokianga ferry revenue was down by approximately 30% compared to December 2020

· 50% less roading RFS were received in December when compared to November (noting December is a shorter month); the category ‘potholes, edge breaks, corrugations’ of RFS had the biggest decline

Governance

Workshops and Briefings

It was a busy period leading into the end of the year with multiple workshops and Council meetings, conducted mostly virtually due to COVID restrictions. Whilst the medium of virtual is not always ideal, Officers appreciate being able to have elected member time to progress the work of Council.

Kaitaia Speed Limit Hearing

FNHL Workshop – 2

Risk Workshop – 2

Annual Plan – 4

Big Ideas Lab

Treated Wastewater to Land

District Plan Briefing

District Plan – Natural Hazards

District Plan – RMA Reform

District Plan – Heritage

District Plan – Biodiversity

District Plan – Response to Growth

Climate Assessment Policy

Council meetings – 4 November; 14 and 16 December

Community Board Workshop and Working Party

There was one Combined Community Board workshop held on 17 November. There have not been any working party meetings in the period.

Training

All training events planned for Elected Members continue to either be postponed or cancelled due to COVID.

CEO Office

People and Capability

Award Bid Results

We have won the “Best Workplace Flexibility Programme Award” by HRD Awards New Zealand. Our hybrid remote working model was assessed on consultation, strategy, implementation, and results, which have allowed us to adapt quickly to pandemic restrictions with a resilient and flexible workplace. Other nominees for this category included McDonalds and AIA New Zealand.

We are awaiting the results of a further two Award bid entries with Human Resources Institute of New Zealand for the “2022 Future Focus of Work Award” and Australian Financial Review “Best Places to Work List”.

Engagement Survey Results

Our annual engagement survey results are in the process of cascading to business groups. The survey was outsourced to an external provider, Workday Peakon. Participation in the survey was high with strong engagement, resulting in 4,329 individual comments. Our overall engagement score indicates that we are in the middle range of the government sector, set against a global benchmark. The results have enabled insights into engagement, diversity and inclusion, health and wellbeing and our Values.

Talent and Succession Planning

Business Groups focused on talent and succession planning with their people. Agility, career aspirations, developmental gaps, flight risk and critical positions have been identified. An emphasis on learning and development plans, for nurturing our internal talent, has been encouraged.

Leader Development

The New Leaders 101 workshop which is presented by the People & Capability Advisors have set dates for the year and the first session will be held on 30 March 2022. Last year’s workshop received positive feedback since a broad spectrum of people-related topics are discussed and interactive conversations are held with a question and answer session at the end and links to in-house data resources are supplied for ongoing support.

During this period, we have run three Recruitment 101 workshops to assist People Leaders with the CIAnywhere recruitment process. These workshops have consisted of a demonstration in the test system of CIAnywhere along with an overview of the full recruitment process with the opportunity for a Q&A at the end. Feedback from these sessions has been positive and we plan to run Recruitment 101 workshops quarterly going forward.

Tō Taumata

Our new internally developed Leadership programme kicked off in November with our 10 successful leaders. The Capability Group has been appointed to facilitate and lead this programme following the departure of a staff member.

COVID -19 High Risk Roles Identified

In November we consulted with our people who were deemed at high risk in their role for transmission or infection from COVID-19. Following consultation, those roles are mandated to be fully vaccinated. 11 staff elected not be vaccinated, 4 took up redeployment (1 was unsuccessful) and 6 people chose to leave Council.

CEO Office

We are proud to announce that the recruitment campaign for the new CEO has successfully closed with the appointment of Blair King as the new CEO. Arrangements have started to ensure a smooth onboarding and induction process for Blair on the 21st March 2022. The People & Capability team have secured a six-month fixed term staff member to assist the team with workload while more HRP system improvements take place. Further positive news is the appointment of a new People & Capability Operations Manager who commenced employment on the 21st of February 2022.

Regretfully we have bid farewell to the long-term Manager of Communications. Recruitment towards this vacancy commenced in mid-February.

Infrastructure & Asset Management Group

We are experiencing continued difficulty in filling positions that are seconded to the Northland Transportation Alliance. We are working with our colleagues from Kaipara District Council, and Whangarei District Council to recruit for these roles.

Our Council’s Engineering team has appointed a new Development Engineer. This will assist in delivering the high workload in areas such as development and Services connections.

