Agenda of Te Koukou - Transport Committee Meeting

Te Kaunihera o Tai Tokerau ki te Raki

AGENDA

Ordinary Te Koukou - Transport Committee Meeting

Monday, 9 October 2023

Time:	2:00 pm
Location:	Council Chamber, Kaikohe

Membership:

Kahika - Mayor Moko Tepania - Chairperson

Kōwhai - Deputy Mayor Kelly Stratford

Cr Steve McNally

Cr Ann Court

Cr Felicity Foy

Cr Hilda Halkyard-Harawira

Cr Babe Kapa

Cr Penetaui Kleskovic

Cr Tāmati Rākena

Cr Mate Radich

Cr John Vujcich

	Authorising Body	Mayor/Council
	Status	Standing Committee
COUNCIL COMMITTEE	Title	Te Koukou - Transport Committee Terms of Reference
	Approval Date	14 August 2023
	Responsible Officer	Northland Transport Alliance General Manager

Kaupapa / Purpose

The purpose of Te Koukou - Transport Committee is to increase governance oversight over Council’s Transport activities.

To perform his or her role effectively, each member must develop and maintain his or her skills and knowledge, including an understanding of the Committees’ responsibilities, and of the Council’s business, operations and risks.

Ngā Huānga / Membership

The Committee will comprise of all Mayor and Councillors.

Mayor Tepania

Deputy Mayor Kelly Stratford

John Vujcich

Ann Court

Babe Kapa

Felicity Foy

Hilda Halkyard-Harawira

Mate Radich

Penetaui Kleskovic

Steve McNally

Tāmati Rākena

Kōrama / Quorum

The quorum at a meeting of the Committee is 6 members

Ngā Hui / Frequency of Meetings

The Committee shall meet 4 weekly.

Ngā Apatono / Power to Delegate

The Committee may not delegate any of its responsibilities, duties or powers.

Ngā Herenga Paetae / Responsibilities

The Committees responsibilities are described below:

· Consideration of temporary road closures for events (subject to legal advice)

· Monitoring road maitenance schedule

· Monitoring road upgrade priority

· Monitoring contractor performance

· Monitoring of roading condition

· Approval of roading contracts beyond CE delegation up to $3 million

· Approval of award of budgeted planned works – already approved under the Long- Term Plan up to $3 million

· Receive and consider any consultation document and/or any proposed amended or new legislative instrument that may have a transport related outcomes and where appropriate make submissions and enable political advocacy at a Mayoral Forum Level if required

· Receive and adopt the Asset Management Plan for Transport

· Receive the draft Regional Land Transport Plan and if appropriate make submissions to the Regional Land Transport Plan

· Receive the draft Regional Public Transport Plan and if appropriate make submissions to the Regional Land Transport Plan

· Receive and adopt Far North District Council's walking and cycling strategies

· Receive and support the community boards footpath and streetlight programmes and monitor delivery

· Receive and consider any road safety strategies

· Receive and consider any speed management petitions

· Receive and consider any placemaking projects that have a transport related component so the committee can ensure the projects are captured (where appropriate) in our funding and planning instruments

· Receive invitations to apply for external funding opportunities in a timely manner so that the committee may advocate for community-initiated infrastructure projects. (Examples PGF, TIF)

Ngā Ture / Rules and Procedures

Council’s Standing Orders and Code of Conduct apply to all meetings.

Ordinary Te Koukou - Transport Committee Meeting Agenda

9 October 2023

4 Te Whakaaetanga o Ngā Meneti o Mua / Confirmation of Previous Minutes

4.1 Confirmation of Previous Minutes

File Number: A4416985

Author: Casey Gannon, Manager - Democracy Services

Authoriser: Jacine Warmington, Group Manager - Strategic Relationships

Purpose of the Report

The minutes are attached to allow the Committee to confirm that the minutes are a true and correct record of previous meetings.

Recommendation

That Te Koukou – Transport Committee confirm the minutes of the meeting held 11 September 2023 are true and correct.

1) Background

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

2) Discussion and Options

The minutes of the meetings are attached.

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. TK-TC_20230911_MIN_2706_SAVED - A4416993 ⇩

Compliance schedule:

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

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

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

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

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

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

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

Ordinary Te Koukou - Transport Committee Meeting Agenda

9 October 2023

5 Ngā Pūrongo / Reports

5.1 Appointment of Te Koukou - Transport Committee Chairperson / Deputy Chairperson

File Number: A4418734

Author: Casey Gannon, Manager - Democracy Services

Authoriser: Jacine Warmington, Group Manager - Strategic Relationships

Take Pūrongo / Purpose of the Report

To confirm the appointment of a Deputy Chairperson to Te Koukou – Transport Committee.

WhakarĀpopoto matua / Executive Summary

· Te Koukou – Transport Committee was set up as a standing committee at the Council meeting dated 29 June 2023.

· Council resolved to adopt proposed Terms of Reference for Te Koukou – Transport Committee at the Extraordinary Council meeting dated 14 August 2023.

· Te Koukou - Transport Committee appointed Kahika – Mayor Moko Tepania as Chair at the 11 September Committee meeting.

tŪtohunga / Recommendation

That Te Koukou – Transport Committee:

a) use System B as the preferred voting system to appoint a Chairperson.

b) appoint xxx as Deputy Chairperson of Te Koukou – Transport Committee.

