Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

16 August 2022

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

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

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

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

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

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

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

Council Delegations to Community Boards - January 2013

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

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated storm water systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12. Recommend new bylaws or amendments to existing bylaws.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Terms of Reference

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

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

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

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

4. Have special regard for the views of Māori.

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

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

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

a) Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a) the disposal and purchase of land

b) proposals to acquire or dispose of reserves

c) representation reviews

d) development of new maritime facilities

e) community development plans and structure plans

f) removal and protection of trees

g) local economic development initiatives

h) changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

Te Hiku Community Board Meeting Agenda

16 August 2022

7.2 Beach Box Coffee & Gelato - Alfresco Dining Proposal

File Number: A3798726

Author: Christina Rosenthal, Team Leader - Environmental Health Services

Authoriser: Dean Myburgh, General Manager - District Services

Take Pūrongo / Purpose of the Report

To seek approval for Beach Box Coffee & Gelato to develop road reserve for alfresco dining activity and allow the Te Hiku Community Board the ability to provide comment on the alfresco dining variation application filed by Beach Box Coffee & Gelato.

WhakarĀpopoto matua / Executive Summary

Council has received a variation alfresco dining application from Beach Box Coffee & Gelato to develop road reserve for the purpose of alfresco dining. Beach Box Coffee & Gelato propose the following works:

· 10-meter footpath extension

· Placement of temporary surface within the proposed alfresco dining area

· Demarcation of alfresco dining area

· Approval for furniture to remain in the alfresco dining area at all times.

The Te Hiku Community Board have delegation over activities on reserves but also has delegation to comment on alfresco dining applications.

tŪtohunga / Recommendation

That the Te Hiku Community Board:

a) approve the proposal from Beach Box Coffee & Gelato to develop road reserve for alfresco dining activity, with the condition that any future revocation of the alfresco dining approval would require the Licensee to make good and return the land to the state it was in prior to the approval

b) provide comment on the variation alfresco dining application from Beach Box Coffee & Gelato.

1) TĀhuhu kŌrero / Background

Beach Box Coffee & Gelato is a registered food business who operates a kiosk style store offering coffee, gelato and ready-made food from 31 Coopers Drive, Coopers Beach.

The Beach Box Coffee & Gelato currently hold an alfresco dining approval (approval reference ALF- 85) which expires 30 June 2023. Refer to Attachment B.

On 29 June 2022, Beach Box Coffee & Gelato filed a variation alfresco dining application with the proposal to develop road reserve for alfresco dining activities. Refer to Attachment A.

Diagram

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A picture containing text, grass, tree, outdoor

Description automatically generated

The alfresco dining area is triangular in shape and estimated to be 45m2.

Beach Box Coffee & Gelato are proposing the following:

· Council to arrange for 10m extension a public footpath along the road edge of Coopers Drive, Coopers Beach to connect the existing footpath to the Beach Box Coffee & Gelato carparking area. Construction of the footpath extension to be carried out by Council contractor and Beach Box Coffee & Gelato to be invoiced for these works (estimated cost of approximately $2000)

· Approval to install approximately 40m2 of temporary artificial turf surface within the alfresco dining area at the expense of Beach Box Coffee & Gelato

· Approval to install temporary demarcation of alfresco dining area via planter boxes at the expense of Beach Box Coffee & Gelato and that approval is provided to allow this furniture to remain in place at all times whilst alfresco dining approval is held by the Operator

· Approval to increase the number of tables within the alfresco dining area from two to five tables.

The Te Hiku Community Board have delegation over activities on reserves and this report requires the Te Hiku Community Board to consider the proposal that has been filed by Beach Box Coffee & Gelato.

On the 30 June 2022, Council passed a resolution that delegates authority to Community Boards to comment on alfresco dining applications.

Prior to 30 June 2022, alfresco dining applications were assessed against the “Alfresco Dining Policy 2014”, this Policy was revoked by Council on 30 June 2022.

On 19 May 2022, Council adopted the “Road Use Bylaw 2022”. The purpose of this bylaw is to regulate or control the use of roads and adjoining land by –

(a) vehicles; and

(b) stands, stalls or mobile shops; and

(d) structures, vegetation, or other things that may affect road safety or the environment.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The Te Hiku Community Board have delegation over activities on reserves but also has delegation to comment on alfresco dining applications.

The following options are proposed for the Te Hiku Community Board to consider:

Option No.

Option Description

Advantages

Disadvantages

Approve the Beach Box Coffee & Gelato alfresco dining proposal which includes:

· 10m footpath extension along the road edge of Coopers Drive, Coopers Beach to connect the public footpath to the Beach Box Coffee & Gelato carparking area

· Install approximately 40m2 of temporary artificial turf within the alfresco dining

· Install temporary planter boxes to demarcate the alfresco dining area

· Alfresco dining furniture remains in the alfresco dining area at all times

· Five tables with chairs are permitted within the alfresco dining area at the Beach Box Coffee & Gelato

· Should alfresco dining approval be revoked the Operator (Beach Box Coffee & Gelato) is required to return the road reserve back to its original state at their own expense.

Improved road safety for the Public. The Road Authority – Northland Transportation are in support of the proposed development of the road reserve.

Application complies with the “Road Use Bylaw 2022”.

All expenses to develop the road reserve for alfresco dining activity will be borne by the Operator (Beach Box Coffee & Gelato).

Sets a precedent that other alfresco dining approval holders may want to develop road reserve or public land for alfresco dining activity.

Decline the Beach Box Coffee & Gelato alfresco dining proposal.

No precedent is set and therefore there is consistency across all alfresco dining approval holders.

Perceived road safety concerns.

Take Tūtohunga / Reason for the recommendation

Option 1 is considered the most appropriate option for the following reasons:

· The Beach Box Coffee & Gelato Licensee has agreed to cover all expenses should they obtain approval to develop the road reserve for alfresco dining activity

· The Beach Box Coffee & Gelato Licensee agrees to return the road reserve to its original state at their own expense, should alfresco dining approval be revoked in the future. This will involve removing the temporary artificial turf and temporary planters which demarcate the alfresco dining area

· Improved road safety for road users and pedestrians within the Coopers Drive area

· The Road Authority – Northland Transportation Alliance support the alfresco dining proposal from Beach Box Coffee & Gelato

· The proposal from Beach Box Coffee & Gelato complies with the “Road Use Bylaw 2022” requirements.