We have regretfully bid farewell to the Maintenance & Operations Manager during January. Recruitment for this role is nearing completion at the time of this report.

Work is progressing in the background for the Three Waters Reform. IAM leaders are giving frequent feedback and updates to the wider organisation, as it is received from Central Government.

Strategic Planning & Policy

We have seen the successful recruitment of a Programme Manager to deliver Council’s Digital strategy; “Nothing but Net”. Our Te Hono team has been successful in appointing some new talent and is being led by our new Pouhautu -Te Hono.

A welcoming and insightful slideshow about Maori engagement and the values of Te Tiriti O Waitangi is being presented by one of our Kaiarahi Kaupapa Maori staff members at every fortnightly induction. People & Capability and Te Hono are proud to meet New Starters this way.

Corporate Services Group

Recruitment in IT has been a struggle. Roles are being advertised more than 3 times. This clearly indicates we are part of the nation-wide struggle in recruiting talent for technical roles.

District Services Group

Recruitment is ongoing with District Services and this too has been a struggle. District Services Managers are meeting early in March to look at ways to attract future talent.

Staffing, Salaries, and Training

Current Staffing Levels

Actual Full Time Equivalent (FTE) at 28 February 2022	Annual Plan Establishment (FTE)
339.53	386.20

· The figure for the Actual FTE is based on permanent staff numbers

· Established FTE is based on permanent position numbers

Salaries and Training

Financial Performance as at 28 February 2022	YTD Actual	YTD Budget	YTD Actual vs Budget	Annual Budget
Salary Costs	$21,072,462	$21,123,795	$51,333	$32,305,150
Training Costs	$178,768	$451,840	$273,072	$677,774
Trainings as a % of Salaries (Sector average is 4%)	0.8%			2.1%

Recruitment Breakdown

Department	Recruiting	Positions Under Review	Pending Recruitment
CEO/Communications/People & Capabilities	1	1	0
Corporate Services	7	0	1
District Services	17	1	3
Infrastructure & Asset Management/NTA	5	3	3
Strategic Planning & Policy	2	1	1
Total	32	6	8

Health, Safety & Wellbeing (HSW)

Summary of Activities

• Revised HSW 001 Health, Safety and Wellbeing Management Policy to be presented to SLT for policy approval.

• COVID-19 Vaccination Risk Assessment work commenced October and continued into December.

• Driver Check commenced – Registering FNDC to NZ Transport Agency (TORO) Transport Organisation Register Online to have the ability to confirm licensed drivers utilising FNDC vehicles.

• Staff Warning Flag (SWF) – Pathway Manual and Promapp process completed. 5 CSO-Multiskilled officers received training to action and review the SWF moving forward.

• Kainga Ora staff received HSW Induction 23 November 2021.

• Asbestos Awareness Training 8th November where 22 staff attended in person or via self-paced online webinar.

• 5 days of Summer Safety & Wellbeing tips week communicated December.

PeopleSafe Story Types – January 21 to January 22

Communication

Activity summary

The focus areas for the Communications Team from November to February were the Council’s response to the COVID-19 pandemic, promoting maritime facilities and recent maritime upgrades as well as advertising refuse and recycling facilities available over the holiday break.

However, the most significant event for the team was the departure of Richard Edmondson, for personal reasons, after more than 10 years in the role of Communications Manager. Richard’s last day was 11 February and his departure from the Council is a significant loss. Senior Communications Advisor Ken Lewis will be acting Manager until a permanent replacement for Richard is recruited.

Media releases

The team issued 25 media releases during the November to February reporting period. These were entitled:

· Council wins national award for flexible working

· Vaccine passes required at Council libraries and museum

· Repairs to Ōpua-Paihia coastal trail planned

· Penguin artwork completes Oneroa Bay Beach toilets

· Unsealed road upgrades under way

· New water source for Kaitaia

· Mayoral relief fund for Waiharara Fire

· Praise for Kaimaumau firefighters and volunteers

· Dog owners urged to take extra care during holidays

· Get your pukapuka (book) at Urupukapuka

· Self-service checkouts launched in Council libraries

· Safety concerns force boardwalk closure

· Temporary, alternative route for Twin Coast Cycle Trail

· Boardwalk project transforming famous Mangōnui waterfront

· Far North District Council appoints new CEO

· Council water sources in good shape for summer

· My Vaccine Passes under review

· Plastic recycling options increase for Far North

· My Vaccine passes required at some Council facilities

· New timeline for Proposed District Plan

· Public notification for Ōpononi wastewater consent renewal

· FNDC strives to maintain excellence in consenting performance

· Competition-grade pump track opening in Te Hiku

· Mayors seek meeting with PM over three waters reforms

· New recycling centre for Waitangi

Publication of media releases

Twenty-three of the 25 media releases produced were published in one or more of the four newspapers that circulate in the district.

