Agenda of Waiharara and Kaikino Drainage Area Committee Meeting

Waiharara and Kaikino Drainage Area Committee Meeting Agenda

8 August 2022

4.1 Confirmation of Previous Minutes

File Number: A3803967

Author: Rhonda-May Whiu, Democracy Advisor

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Take Pūrongo / Purpose of the Report

The minutes of the previous Waiharara and Kaikino Drainage Area Committee meeting are attached to allow the Committee to confirm that the minutes are a true and correct record.

tŪtohunga / Recommendation

That the Waiharara and Kaikino Drainage Area Committee confirm the minutes of the meeting of the Waiharara, and Kaikino Drainage Area Committee held 21 March 2022 are a true and correct record.

1) TĀhuhu kŌrero / Background

Local Government Act 2002 Schedule 7 Section 28A states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The minutes of the meeting are attached.

Far North District Council Standing Orders Section 27.3 states that no discussion shall arise on the substance of the minutes in any succeeding meeting, except as to their correctness.

Take Tūtohunga / Reason for the recommendation

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

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

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

Āpitihanga / Attachments

1. 2022-03-21 Waiharara and Kaikino Drainage Area Committee Minutes - A3640086 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	This report complies with the Local Government Act 2002 Schedule 7 Section 28.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	The Waiharara and Kaikino Drainage Area is of local relevance and a member of the Te Hiku Community Board sits on the committee to be able to provide the views of the Community Board to the 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.	There are no implications on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	This report is asking for the minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision arising from this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Waiharara and Kaikino Drainage Area Committee Meeting Agenda

8 August 2022

5 Reports

5.1 Waiharara and Kaikino Drainage Area 2021/2022 Programme Update

File Number: A3814706

Author: James Ross, 3 Waters Engineer

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

Take Pūrongo / Purpose of the Report

To notify the Waiharara and Kaikino Drainage Areas Committee of progress on all Drainage 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 the Waiharara and Kaikino Drainage Areas Committee:

a) note and review the 2021/2022 work programme.

b) recommend the reviewed 2021/2022 work programme to the Te Hiku Community Board for information.

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

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

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

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

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

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 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

Waiharara and Kaikino Drainage Area Committee Meeting Agenda

8 August 2022

5.2 Waiharara and Kaikino Drainage Areas 2022/2023 Programme

File Number: A3814697

Author: James Ross, 3 Waters Engineer

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

Take Pūrongo / Purpose of the Report

To provide the Waiharara and Kaikino Drainage Areas Committee with an outline of the proposed works and costs for the 2022/2023 financial year.

WhakarĀpopoto matua / Executive Summary

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

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

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

· The work programme is up for discussion.

tŪtohunga / Recommendation

That the Waiharara and Kaikino Drainage Areas Committee recommends that the Te Hiku Community Board approve the reviewed Waiharara and Kaikino Drainage Areas 2022/2023 work programme.

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.