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

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

Āpitihanga / Attachments

1. Attachment A - Beach Box Coffee and Gelato Alfresco Dining Proposal - A3802433 ⇩

2. Attachment B - Current Alfresco Dining Approval for Beach Box Coffee and Gelato - A3802434 ⇩

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 Alfresco Dining Policy 2014 was revoked on 30 June 2022. Regulation of alfresco dining is outlined in the Road Use Bylaw 2022. The rules around approvals for alfresco dining are essentially unchanged, and therefore the level of significance for the recommendation to approve the Beach Box Coffee & Gelato proposal is considered low.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Road Use Bylaw 2022 – Part 4 clause 13 and Part 7.
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 Te Hiku Community Board have delegation over activities on reserves but also has delegation to comment on alfresco dining applications.
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.	Māori had an opportunity to contribute during the consultation process on the new Road Use Bylaw 2022. The Road Use Bylaw 2022 was adopted on 19 May 2022.
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).	Regulation of alfresco dining is of relevance to hospitality businesses, their employees, and all community members and visitors to the Far North District. However, the rules around licenses for alfresco dining have not changed in their effect, and therefore the level of significance of this decision is low.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications to this decision.
Chief Financial Officer review.	There has been no review by CFO – there are no financial implications to this decision.

Te Hiku Community Board Meeting Agenda

16 August 2022

7.4 Funding Applications

File Number: A3759642

Author: Kim Hammond, Funding Advisor

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

Take Pūrongo / Purpose of the Report

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

WhakarĀpopoto matua / Executive Summary

· Five applications were received for funding, requesting a total of $30,834.51.

· The Community Board has a total of $141,710 for the Community Fund and $100,000 to allocate towards place-making applications for the 2022/2 financial year.

· To date the Community Board has allocated the $100,000 for place-making activities.

tŪtohunga / Recommendation

That Te Hiku Community Board

a) approves the sum of $7,822 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaingaroa Memorial Hall for the purchase of paint, creation of artwork and the purchase and installation of a water tank, to support the following Community Outcomes:

i) Proud, vibrant communities.

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

iii) Connected communities that are prepared for the unexpected.

b) approves the sum of $1,829 (plus GST if applicable) to be paid from the Boards Community Fund account to Kaitaia College for the hire of Te Ahu and equipment for the Kaitaia College Arts Expo 2022, to support the following Community Outcome:

i) Proud, vibrant Communities

c) approves the sum of $7,500 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kaitaia Community Voices for flights to Wellington for the Wellington Music Tour 2022, to support the following Community Outcomes:

i) Proud, vibrant communities.

d) approves the sum of $3,092 (plus GST if applicable) to be paid from the Boards Community Fund account to Kaitaia Sport and Leisure Trust for the hire of Te Ahu, ticket/security and purchase of decorations for the 2022 Kaitaia Charity Boxing Event, to support the following outcomes:

i) Proud, vibrant communities.

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

e) approves the sum of $5,000 (plus GST if applicable) to be paid from the Boards Community Fund account to Taemaro Marae Committee for the purchase of netball and rugby uniforms Piri Mokena Sports Event during Labour Weekend 2022, to support the following Community Outcomes:

i) Proud, vibrant communities.

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

1) TĀhuhu kŌrero / Background

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant and Project	Requested	Recommend	Comments	Type
Kaingaroa Memorial Hall – Enhance Local Area and Tidy Up Inside and Better Water Supply.	$7,822 (80%)	$7,822	The Community Grants Policy states that applicants can only apply for up to 50% of the project costs. However, the applicant has not considered the volunteer hours to not only manage this project, but the operational time to maintain the hall throughout the year. Based on this staff recommend full funding. Drought is a very real possibility in the Far North throughout summer months, Council, Community Boards and communities need to do all that they can to help manage future droughts.	Community Development.
Kaitaia College	$2,102.51 (50%)	$1,829	The Community Grants Policy states that organisations who receive the bulk of their funding from central government (excluding the Community Organisation Grant Scheme) are ineligible for funding. As this event is in addition to and not part of the school’s curriculum, Kaitaia College does not receive central government funding for this project. The amount recommend does not include the GST, which will be added onto the amount requested when the applicant invoices Council.	Arts, Culture and Heritage
Kaitaia Community Voices	$10,000 (67%)	$7,500	The Community Grants Policy states that projects outside of the local area, unless of benefit to the local community; are not eligible for funding and that the applicant can only apply for up to 50% of the total cost of the project. This event will be taking place in Wellington. The group is made up of residents who will benefit and promote Kaitaia in a positive way. The amount recommended is based on the 50% of the total project cost. The Choir has been fundraising by selling tickets for concerts as well as members of the choir will be contributing $400 - $500 each towards the trip away for accommodation, food and transport around Wellington.	Arts, Culture and Heritage
Kaitaia Sport and Leisure Trust	$3,092 (5%)		This is the 7^th year that the annual boxing event has been held and is supported by other funders and sponsors. Kaitaia Sport and Leisure Trust are requesting a small amount of funding from the Community Board compared to the total cost of the event as it is a ticket event – but also a fundraising event for the Kaitaia Sport and Leisure Trust.
Taemaro Marae Committee	$7,818	$5,000	This will be the 40^th year that the Piri Wirimu Mokena Memorial Tournament will be hosted in Kaeo over labour weekend. There are 18 Whangaroa marae that take part in netball and rugby each year. Over the years Taemaro Marae has lost a lot of the uniforms and the sports equipment that they use to take part in this tournament. Staff recommend that funding is allocated only for the purchase of sporting uniforms which will stay with the marae to be used year after year without having to purchase uniforms each year.	Sport and Recreation.

Take Tūtohunga / Reason for the recommendation

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

For each application, the Board has three options.

Option 1 Authorise funding for the full amount requested

Option 2 Authorise partial funding

Option 3 Decline funding

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

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

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

Āpitihanga / Attachments

1. Application - Kaingaroa Memorial Hall - A3759800 ⇩

2. Application - Kaitaia College - A3809549 ⇩

3. Application - Kaitaia Community Voices - A3813932 ⇩

4. Application - Kaitaia Sport and Leisure Trust - A3818746 ⇩

5. Application - Taemaro Marae Committee - A3808957 ⇩

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	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report does not have district-wide relevance.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	No implications for Māori in relation to land and/or water.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Te Hiku Community Board Meeting Agenda

16 August 2022

7.5 Kaitaia Drainage Area 2021-2022 Programme

File Number: A3832479

Author: James Ross, 3 Waters Engineer

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

Take Pūrongo / Purpose of the Report

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

WhakarĀpopoto matua / Executive Summary

· As the 2021/2022 year has ended, the majority of points on the approved work programme have been completed.