· Three media releases were published in all four local newspapers

· Five media releases were published in three local newspapers

· Eight media releases were published in two local newspapers

· Four media releases were published in one newspaper

Media enquiries

The team responded to 28 media enquiries from November to February. Key topics of enquiry included COVID-19 My Vaccine Passes and related protests, illegal rubbish dumping, a Coroner’s report into a death at Mangōnui and dog attacks on coastal wildlife.

Social media

Social media outputs and outcomes from November to the end of February included:

· 36 Facebook posts about a range of topics

· 41 LinkedIn posts

· 16 Instagram posts

· Total post reach or how many people saw our posts across our three social media channels was 18,911 (Nov), 16,448 (Dec), 11,720 (Jan) and 55,658 (Feb).

· The dramatic jump in reach for February was due to hugely popular post about Kaitāia’s most beautiful town win and a post on completed maritime projects in Hokianga.

Mayoral support

The team co-wrote nine newspaper columns with the Mayor and Deputy Mayor. The columns took a break during the holiday period, finishing on 16 December and resuming the first week of February. Topics covered over that period included the COVID-19 pandemic, funding for roads and proposed speed reductions, the efforts of firefighters over the summer, a round-up of 2021 and a preview of 2022.

CEO support

The team produced seven editions of weekly newsletter The Weekender, between November and 17 December when the publication stopped for the holiday break. It resumed on 28 January and another five issues were published before the end of February. The team also helped draft regular briefings on the COVID-19 pandemic and other topics for staff.

Other support and outputs

· Fortnightly, full-page adverts in four local newspapers about refuse and recycling facilities available over the holiday break, as well as Council and Far North Holdings Ltd maritime facilities.

· A four-page newsletter about Council projects, which was sent to ratepayers with the 20 February rates bills

· Radio and digital adverts about refuse and recycling facilities

· Radio adverts about maritime facilities.

Corporate

Transformation and Assurance

Audit and Assurance

Four audits have been completed, one audit is underway, and three audit topics are being made ready for audit.

The Audit Recommendation Register has been updated with recommendations now captured for all audits. This has resulted in a significant uplift (to 68) in the number of active recommendations on the register.

Progress is being made by a cross-functional working group established to assess Resource Management Deposits (Bonds) outstanding liabilities. This work is slow due to the need to thoroughly investigate each bond, including ensuring resource consent conditions have been met. To date liabilities have been reduced by over 60%.

Risk

Regular reporting, to the Assurance, Risk and Finance (ARF) Committee, on the top organisational risks and their treatment plans continues.

Five risk progress reports were included in the December 2021 Risk Management Report to the Assurance, Risk and Finance Committee. The Risk Progress Reports on ARF005 Delivery of Service Risk (Affordability), ARF007 Compliance NRC Abatements, ARF009 Customer Service Delivery, ARF010 Data Governance, ARF013 Drinking Water Resilience, and ARF014 Programme Darwin Risk were presented.

The ARF Committee also approved ARF001 Climate Change risk being replaced with four more specific risks relating to organisation transition, community transition, Council physical and natural assets, and climate-related opportunities at this meeting.

Six risk progress reports were included in the February 2022 Risk Management Report to the Assurance, Risk and Finance Committee. ARF003 Health Safety and Wellbeing Vulnerabilities, ARF004 Asset Management, ARF006 Projects Priorities Delivery Delays Risk, ARF012 Contract Management, ARF014 Programme Darwin, and ARF017 Climate Change Direct Risk to Council Physical and Natural Assets were presented.

The ARF Committee also approved removing ARF009 Customer Service Delivery from the Organisational Risk Dashboard at this meeting.

Sustainable Procurement

FNDC has come a long way over the last few years in the Sustainable Procurement space. Most recently, we have brokered an information sharing agreement with Amotai (the country’s leading advocate for Māori and Pasifika businesses in social procurement). We are the first council in New Zealand to enter into such an agreement.

We are also pleased to have created a sustainable procurement dashboard to indicate progress made on the ESEO projects.

In 2022 we expect to see increased conversation, inclusion of sustainable outcomes in tender documents and project plans, an increase in approaches by volunteer groups and a lot more said in the media about sustainability. Also, more pressure from our communities to deliver sustainable outcomes and climate change and a surge in businesses forging their path to be the best for the plant and its people. We are making extremely good progress in the sustainability space - these are exciting times!

Customer Experience Programme

Customer Satisfaction

Our overall customer satisfaction (CSAT) score at the end of the reporting period remains strong with a score of 4.03 (out of 5). We did see a decline in the scores over the lead up to Christmas, which is a trend we see historically, but the teams have turned this around as we end this period on our highest score to date (equal to the score end of the last reporting period in October 2021).

Venues have been impacted by “QR Code fatigue” and we are introducing some new ways to encourage customer feedback by redesigning customer take away collateral. Due to the low response rates we do see some fluctuations in scores due to low responses, these are noted with * below.

Over the period we can report:

· Service Requests CSAT 3.94 (1.1%▼)

· Building Consents CSAT 4.17 (1.85%▼)

· Building Inspections CSAT 4.19 (2.3% ▲)

· Resource Consents CSAT 3.87 (3.3% ▼)

· Visitor CSAT 7.83 (3.33% ▼*)

· Service Centres CSAT 5.00 (0% *)

· Libraries CSAT 5.00 (25% ▲*)

· LIM’s CSAT 4.12 (0.12%▲)

· Property Files Requests CSAT 4.00 (1.8% ▲)

There are 1,356 customer responses in this period and our response rate is slightly lower at 36% due to Christmas and COVID.

Customer Satisfaction & Responses for the last 12 months (scale out of 5)

Customer Satisfaction for reporting period (scale out of 5)

Net Promotor Score (scale –100 to +100)

Net Promotor Score (NPS) is a reputational benchmark, and this has decreased by 4.4 points during this period.

Date and Promise Measures

The average customer contacts have declined (6.87%▼) since the last reporting period and is currently 1.96. Our keeping customers informed has reduced (5.4%▲) with a CSAT of 3.9.

Digital Information Services

ICT Operations and Delivery: 

ICT Service Desk Requests

The number of ICT Service Desk Requests received during the November 2021-February 2022 (4 months) period was 2,757. Overall, the number of requests lodged have trended slightly downwards over the last 12 months.

The number of outstanding requests yet to be resolved is 430 (this is up from 343 in the previous period). 48 of these are awaiting an external vendor or the delivery of equipment, and 133 are awaiting a response from the requester (Pending). There are also a large number of tickets that pertain to the testing phase of the CiAnywhere Finance project.

Unresolved Tickets by Status

Printer Fleet Renewal

We have kicked off a project to review the Councils All-of-Government ’Printing Technology and Associated Services’ Contract which is due for renewal. Over the last few years, a huge amount of work has been completed to move Councils processes from paper to digital, such as the Property File Digitisation and Online Services projects. This has meant the need for print services has reduced significantly. A full review and ‘right-sizing’ exercise is taking place to ensure the appropriate printers are installed only where they are needed. A ‘Request for Proposal’ went out to the All-of-Government print technology vendors in February 2022. Proposals are due 31 March 2022.

Digital Wings E-Waste Programme Update

In 2021 FNDC signed a Memorandum of Understanding with Digital Wings and RemarkIT Solutions to redistribute or responsibly dispose of unwanted surplus computer equipment.

Digital Wings is a programme supported by the Ministry for the Environment and RemarkIT Solutions to redistribute refurbished and fit-for-purpose computer equipment from organisations such as FNDC, to local Far North community organisations and charities.

These organisations are seeking to promote access to digital technologies for people who are digitally disadvantaged, and to raise aspirations and create opportunity - especially for youth education and employment, Māori, and Pasifika development.

Digital Wings technology partner, RemarkIT Solutions, has a philosophy of reduce, reuse, and recycle to provide responsible e-waste options for New Zealand organisations. FNDC receives a cost-neutral, safe, secure, and professional method to recycle unwanted computer equipment and it also helps us to realise our sustainability goals. By signing up to this programme 98% of our e-waste is diverted from landfill.