· The work programme includes spraying and mechanical cleaning of drains.

· There were significant budgetary changes required to meet projected costs that have been discussed at prior committee meetings.

tŪtohunga / Recommendation

That Te Hiku Community Board note the Kaitaia Drainage area 2021/2022 program work report for information.

1) TĀhuhu kŌrero / Background

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

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

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

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

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

o Permission received from landowners, W Masters E and Campbell drains were sprayed.

o L Masters W was not sprayed due to crops.

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

o To date the letter has not been sent, however, legal arrangements have been put in place, delegating the powers under the various by-laws to Far North Waters to administer. Conversations with Mr van Bysterbelt can now take place to resolve this issue.

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

o Covid 19 restrictions delayed the draft Management Plan workshops.

o Summary of Management Plans workshops previously commenced by Troy Smith are not currently available at time of writing this report.

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

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

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

These items were included into the programme and the financial totals updated.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Within the Kaitaia Area, there are several agreed points which require work. This section details the work currently completed from August 2021.

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

Summary figures listed below are estimates of cost to date and are likely not to indicate the total costs for year 2021/22.

2.1 Work programme summary

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

Kaitaia
Completed Work & Allowances:	Budgeted
Status report on the drains (In progress)	$700
Spraying of the Kaitaia drains	$57,969
Cleaning of the Church Gulley Drain	$8,000
Total (planned work)	$66,669
Spraying contingency	$6,000
Machine Cleaning contingency	$10,000
20% share of a drone for drain surveillance (To be removed)	$664
Contingency allowance	$5,000
Total (contingencies)	$21,664

2.2 General maintenance within work programme

Spraying

Spraying of the Kaitaia drains has been completed from December 2021 to April 2022. The majority of the planned drains had been sprayed. The previously approved $57,969 for spraying has been utilised with actual cost being in excess of this figure. There is the recent addition of a $6,000 spraying contingency, to allow for spraying of ‘On Request’ drains such as W Masters E, Campbells and L Masters W.

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

Spraying cost analysis

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

The average rate for spraying has been independently assessed by the Far North Waters Alliance, and in negotiation with Fenwick Contracting, whereby a revised rate of 72c per meter was submitted by Fenwick Contracting. Following discussions, a new rate limited to 65c per metre has been agreed upon. Although this is an increase from the historic rate, it was not sustainable nor equitable to continue with the historic rate for 2021/2022.

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

With the additional drains being sprayed, and final cost for spraying being above previously submitted amounts, part of the reserve fund was required to supplement the rated income and meet the costs (Further defined in section 3.1).

Spray programme

The spray programme consists of 111 kilometres of drain spraying and has been separated out into compartments and individual drains.

Spray programme follows:

Waipapakauri Compartment Total Spray

Waipapakauri Outfall (Both sides of drain sprayed)	4,800 m	9,000 m
Paparore Bank Drain (not required till spring 2022)	4,000 m	0 m
Waipapakauri Bank	1,710 m	2,159 m
Thodes	684 m	684 m
Brattons Drain (On request)	282 m	0 m
Evans Drain (On request)	443 m	0 m
Yates (On request)	945 m	0 m
Wests	820 m	820 m
Sandhills (Remainder is Urban)	7,502 m	5,000 m
Birds Boundary	1,521 m	1,521 m
Abbots (On request) (very overgrown)	422 m	422 m
Government drain	3,012 m	4,168 m
Waimanone – Walkers	4,221 m	3,701 m
Spains Drain (On request)	1,580 m	0 m
Spains Road	2,170 m	2,170 m
Totals	34,112 m	30,465 m

Lower Awanui Compartment Total Spray

Prices Bank (Unahi)	2,615 m	2,615 m
McMillans – Tupes	6,840 m	6,840 m
Factory Bend – Michies	6,035 m	6,035 m
Flemings (On request)	764 m	764 m
Gills	1,489 m	2,008 m
Kumi Road	1,006 m	1,000 m
H Subritzkys	1,127 m	1,127 m
Awanui	2,313 m	2,313 m
Sankeys No. 1 (On request) (badly overgrown)	201 m	201 m
Sankeys No. 2 (On request)	362 m	0 m
Totals	22,752 m	22,903 m

Puckeys Outfall Compartment Total Spray

Puckeys Outfall	484 m	484 m
J Subritzkys Drain (On request)	402 m	0 m
Foleys	450 m	450 m
Lisle	1,710 m	1,710 m
Wireless	1,800 m	1,800 m
Bells Road	2,012 m	2,012 m
Totals	6,858 m	6,456 m

Pukepoto Outfall Compartment Total Spray

Pukepoto Outfall	5,828 m	5,600 m
Brass (On request)	1,388 m	0 m
W Masters C	1,207 m	1,207 m
W Masters E (Requested 2021/2022)	1,300 m	1,207 m
Campbells (Requested 2021/2022)	684 m	684 m
L Masters W (Requested 2021/2022) crops prevented spraying	1,064 m	0 m
L Masters C	1,400 m	1,207 m
School	1,509 m	1,509 m
Reynolds (West Bank)	2,213 m	2,213 m
Maori	2,012 m	2,012 m
Pukepoto Creek	805 m	805 m
Houstons (West Bank)	2,213 m	2,213 m
Parkers (drain diversion/shortening not evident)	602 m	1813 m
Reids West	2,615 m	2,615 m
Totals	24,840 m	23,085 m

Whangatane Compartment Total Spray

Texifros	785 m	0 m
Maimaru	1,127 m	1,127 m
Oinu Stream	1,650 m	1,650 m
Pairatahi Bank	2,716 m	0 m
Johnsons (On request)	150 m	0 m
Kareponia (On request)	402 m	0 m
Birds (On request) required spraying	504 m	504 m
Totals	7,334 m	4,066 m

Kaitaia Compartment Total Spray

Lewis Junction - Boundary	443 m	443 m
Lewis Junction – Road	322 m	322 m
Church Gully (Remainder to be cleaned)	2,865 m	2,092 m
Mathews Outfall (Remainder is Urban)	4,425 m	4,425 m
Wilds (On request) required spraying	503 m	503 m
Hanlons	322 m	322 m
Totals	8,880 m	8,107 m

Tangonge Compartment Total Spray

Reids East	3,017 m	3,017 m
Hoddles	1,667 m	1,667 m
Millers	2,615 m	2,615 m
McKenzies	634 m	634 m
Sharps	402 m	0 m
Lewis & Crown Land	1,851 m	1,851 m
Totals	10,186 m	9,784 m

Wairoa Compartment Total Spray

Berghans	1,005 m	1,005 m
Wairoa Stream	3,058 m	3,058 m
Blairs	805 m	805 m
Totals	4,868 m	4,868 m

Machine cleaning

Following receipt of the 2021 Drain Status Report from Fenwick Contracting, a number of drains were selected for cleaning.