In November and January, the ICT Operations and Delivery team packed up and sent two large shipments of obsolete or unusable surplus computer equipment that had been sitting in storerooms for some time. 408 items were sent (listed below) including monitors, phones, printers, network switches, thin client computers, plus a large amount of other miscellaneous items such as old keyboards, mice, network cables, power cables and telephone headsets.

E-Waste Description	Nov 2021	Jan 2022	Total
Desktop Computer	2	2	4
Docking Station	16	35	51
Eftpos Terminal	4	2	6
Fax Machine	1	0	1
Hard Drive	1	5	6
Monitor	15	15	30
Network Equipment (Switch, Router)	15	28	43
Notebook	2	0	2
Other	0	8	8
Phone (Desk Phone, Mobile)	89	45	134
Printer	7	4	11
Projector	0	1	1
Scanner	0	1	1
Server	0	4	4
Storage Array	0	2	2
Tablet	6	5	11
Thin Client Computer	35	55	90
UPS	2	0	2
Video Player	0	1	1
Total	195	213	408

Data Insights and Programme Delivery:

Online Services

Stage 4: Special Liquor Licence and General Manager's Certificate have been released to non-registered (public) customers. The Pathway Referral function has been established so that external agencies such as NZ Police, Fire and Emergency NZ and the Medical Office of Health are able to view the relevant licence application documents online and upload their assessment reports directly to Pathway via ePathway. Earthwork and Vehicle Crossing permits are now available for registered customers and the referral function is in use for Vehicle Crossing permit types in collaboration with Haigh Workman as consultant engineers.

Permits and Licences development continues, with a focus on Food, Club, On and Off licences.

The Online Services programme have worked with the Environmental Health team to move all their inspection types online. This means that the inspector takes a tablet out in the field and inputs their inspection notes and photos while they are completing the inspection. Currently all the Food licence inspection results must be typed into the MPI site manually. For automating inspection results a solution for MPI has been developed and business testing is underway.

Enterprise Architecture

The enterprise architecture team has been busy assisting DIS in the development of their new strategy. The diagrams and information collated and validated from across the organisation have been able to provide part of the foundation upon which the strategy is being developed.

As the strategy development progresses, the enterprise architecture repository will be updated to include a ‘To-Be’ vision of information services across the council. This will enable the system to highlight the gaps between what we are now and who we aim to become. It also allows the rapid identification of stakeholders, groups, processes, applications and data that will be affected in the adoption of that strategy.

Cybersecurity

Detailed updates on cybersecurity are made available for the ARF Committee in the publicly excluded session. FNDC takes cybersecurity very seriously and has increased it’s defensive measures particularly in the wake of the Waikato DHB breaches.

Business Intelligence

Enterprise Data Warehouse

The BI Team has continued the work on the Enterprise Data Warehouse expanding the database to include the tranche 3 requirements for Customer interaction channels (CIC), District Plan breaches, RMA monitoring and People and Capability reporting.

BCA & Vision 2020

The Power BI dashboards for Vision 2020 and BCA were signed off in production and are being actively used by the business.

Quotable Value

Quotable Value and the Electronic Data Exchange work was promoted into the test environment. The property and rates team has tested the solution and found it very useful, and we will promote the solution to production end of March 2022. This process will improve the accuracy of the property data and automate some of the manual tasks carried out by that team, allowing them to concentrate on other areas.

Human Resource (HRP) Support

FTE Lounge Dashboard

The BI team has continued People & Capability system support and training making continual improvements to the data quality dashboard with additional rules and exceptions and to the FTE lounge with additional data analysis tools.

HRP Phase 3

The BI team held a Phase 3 ideas workshop with the P&C team looking at improvements and new initiatives. Project to be fully scoped and documentation created outlining delivery of Phase 3 in coming month.

Covid Monitoring Dashboard

The BI Team assisted in creating an Covid-19 vaccine passport monitoring dashboard to assist Health & Safety with keeping track of the status of employees in identified high risk roles

Printer Fleet Analysis

The BI team assisted the IT project manager with a printing dashboard to analyse the printer fleet to assist with future resource requirements

Geospatial Information Systems

LOG4J vulnerability response

The GIS team had to decommission the previous GIS system due to a security vulnerability LOG4J. This was done late last year, and our new GIS environment was promoted to the production system with minimal impact to users.