The drains selected for cleaning are listed below:

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

o Inspection yet to be arranged and undertaken

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

o Machine cleaning undertaken, required work was significantly more than first envisaged due to overgrowth, access and material adjacent to the bank requiring excavation and levelling to provide safe access and operations of excavators.

§ Mechanical cleaning of drain has been completed.

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

o Inspection yet to be arranged and undertaken

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

o Inspection yet to be arranged and undertaken, agreement to be reached with committee for any mechanical works to be carried out.

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

Accessibility issues & maintenance

Following the issues identified in the 2020 and 2021 Drain Status Reports, progress on the unresolved items are set out below.

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

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

o No letter to date has been issued. By-law powers are now available to Far North Waters for action to be taken.

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

o FNDC to contact NRC to discuss

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

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

o Still to be addressed

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

o Still to be addressed

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

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

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

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

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

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

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

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

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

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

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

In preparation of sending this notice, a member of FNW has been authorised as an agent to act on behalf of the FNDC to issue notices and enforce breaches of FNDC bylaws.

2.4 Kaitaia Drainage Area management plan

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

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

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

A workshop of the draft management plan for the Drainage Committee has been requested and was planned, however due to a number of reasons, this was delayed.

Action – New management plan workshop to be finalised and submitted for review. Any draft Management Plans from workshops were not available at time of writing.

2.5 Drainage area mapping

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

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

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

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

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

2.6 Drainage Area Requests for Service (RFS) Summary

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

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

Access due to locked gates and contact details not readily available continues to be an issue.

Take Tūtohunga / Reason for the recommendation

To discuss progress on all drainage aspects; planning, financing and physical works, for the financial year ending the 30^th of June 2022.

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

At the time of writing this report, the year-end financial numbers are not available.

A full summary will be provided at the next meeting.

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	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019).
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report seeks Te Hiku Community Board to approve a recommendation from the Kaitaia Drainage Area Committee.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	Ngai Takoto and Te Rarawa Iwi are to be included in the development of the management plan for the district’s drainage areas.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

16 August 2022

7.6 Kaitaia Drainage Area 2022/2023 Programme

File Number: A3832483

Author: James Ross, 3 Waters Engineer

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

Take Pūrongo / Purpose of the Report

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

WhakarĀpopoto matua / Executive Summary

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

· The work includes spraying and cleaning of the Kaitaia drains. Currently there is a proposed budget of $75,955 for planned work, with an additional $33,922 of contingency for unplanned work if required.

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

tŪtohunga / Recommendation

That Te Hiku Community Board approve the reviewed Kaitaia Drainage Area 2022/2023 work programme with the addition of the machine cleaning for the H. Subritzky Drain from State Highway 10 to the river (approximately 300 metres), based on the assumption that the funds are available and in the financial accounts that were not presented at the meeting as recommended by the Kaitaia Drainage Area Committee.

1) TĀhuhu kŌrero / Background

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

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

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

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

2.1 Proposed work programme summary

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

Kaitaia
Spraying of the Kaitaia drains (breakdown in section 2.2)	$75,178
Status report on the drains	$777
Total (planned work)	$75,955
Spraying contingency	$8,222
Machine cleaning contingency	$13,000
Increase Cost of Spraying Material, Equipment and Labour contingency (7c per meter @110km) General contingency	$7,700 $5,000
Total (contingencies)	$33,922

2.2 General maintenance within the work programme

Spraying

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

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

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

A further contingence of $7,700 is recommended due to the uncertainty the economic climate may have on material and labour cost, this is based on current reported CPI and inflation forecasts being at 9-11%

Spray programme follows:

Waipapakauri Compartment Total Spray Cost

Waipapakauri Outfall (access will need to be improved to allow spraying from both sides)	4,800 m	4,800 m	$3,463.20
Paparore Bank Drain	4,000 m	4,000 m	$2,886.00
Waipapakauri Bank	1,710 m	1,710 m	$1,233.77
Thodes	684 m	684 m	$493.51
Brattons Drain (On request)	282 m	0 m	$0.00
Evans Drain (On request)	443 m	0 m	$0.00
Yates (On request)	945 m	0 m	$0.00
Wests	820 m	820 m	$591.63
Sandhills (Remainder is Urban)	7,502 m	6,456 m	$4,658.00
Birds Boundary	1,521 m	1,521 m	$1,097.40
Abbots (On request)	422 m	0 m	$0.00
Government drain	3,012 m	3,012 m	$2,173.16
Waimanoni – Walkers	4,221 m	4,221 m	$3,045.45
Spains Drain (On request)	1,580 m	0 m	$0.00
Spains Road Drain (Remainder is Urban)	2,170 m	1,580 m	$1,139.97
Totals	34,112 m	28,804 m	$20,782.09

Lower Awanui Compartment Total Spray Cost

Prices Bank (Unahi)	2,615 m	2,615 m	$1,886.72
McMillans - Tupes	6,840 m	6,840 m	$4,935.06
Factory Bend - Michies	6,035 m	6,035 m	$4,354.25
Flemings (On request)	764 m	0 m	$0.00
Gills	1,489 m	1,489 m	$1,074.31
Kumi Road	1,006 m	1,006 m	$725.83
H Subritzkys	1,127 m	1,127 m	$813.13
Awanui (Remainder is Urban)	2,313 m	940 m	$678.21
Sankeys No. 1 (On request)	201 m	0 m	$0.00
Sankeys No. 2 (On request)	362 m	0 m	$0.00
Totals	22,752 m	20,051 m	$14,467.52

Puckeys Outfall Compartment Total Spray Cost

Puckeys Outfall	484 m	484 m	$349.21
J Subritzkys Drain (On request)	402 m	0 m	$0.00
Foleys	450 m	450 m	$324.68
Lisle	1,710 m	1,710 m	$1,233.77
Wireless	1,800 m	1,800 m	$1,298.70
Bells Road	2,012 m	2,012 m	$1,451.66
Totals	6,858 m	6,456 m	$4,658.00

Pukepoto Outfall Compartment Total Spray Cost

Pukepoto Outfall	5,828 m	5,600 m	$4,040.40
Brass (On request)	1,388 m	0 m	$0.00
W Masters C	1,207 m	1,207 m	$870.85
W Masters E (On request)	1,300 m	0 m	$0.00
Campbells (On request)	684 m	0 m	$0.00
L Masters W (On request)	1,064 m	0 m	$0.00
L Masters C	1,400 m	1,400 m	$1,010.10
School	1,509 m	1,509 m	$1,088.74
Reynolds (West Bank)	2,213 m	2,213 m	$1,596.68
Maori	2,012 m	2,012 m	$1,451.66
Pukepoto Creek	805 m	805 m	$580.81
Houstons (West Bank)	2,213 m	2,213 m	$1,596.68
Parkers	602 m	602 m	$434.34
Reid’s West	2,615 m	2,615 m	$1,886.72
Totals	24,840 m	20,176 m	$14,556.98

Whangatane Compartment Total Spray Cost

Texifros	785 m	785 m	$566.38
Maimaru	1,127 m	1,127 m	$813.13
Oinu Stream	1,650 m	1,650 m	$1,190.48
Pairatahi Bank	2,716 m	2,716 m	$1,959.59
Johnsons (On request)	150 m	0 m	$0.00
Kareponia (On request)	402 m	0 m	$0.00
Birds (On request)	504 m	0 m	$0.00
Totals	7,334 m	6,278 m	$4,529.58

Kaitaia Compartment Total Spray Cost

Lewis Junction – Boundary	443 m	443 m	$319.62
Lewis Junction – Road	322 m	322 m	$232.32
Church Gully	2,865 m	2,865 m	$2,067.10
Mathews Outfall (Remainder is Urban)	4,425 m	3,425 m	$2,471.14
Wilds (On request)	503 m	0 m	$0.00
Hanlons	322 m	322 m	$232.32
Totals	8,880 m	7,377 m	$5,322.51

Tangonge Compartment Total Spray Cost

Reid’s East	3,017 m	3,017 m	$2,176.77
Hoddles	1,667 m	1,667 m	$1,202.74
Millers	2,615 m	2,615 m	$1,886.72
McKenzie’s	634 m	634 m	$457.43
Sharps	402 m	402 m	$290.04
Lewis & Crown Land	1,851 m	1,851 m	$1,335.50
Totals	10,186 m	10,186 m	$7,349.20

Wairoa Compartment Total Spray Cost

Bergan’s	1,005 m	1,005 m	$725.11
Wairoa Stream	3,058 m	3,058 m	$2,206.35
Blairs	805 m	805 m	$580.81
Totals	4,868 m	4,868 m	$3,512.26

Machine cleaning

The machine cleaning contingency of $13,000 is allocated for 2022/2023.

It’s recommended that a cleaning programme for the year is decided upon in the August 2022 Committee meeting.

Accessibility issues & maintenance

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

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

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

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

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

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

Take Tūtohunga / Reason for the recommendation

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

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

At the time of writing this report, the year-end financial results for 2021/2022 were not available. Thus the Opening Reserves balance is not available either.

A full summary of the expected 2022/2023 financial year will be provided to the next committee meeting.

At this next meeting, the Committee will also be able to consider the ideal reserves balance to target for year-end.

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	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019).
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report seeks Te Hiku Community Board to approve a recommendation from the Kaitaia Drainage Area Committee.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	Ngai Takoto and Te Rarawa Iwi are to be included in the development of the management plan for the district’s drainage areas.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

16 August 2022

7.7 Waiharara and Kaikino Drainage Area 2021/2022 Programme Update

File Number: A3832507

Author: James Ross, 3 Waters Engineer

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

Take Pūrongo / Purpose of the Report

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

WhakarĀpopoto matua / Executive Summary

· The majority of the 2021/2022 approved work programme has been completed.

· The work programme includes spraying and cleaning of drains.

· At time of writing this report the financial position for the 2021/22 year had not been completed, therefore these will be reported to the next meeting.

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

tŪtohunga / Recommendation

That Te Hiku Community Board:

a) note the Waiharara and Kaikino 2021/2022 work programme report for information.

b) Request, through the Chief Executive, a report from the Council Rates staff and a workshop with Council Rates staff regarding the rating of the drainage areas, the boundaries and classifications.

1) TĀhuhu kŌrero / Background

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

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

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

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

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

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

2.1 Projects within work programme

Kaikino Drain access track

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

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

To the authors knowledge to date this work has not been completed.

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

Hobson Drain (downstream of Paparore Road) access track

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

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

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

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

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

New route to be investigated.

2.2 General maintenance within work programme

Spraying

Spraying of the Waiharara and Kaikino Areas begun in November 2021, however, has suffered extensive delays due to the unfortunate bush fires, and otherwise constant, unfavourable weather conditions since December 2021. The remaining sections to be sprayed will be completed once conditions settled. Full costings and expenses yet to be completed at the time of writing.

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

Spraying cost analysis

As reported at the last meeting, the average rate for spraying has increased.

The impact of this on the overall year-end finances will be reported at the next committee meeting.

Spray programme

The spray programme consists of 15 kilometres of drain spraying and has been separated out into compartments and individual drains. There will be adjustments for the increased operational costs from the approved programme in August 2021.

Spray programme follows:

Waiharara Area Total Spray

Okohine Stream	5,110 m	2,961 m
Bilich Branch	1,800 m	1,800 m
Cox Branch	860 m	860 m
Tunnel Traverse	50 m	0 m
Totals	7,820 m	5,621 m

Kaikino Area Total Spray

Kaikino Drain	4,100 m	4,100 m
Hobson Drain + Extension (Less 400m to be cleaned)	3,650 m	2,747 m
Totals	7,750 m	6,847 m

Machine cleaning

Over the 2020/2021 year, the Waiharara and Kaikino Areas were investigated in conjunction with the spraying contractor, to identify the location of any significant siltation and / or vegetation mats which will require removal. From this review, the following machine cleaning programme was identified.

Waiharara Drainage Area:

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

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

Kaikino Drainage Area:

· Lower Hobson Drain – Approximately 400m of cleaning. This has been combined with the access works to reduce transport costs.