GIS Expansion and Upgrade Project

The GIS team has started with the work on the expansion and upgrade project finalizing the design documentation and agreed specifications

Information Management:  

Property File ePathway Applications

Digital Information Specialist Role: This role has been vacant since October 2021. After 5 unsuccessful rounds of recruiting the decision was made to rewrite the position description and submit the role for resizing. Currently awaiting a decision from the Job Sizing Committee.

Finance

Operational Financial Performance

As at 28 February 2022

Variance Explanation

· Operating surplus for the period ending 28 February 2022 recorded $24.2 million against a planned year-to-date budget of $17.9 million. The Operational budget surplus is therefore at 35% compared against the year-to-date budget. However, FNDC have received considerable income in relation Economic Stimulus Employment Opportunity (ESEO), Provincial Growth Fund (PGF) and 3-Water Reform that were not in the budget, and if these are excluded the year-to-date budget surplus is at 34.5%.

· There has been year-to-date savings in contractor & professional fees with a number of consultants having not been engaged across the organisation.

· We are currently tracking above the forecasted operational income. This is due to PGF funds received for Lake Omapere for de-mobilisation costs, operational subsidy and grant received to support capital projects and MBIE grant/subsidy under the Tourism Infrastructure Fund programme. Furthermore, subsidies have been received from Waka Kotahi NZTA for innovating and safer streets initiative.

Whole of Council
Statement of	Year to date					Full year
Operational Financial Performance for the period ending 28 February 2022	YTD Actual $000's	YTD Budget $000's	Variance $000's	Actuals YTD as a % of Total Budget	Actuals YTD as a % of Annual Forecast	Total Annual Budget $000's	Total Annual Forecast $000's	Forecast Variance $000's
Operations
Operational income
Rates - general (excl water supply rates)	61,847	61,781	66	67%	67%	92,675	92,675	0
Rates - penalties	824	1,032	(208)	40%	40%	2,063	2,063	0
Fees & charges (inc water supply rates)	13,042	12,607	435	74%	74%	17,590	17,585	(5)
Central govt subsidies - operational	8,365	6,025	2,340	55%	55%	15,122	15,283	161
Other income	4,983	5,308	(325)	68%	61%	7,315	8,185	870
Total operating income	89,060	86,752	2,308			134,765	135,791	1,026

Operating Expenditure
Payroll related costs	20,906	21,124	218	65%	64%	32,305	32,496	(190)
Other staffing related costs	1,112	1,438	326	51%	51%	2,171	2,185	(14)
General expenses	5,273	5,943	670	62%	62%	8,493	8,534	(41)
Rate remissions	1,897	1,825	(72)	91%	91%	2,087	2,087	0
Contractor & professional fees	33,475	35,402	1,927	54%	53%	61,783	63,119	(1,336)
Grants and donations	1,203	1,617	414	50%	51%	2,400	2,375	26
Interest costs	1,019	1,522	502	45%	45%	2,282	2,282	0

Total operating expenditure	64,885	68,871	3,987			111,521	113,077	(1,556)

Net operating surplus/(deficit)	24,175	17,881	6,295			23,244	22,714	(529)

Statement of	Year to date $000's			Actuals as % of Total Budget	Actual as % of Annual Forecast	Full year $000's
Capital Financial Performance for the period ending 28 February 2022	YTD Actual	YTD Total Budget	Variance	Actuals as % of Total Budget	Actual as % of Annual Forecast	Total Annual Budget	Total Annual Forecast	Forecast Variance

Capital Works
IAM's
District Facilities	10,701	21,400	10,699	15%	28%	71,422	38,035	33,388
Stormwater	157	247	90	4%	11%	3,983	1,367	2,615
Solid Waste	113	492	380	12%	15%	922	768	155
Wastewater	855	5,554	4,699	6%	16%	14,973	5,343	9,629
Water Supply	9,798	16,189	6,390	48%	42%	20,505	23,372	(2,867)

	21,625	43,883	22,258	19%	31%	111,805	68,885	42,920
Roading & Footpaths	14,540	11,593	(2,947)	29%	33%	50,558	44,330	6,228
Other
Environmental Management	140	708	568	11%	23%	1,308	608	700
Governance & Strategic Administration	1,175	1,595	420	22%	28%	5,349	4,131	1,218
Customer Services	443	555	112	23%	23%	1,899	1,967	(68)
Strategic Planning	23	0	(23)	0%	19%	0	120	(120)

Vested Asset Additions	1,311	0	(1,311)	0%	0%	0	0	0

Total Capital Works	39,256	58,333	19,077	23%	33%	170,919	120,041	50,878

Ordinary Council Meeting Agenda

7 April 2022

MINUTES OF
Bay of Islands-Whangaroa Community Board Meeting
HELD AT THE Virtually via Microsoft Teams
ON Thursday, 3 March 2022 AT 10:00 am

PRESENT: Chairperson Belinda Ward, Member Lane Ayr, Member Manuela Gmuer-Hornell, Member Bruce Mills, Member Frank Owen, Member Manuwai Wells, Member Dave Hookway-Kopa, Member Rachel Smith

IN ATTENDANCE:

STAFF PRESENT: Joshna Panday, Rhonda-May Whiu, Marlema Baker (Democracy Services Advisory team)

1 Karakia Timatanga / Opening Prayer

Chair Belinda Ward commenced the meeting and opened with a karakia.

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

Apology

Resolution 2022/10

Moved: Chairperson Belinda Ward

Seconded: Member Manuwai Wells

That the apology received from Member Manuela Gmuer-Hornell for her absence and Member Dave Hookway-Kopa, who will be dropping in and out of the meeting be accepted and leave of absence granted.

The Bay of Islands-Whangaroa Community Board acknowledged that David Clendon was not in attendance.

Carried

3 Te wāhanga tūmatanui / Public Forum

Nil

4 Ngā Tono KŌrero / Deputations

Paul Condrun and Phillip Grimshaw representing Healthy Families Far North – Cancelled

5 ngā kaikōrero / Speakers

John Morris (Vice Chair) from Rangitane Residents Association speaking in regard to item 7.2 Funding Applications.

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A3538427, pages 12 - 18 refers

Resolution 2022/11

Moved: Chairperson Belinda Ward

Seconded: Member Frank Owen

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 3 February 2022 are a true and correct record.

In Favour: Crs Belinda Ward, Lane Ayr, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against: Nil

Abstained: Cr Rachel Smith

Carried

7 Reports

7.1 Change to meeting schedule - 31 March

Agenda item 7.1 document number A3590730, pages 19 - 21 refers

Resolution 2022/12

Moved: Member Frank Owen

Seconded: Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board agree to change the start time for the meeting on 31 March 2022 to 11:30 am.

In Favour: Crs Belinda Ward, Lane Ayr, Bruce Mills, Frank Owen and Manuwai Wells

Against: Cr Dave Hookway-Kopa

Abstained: Cr Rachel Smith

Carried

7.2 Funding Applications

Agenda item 7.2 document number A3584827, pages 22 - 31 refers

Resolution 2022/13

Moved: Chairperson Belinda Ward

Seconded: Member Dave Hookway-Kopa

That the Bay of Islands-Whangaroa Community Board;

a) approves the sum of $5,149 (plus GST if applicable) be paid from the Board’s Community Fund account to Rangitane Residents Association for costs towards CCTV replacement to meet the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable

ii) Proud, vibrant communities

b) and that the applicant must provide written confirmation that permission is held for any equipment to be installed on Council owned or administered land or assets prior to any funding being released.

In Favour: Crs Belinda Ward, Lane Ayr, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against: Nil

Abstained: Cr Rachel Smith

carried

tŪtohunga / Recommendation

Moved: Chairperson Belinda Ward

Seconded: Member Frank Owen

c) That the Bay of Islands-Whangaroa Community Board rescinds their resolution of 4 March 2021 granting the sum of $1,974 (plus GST if applicable) to the Bay of Islands Rotary Club for a Duck Race, as this event was cancelled due to Covid-19 and was not able to be rescheduled.

In Favour: Crs Belinda Ward, Lane Ayr, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against: Nil

Abstained: Cr Rachel Smith

Carried

7.3 Project Funding Reports

Agenda item 7.3 document number A3592321, pages 33 - 37 refers

Resolution 2022/14

Moved: Chairperson Belinda Ward

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board note the project report received from Whangaroa Community Trust.

In Favour: Crs Belinda Ward, Lane Ayr, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against: Nil

Abstained: Cr Rachel Smith

Carried

7.4 Statement of Community Board Fund Account as at 31 January 2022

Agenda item 7.4 document number A3600266, pages 38 - 41 refers

Resolution 2022/15

Moved: Member Lane Ayr

Seconded: Member Frank Owen

That the Bay of Islands-Whangaroa Community Board receives the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 31 December 2021”.