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

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

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

Accessibility issues & maintenance

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

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

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

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

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

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

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

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

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

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

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

In support of contacting landowners and discussing requirements under the FNDC bylaws, a member of the FNW has been authorised as an agent to act on behalf of the FNDC to enforce breaches of FNDC bylaws.

2.3 Waiharara and Kaikino Drainage Area management plans

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

A workshop of the draft management plan for the Drainage Committee has been requested and was planned, however due to several reasons, this was delayed. The author understands that this workshop has now taken place.

Action – Obtain a proposal for completion of the Management Plans and present to the next committee meeting for approval.

2.4 Drainage area mapping

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

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

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

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

2.5 Drainage Area Requests for Service (RFS) Summary

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

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

Take Tūtohunga / Reason for the recommendation

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

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

At the time of writing this report the year-end costs were not known. A summary of the 2021/2022 financial year results will be reported at the next meeting.

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	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019).Type here
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report seeks a recommendation from the Committee to the Te Hiku Community Board.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	Ngai Takoto Iwi is included in the development of the management plan for the district’s drainage areas.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Te Hiku Community Board Meeting Agenda

16 August 2022

7.8 Waiharara and Kaikino Drainage Areas 2022/2023 Programme

File Number: A3832517

Author: James Ross, 3 Waters Engineer

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

Take Pūrongo / Purpose of the Report

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

WhakarĀpopoto matua / Executive Summary

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

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

· Budget amounts subject to change following completed costings for 2021/22 being available.

· The work programme is up for discussion.

tŪtohunga / Recommendation

That Te Hiku Community Board:

a) approve the reviewed Waiharara and Kaikino Drainage Areas spraying works programme

b) approve one spray in February/March for Kaikino,

c) subject to available funds, the inclusion of machine cleaning for the Hobson Extension Drain.

1) TĀhuhu kŌrero / Background

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

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

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

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

2.1 Proposed work programme summary

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

Waiharara
Spraying of the Waiharara drains (late spring) (breakdown in section 2.3)	$5,642
Additional spraying of the Waiharara drains (late autumn)	$5,642
Status report on the drains	$111
Total (planned work)	$11,395
Machine cleaning contingency	$3,000
General contingency	$3,000
Total (contingencies)	$6,000
Kaikino
Spraying of the Kaikino drains (late spring) (breakdown in section 2.3)	$5,592
Additional spraying of the Kaikino drains (late autumn)	$5,592
Status report on the drains	$111
Total (planned work)	$11,294
General contingency	$2,000
Total (contingencies)	$2,000

2.2 Proposed projects within the work programme

Hobson Drain (downstream of Paparore Road) access track

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

2.3 General maintenance within the work programme

Spraying

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

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

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

Spray programme follows:

Waiharara Area Total Spray Cost

Okohine Stream	5,110 m	5,110 m	$3,686.87
Bilich Branch	1,800 m	1,800 m	$1,298.70
Cox Branch	860 m	860 m	$620.49
Tunnel Traverse	50 m	50 m	$36.08
Totals	7,820 m	7,820 m	$5,642.13

Kaikino Area Total Spray Cost

Kaikino Drain	4,100 m	4,100 m	$2,958.15
Hobson Drain + Extension	3,650 m	3,650 m	$2,633.48
Totals	7,750 m	7,750 m	$5,591.63

Machine cleaning

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

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

Accessibility issues & maintenance

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

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

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

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

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

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

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

As a note in support of contacting landowners and discussing requirements under the FNDC bylaws a member of the FNW has been authorised as an agent to act on behalf of the FNDC to enforce breaches of FNDC bylaws.

Take Tūtohunga / Reason for the recommendation

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

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

Indicated costs of the 2022/23 programme are included within the body of the report.

As the 2021/22 year-end financial position was not available at the time of writing this report, a summary of the expected 2022/2023 financial year will be reported at the next meeting. This will include the opening reserve balance and a discussion on the desired closing reserve balance.

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	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019).
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report seeks a recommendation from the Committee to the Te Hiku Community Board.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	Ngai Takoto Iwi is included in the development of the management plan for the district’s drainage areas.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

16 August 2022

7.9 Motutangi Drainage Area 2021-2022 Programme

File Number: A3832539

Author: James Ross, 3 Waters Engineer

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

Take Pūrongo / Purpose of the Report

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

WhakarĀpopoto matua / Executive Summary

· The majority of the 2021/22 approved work programme has been completed.

· The work programme includes spraying and cleaning of drains.

· At the time of writing this report the financial position for the 2021/22 year is not known, therefore these will be reported to the next meeting.

tŪtohunga / Recommendation

That the Hiku Community Board note the Motutangi Drainage Area 2021/2022 work programme report for information.

1) TĀhuhu kŌrero / Background

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

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

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

There were significant budgetary changes required, which are described in section 2.1 and 2.2 of this report. These are associated with an increase in operational costs (Increased spraying rate etc.) and have been reported earlier to the Committee.

2.1 Work programme summary

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

Motutangi

Completed Work:

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

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

Total

Remaining Work & Allowances:

Spraying of the Motutangi drains (late spring) (breakdown in section 2.3) With the exception of Bealey and Bacicas Drains the spraying works have been completed

Additional spraying of the Motutangi drains (autumn) Not completed

Status report on the drains (In progress)

Machine cleaning of the Motutangi Stream in autumn Mechanical cleaning has been completed

Install a gate and strainers for the new Harvey/Bryan boundary culvert on the Beazley Drain. Gate has not been installed.

Install a culvert, access track, gate, and strainers within Bede’s property on the Selwyn Drain. Culvert yet to be installed

Cut to Lands End Drain Track widening. No track widening has been carried out

Northland Regional Council fee

Department of Conservation Concession Agreement Fee (one off fee)

Total (planned work)

Machine Cleaning contingency

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

Access track maintenance contingency

General contingency

Total (contingencies)

2.2 Projects within work programme

Beazley Drain access at the Harvey / Bryan boundary

To install a gateway at the recently installed culvert to complete the access point. This will enable better access to the Beazley Drain for maintenance.

Selwyn Drain access on the Bede property

To install a culvert and gateway along the property fence line. This will enable better access to the Selwyn Drain for maintenance.

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

Cut to Lands End Drain access widening

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

Main Outfall Drain bank erosion

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

Action from last meeting: FNW to investigate potential causes and conduct a site inspection as soon as possible to identify potential remedies.

2.3 General maintenance within work programme

Spraying

Spraying of the Motutangi Area has suffered extensive delays due to the unfortunate bush fires, and otherwise constant, unfavourable weather conditions since December 2021. Spraying began in February once conditions settled, spraying has been completed.

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

Spraying cost analysis

As reported at the last meeting, the average rate for spraying has increased.

The impact of this on the overall year-end finances will be reported at the next committee meeting.

Spray programme

The spray programme consists of 19 kilometres of drain spraying and has been separated out into compartments and individual drains. There will be adjustments for the increased operational costs.

Spray programme follows:

Motutangi Area Total Spray

Motutangi Stream	2,600 m	2,600 m
Main Outfall Drain	1,150 m	1,150 m
Bryan Drain	2,900 m	2,900 m
Beazley Drain	2,050 m	0 m
Aspin Drain	2,250 m	2,250 m
Cut to Lands End Drain	1,700 m	1,700 m
Selwyn Drain	2,950 m	2,950 m
Seymour Drain	750 m	750 m
Bacicas Drain	2,050 m	0 m
Subritzky Drain	160 m	160 m
Totals	18,560 m	18,560 m

Machine cleaning

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

· Motutangi Stream – Spot cleaning of weeds in June/July 2021.

· Selwyn Drain – Weed cleaning in June/July 2021.

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

Any additional cleaning required is likely to be completed with a smaller digger. The total length that requires cleaning, or the need entirely, will vary depending on the weather conditions and growth. An allowance of $6,000 has been allocated should this be needed.

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

Accessibility issues & maintenance

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

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

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

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

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

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

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

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

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

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

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

In support of contacting landowners and discussing requirements under the FNDC bylaws, a member of FNW has been authorised as an agent to act on behalf of FNDC to enforce breaches of the bylaws.

2.4 Motutangi Drainage Area management plan / DOC concession agreement

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

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

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

Further to these discussions are to be undertaken to determine what remedial works can be carried out following the fires and if there is an opportunity for DoC to cover some of the cost.

2.5 Drainage area mapping

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

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

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

At the Committee meeting in August 2021, this was discussed for review, but commented that Council will bear the costs as it would be a useful asset for the district. The $664 share has then been proposed for removal from the 2021/2022 work programme. The Committee approved the removal of the 20% drone share, $664, from the work programme, with Council to bear the costs of purchase.

2.6 Drainage Area Requests for Service (RFS) Summary

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

Take Tūtohunga / Reason for the recommendation

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

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

At the time of writing this report the year-end costs were not known. A summary of the 2021/22 financial year results will be reported at the next meeting.

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	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2019.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report seeks a recommendation from the Committee to Te Hiku Community Board.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	Ngai Takoto Iwi is included in the development of the management plan for the districts drainage areas.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

16 August 2022

7.10 Motutangi Drainage Area 2022/2023 Programme

File Number: A3832556

Author: James Ross, 3 Waters Engineer

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

Take Pūrongo / Purpose of the Report

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

WhakarĀpopoto matua / Executive Summary

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

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

· At time of writing this report the final year results for the year 2021-22 were not known, therefore the full financial position for this current year programme including reserves will be reported at the next meeting.

· This work programme has been compiled on estimated costs.

tŪtohunga / Recommendation

That Te Hiku Community Board approve the reviewed Motutangi Area 2022/2023 work programme with the additions of a culvert at Selwyn Drain and four strainers and two gates at Bryan Drain as recommended by the Motutangi Drainage Area Committee.

1) TĀhuhu kŌrero / Background

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

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

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

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

2.1 Proposed work programme summary

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

Motutangi
Spraying of the Motutangi drains (spring) (breakdown in section 2.3)	$13,391
Additional spraying of the Motutangi drains (autumn)	$6,696
Status report on the drains	$333
Machine cleaning of the Motutangi Stream (autumn)	$20,000 TBC
Total (planned work)	$40,420 TBC
Machine cleaning contingency	$12,000
Access track maintenance contingency	$2,000
General contingency	$3,000
Total (contingencies)	$17,000

2.2 Proposed projects within the work programme

Deferred projects

Motutangi stream stockpile relocation

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

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

2.3 General maintenance within the work programme

Spraying

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

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

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

Spray programme follows:

Motutangi Area Total Spray Cost

Motutangi Stream	2,600 m	2,600 m	$1,875.90
Main Outfall Drain	1,150 m	1,150 m	$829.73
Bryan Drain	2,900 m	2,900 m	$2,092.35
Beazley Drain	2,050 m	2,050 m	$1,479.08
Aspin Drain	2,250 m	2,250 m	$1,623.38
Cut to Lands’ End Drain	1,700 m	1,700 m	$1,226.55
Selwyn Drain	2,950 m	2,950 m	$2,128.43
Seymour Drain	750 m	750 m	$541.13
Bacicas Drain	2,050 m	2,050 m	$1,479.08
Subritzky Drain	160 m	160 m	$115.44
Totals	18,560 m	18,560 m	$13,391.04

Machine cleaning

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

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

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

Accessibility issues & maintenance

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

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

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

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

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

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

Discussions to be undertaken with DoC about the cleaning of Drainage Channels adversely affected by the fires. Discussions to cover accessibility including permissions required for Channel cleaning as well as covering costs associated with damage repair and cleaning of Drainage Channels caused by the fires.

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

Take Tūtohunga / Reason for the recommendation

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

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

At time of writing this report the final year results for the year 2021-22 were not known, therefore the full financial position for this current year programme including reserves will be reported at the next meeting

At the next meeting, the Committee will have the opportunity to set an ideal reserve balance to be held by Council for unplanned works should it be required.

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	A low to medium significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy #4302 - Northland River Management Policy. Policy #2104-14 Procuring Goods and Services. Land Drainage Bylaw 2009 (Rev 2019).
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report seeks a recommendation from the Committee to the Te Hiku Community Board.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	Ngai Takoto Iwi is included in the development of the management plan for the district’s drainage areas.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	The purpose of the Committee is to liaise with persons likely to be affected.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are to be considered by the committee and budgetary provision is made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Te Hiku Community Board Meeting Agenda

16 August 2022

8.2 Community and Customer Services 6-monthly report

File Number: A3814310

Author: Jacine Warmington, Manager - Community and Customer Services

Authoriser: Dean Myburgh, General Manager - District Services

TAKE PŪRONGO / Purpose of the Report

The purpose of the report is to provide information to the Te Hiku Community Board for the community and customer service activities including Libraries and Museum, i-SITEs, Customer Care (Service Centres, Contact Centre), Housing for Elderly tenancy, Event applications and Cemeteries plots and burials.