In Favour: Crs Belinda Ward, Lane Ayr, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against: Nil

Abstained: Cr Rachel Smith

Carried

8 Information Reports

8.1 Bay of Islands-Whangaroa Community Board Action Sheet Update March 2022

Agenda item 8.1 document number A3596317, pages 42 - 47 refers

Resolution 2022/16

Moved: Chairperson Belinda Ward

Seconded: Member Frank Owen

That the Bay of Islands-Whangaroa Community Board receive the report Bay of Islands-Whangaroa Community Board Action Sheet Update March 2022.

Note: Ness Road – to follow up site visit with Member Hookway-Kopa regarding Duck Bend. To follow up with NTA. Site visit confirmed for Friday, 5 March 2022.

In Favour: Crs Belinda Ward, Lane Ayr, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against: Nil

Abstained: Cr Rachel Smith

Carried

9 Te wāhanga tūmataiti / Public Excluded

Resolution 2022/17

Moved: Chairperson Belinda Ward

Seconded: Member Bruce Mills

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
9.1 - New Lease for Commercial Property - 13 Homestead Road	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

In Favour: Crs Belinda Ward, Lane Ayr, Bruce Mills, Frank Owen, Manuwai Wells and Dave Hookway-Kopa

Against: Nil

Abstained: Cr Rachel Smith

Carried

10 tE kAPINGA hUI / Meeting Close

Member Wells closed the meeting a karakia.

The meeting closed a 11:35am.

The minutes of this meeting will be confirmed at the Bay of Islands-Whangaroa Community Board Meeting held on 31 March 2022.

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

CHAIRPERSON

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	This report complies with the Local Government Act 2002 Schedule 7 Section 28.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications for Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example, youth, the aged and those with disabilities).	This report is asking for minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision arising from this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Activity/Deliverable	Estimated due date	Progress against estimated due date	Comments/Notes
Phase: Concept
Paper to Council recommending the adoption of new development contributions in alignment with the 2024-34 Long Term Plan.	16 December 2021	Complete.
Phase: Research
Communications and engagement planning commences with stakeholder and partner identification and analysis.	January – February 2022	In progress.	Now scheduled for completion end of April. This delay has no material impact on the overall project timeframe.
Internal workshops on options, review of best practice development contribution policies in use across New Zealand.	February – April 2022	Workshop planned for 29 March. This will be facilitated by Gina Sweetman.
Review of options with an external expert and a mentor Council on development contributions.	April 2022	On target.
Project plan approved.	April 2022	On target.	From this point on the dates in this table are indicative and assumptive. With the approval of project plan will come more exact due dates, timeframes, and costings.
Phase: Conceive
Workshop on different options, timeframes, and a confirmation of the scope of the development contributions policy (which growth related development, which locations)	June 2022	Scheduled for 8 June 2028. Booked in the formal meeting calendar.	This will explore differing ratios of contributions based on equity between ratepayers and developers and who benefits. Staff will seek direction on what new growth-related development will be subject to DC’s and locations. This workshop will also explore the ‘do nothing’ option.
Research report completed.	August 2022
Communications and engagement plan completed.	August 2022
Paper to Strategy and Policy Committee – options and recommendations for a new development contributions policy.	6 September 2022		This will also present a full assessment of the ‘do nothing option’
Local Body Elections.	8 October 2022
Phase: Design
Drafting of a development contributions policy for public consultation.	October 2022– January 2023
Communications and Engagement Plan approved.	February 2023
Approval by Council for public consultation on draft development contributions policy.	February 2023
Phase: Consult
Public consultation on draft development contributions policy.	March – May 2023		This timeframe includes hearings.
Submission’s analysis.	May-July 2023
Draft new policy for adoption.	July – August 2023
Approval by Council to use a new development contributions policy to inform 2024-34 Long Term Plan.	September 2023		This informs the development of (1) The Financial Strategy and (2) The Infrastructure Strategy.
Phase: Activate Policy
Adoption of a new Development Contributions Policy with 2024-34 Long Term Plan.	June 2024
New Development Contributions Policy comes into effect.	1 July 2024		Staff commences administration of the development contributions policy. Policy rules apply for developers.

Time:	10:00 am
Location:	Virtually via Microsoft Teams