WHAKARĀPOPOTO MATUA / Executive SummarY

This information only report is provided by way of an update to Community Boards every six months.

TŪTOHUNGA / Recommendation

That the Te Hiku Community Board receive the report Community and Customer Services 6-monthly report.

tĀHUHU KŌRERO / Background

Statistical information in relation to the Community and Customer Services Department of the District Services Group is provided to the Te Hiku Community Board to provide an overview of activity and performance for the months of January to the end of June 2022 for the Te Hiku area.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Contact Centre

Customer interactions district-wide for the six months ending June 2022 totalled 55,172 which is a 25.9% decrease (down from 74,513) for the same six months in the previous year. These interactions included Phone calls: 33,320, AskUs emails: 6,115, Requests for Service: 13,266, and Booking Building Inspections: 3,677.

There has been a 118% increase (297 up from 136) in Online Registrations. This data indicates the number of customers who have registered on FNDC’s online portal which enables them to track and view details of their properties, see the status of applications, licences, and make payments online.

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Service Centre

As with all other Service Centres, financial interactions and customer walk-ins are decreasing as more customers opt to do business online and make payments by direct debit, automatic payment or internet banking.

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Kaitaia Library

New Library Team Leader Ange Simonsen started in May 2022. Ange has previous experience working in Hurunui District Council and comes with strengths in programming and working with schools and young people.

The library team has restarted programming and offering an expanded range of services in Term 2 of the school year. This has seen large numbers of young people return to the library to attend virtual reality, robotics, Lego and Minecraft programmes.

The Skinny Jump programme has also restarted and has had a high uptake. This programme sees Kaitaia families have access to no-cost internet modems, with ongoing low cost pay-as-you-go top-ups available. Kaitaia is one of the leading libraries in New Zealand for delivery of this programme. Partnering with the Spark Foundation and the Digital Inclusion Alliance Aotearoa is making a difference in narrowing the digital divide.

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Museum@Te Ahu

The museum team completed a significant piece of work in this six-month period with the successful delivery of the Vernon project and a new website. This has led to the provision of a digital access point to the museum collection, broadening the reach of the museum, so that customers across the world can now access the collection. This work, led by Curator Whina Te Whiu and with important aspects completed by Museum Assistant Mary Daun and digital contractor Nicola Goldswain, helps realise the museum’s mission of ‘connecting the world with the history and culture of the Far North, Aotearoa/New Zealand.’

Museum in-person visitor numbers have started increasing after the Covid-19 related closures and vaccine pass requirement periods. School groups, both from within the district and from Auckland, have begun to make the journey back into the museum space. Increasingly, schools ae viewing spaces like this as a key resource in bring the New Zealand Aotearoa History Curriculum to life, and the museum team is looking forward to future growth in this area.

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Kaitaia (Far North) i-SITE

Visitor numbers have affected sales at the Far North i-SITE. The i-SITE has been closed on Sundays due to a lack of visitors and product. This, of course, has reduced the opportunities to make sales.

Cape Reinga tours are subject to numbers as are many of the tours and quite a few have gone into hibernation but will be available as the summer season starts.

Retail is selling well and the focus is on getting more local producers and artisans.

Accommodation is hard to find in Kaitaia with motels and backpackers full of social housing occupants. This will be an issue over the summer period where forward bookings are looking strong. There are good options out of the township in Ahipara.

Intercity tickets are selling well and the i-SITE is the only place in Kaitaia that can make these bookings.

The Te Hiku Open Spaces Revitalisation Project has been a great success and this should bring more people to Te Ahu.

The Far North i-SITE continues to process Council payments for rates, dog registrations, etc.

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Events on Council Reserves and other Council Managed Spaces

Permits are issued to applicants for the use of Councils open spaces for many kinds of activities such as weddings, family picnics, sporting events, circuses, fairs and large community events.

From January to the end of June, 29 events were successfully held across the district. COVID-19 level changes meant six events were cancelled and two postponed.

Most of the event organisers have taken advantage of Council’s online application process and all event organisers are encouraged to use this process. https://www.fndc.govt.nz/Our-Facilities/Parks-playgrounds-and-reserves/Book-a-Park-Reserve-or-Open-Space

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Cemeteries - Sexton Services

Council manages the Kaitaia and Totara North public cemeteries under the legislation of the Burial and Cremation Act 1964 and Far North district Council By-Law 1401-1442.

Plans remained in place for the management the Council-run cemeteries during the COVID 19 pandemic.

Families have struggled to arrange burials under Covid 19 restrictions with many choosing ash burials. Since the opening of the borders, families are able to travel from overseas to carry out ash burials of loved ones who died during the pandemic. Ash burials are treated with great care as they are often the only farewell families have been able to hold.

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There were 8 full burials and 4 ash burials in the Te Hiku Ward from 1 January to the end of June 2022.

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There has been an average of 31 enquiries per month during from January to end of June 2022.

Housing for the Elderly

The demolishing of the 3 units in Oxford Street was completed by the end of February and the area has been grassed over.

The following table lists the locations, number and type of units and current vacancies which are split into two categories – those that are ready to tenant and those that are with District Facilities department (for refurbishing or repairs and maintenance).

· Locations	· One bedroom	· Current Vacancies	· Ready to tenant	· With District Facilities ·
· Ahipara	· 6	· 0	· N/A	· N/A
· Awanui	· 12	· 1	· 0	· 1
· Oxford Street, KTA	· 23	· 2	· 0	· 2
· Puckey Ave, KTA	· 22	· 3	· 1*	· 2
· Totals	· 63	· 6	· 1	· 5

* Tenant interviews scheduled

During the period 1 January – 30 June 2022

· 8 tenancies ended (3x Awanui, 3x Oxford Street and 2x Puckey Avenue)

· 6 tenancies began (2x Awanui and 4x Oxford Street)

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There are currently 52 people on the waitlist for the Te Hiku ward.

· Location	· Waitlist
· Ahipara	· 5
· Awanui	· 10
· Oxford Street, KTA	· 20
· Puckey Ave, KTA	· 17
· Total	· 52

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

There are no financial implications.

Āpitihanga / Attachments

Nil

He Take Ōkawa / Compliance requirement	Te Aromatawai Kaimahi / Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Not applicable.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Not applicable.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This is a Community Board report.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Not applicable.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	Yes.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.