1) TĀhuhu kŌrero / Background

Schedule 7, 21(5)(b) of the Local Government Act 2002 provides for the appointment of a Chairperson. When appointing a Chairperson to a committee the committee must resolve to use one of two voting systems as set out in Standing Orders 5.6.

The role of the Deputy Chairperson for Te Koukou - Transport Committee needs to be decided by Committee members at the 9 October 2023 meeting.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The committee will be comprised of Mayor and all Councillors.

The voting system options are as follows:

Option 1

System A -

The candidate will be appointed if he or she receives more votes than any other candidate.

This system has the following characteristics:

(a) there is only one round of voting; and

(b) if two or more candidates tie for the most votes, the tie is resolved by lot.

Option 2

System B -

(a) requires that a person is appointed or appointed if he or she receives more votes than any

other candidate; and

(b) has the following characteristics:

(i) there is only one round of voting; and

(ii) if 2 or more candidates tie for the most votes, the tie is resolved by lot.

Option 2 is the recommended option. This is the system used by Council and Committees as per

their Standing Orders.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION.

To make appointments to the positions of Chairperson and Deputy Chairperson to Te Koukou – Transport Committee.

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

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

Āpitihanga / Attachments

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	This report is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Appointment and Remuneration of Directors for Council Organisations Policy #2117
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 Community Board views have not been sought as this is a Council governance decision.
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.	This report does not have any specific implications for Māori.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	This report does not affect any persons identified by legislation.
State the financial implications and where budgetary provisions have been made to support this decision.	No specific financial implications.
Chief Financial Officer review.	The Acting Chief Financial Officer has prepared this report.

Ordinary Te Koukou - Transport Committee Meeting Agenda

9 October 2023

6 Ngā Pūrongo Taipitopito / Information Reports

6.1 Northland Transport Alliance - 2022/23 Year End Regional Transportation Activity Summary Report.

File Number: A4378948

Author: Calvin Thomas, General Manager - Northland Transportation Alliance

Authoriser: Andy Finch, District Engineer

TAKE PŪRONGO / Purpose of the Report

The attached report provides a summary of Northland Transportation Alliance (NTA) operations and managed transportation activities for the 2022/23 financial year.

These reports are compiled annually for the presentation to the Alliance Leadership Group (made up of the four Council Chief Executives plus a senior manager from Waka Kotahi) and respective partner Councils.

WHAKARĀPOPOTO MATUA / Executive SummarY

The 2022/23 financial year has been one of challenge and change in the transportation space. Coinciding with an almost 50% change in Elected Members across Northland in October 2022, the local roading network has suffered the effects of regional rainfall exceeding the highest ever recorded hydrological annual totals, spread across 12 discrete significant events. Cumulative damage assessments are currently estimated at approximately $90m, with $20m of response and recovery works completed by the end of June 2023. Due to the sheer volume of damage full repairs are anticipated to take several years to fully complete.

Key highlights of the report specifically related to Far North District include:

• Development of the Transport Activity Plan (AMP) and associated RLTP funding request is well underway, based on ‘back to basics’ approach, with increased focus on drainage maintenance, renewals and resilience, further roll out of the unsealed network rehabilitation programme, addressing the backlog of renewal works in the sealed network, bridges and major drainage works.

• Despite the negative weather event impacts, $58.4M of FNDC’s transportation programme works were delivered, with it still planned for the majority of works associated with approved 2021/24 NLTP funding to be completed within the current 3-year period

• A total of 36,307 staff hours were utilised to deliver FNDC’s 2022/23 programme, with 8,665 hours of this work (24%) undertaken by NTA seconded staff not employed by FNDC.

• Current total FNDC 2022/23 Emergency works repair estimate of $43.58M, with $7.16M (26%) of this work completed by June 2023, of which $5.63M was funded via the increased Financial Assistance Rate subsidy.

• FNDC received just under 7,000 individual Customer requests related to roading and transport across the 2022/23 financial year, with these volumes up significantly from previous years as a result of multiple weather events and the subsequent damage incurred.

TŪTOHUNGA / Recommendation

That the Te Koukou - Transport Committee:

a) uplift the Northland Transport Alliance - 2022/23 Year End Regional Transportation Activity Summary Report; and,

b) receive the report Northland Transport Alliance - 2022/23 Year End Regional Transportation Activity Summary Report.

tĀHUHU KŌRERO / Background

The Northland Transportation Alliance (NTA) was established in 2016 and is a partnering of the four Northland Council’s ‘roading and transport departments’ combining and co-locating the individual council staff and resources, through a shared services model.

In additional to providing monthly operational reporting to each partner Council’s, annually the NTA provides a year-end report summarising, at a Regional level, the key activities, challenges, and achievements from the previous financial year.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

As a joined-up transportation department, designed and tasked with utilising the combined Council resource capabilities to deliver aligned and improved roading and transportation solutions and outcomes in Northland. the NTA fulfils the role of Council’s traditional Roading department.

The attached report provides a summary of the 2022/23 Transportation activities and NTA operations to provide Elected members with an overview of activities completed across the Region throughout the year.

Far North District Council will continue to receive regular operational reporting for the 2023/24 programmes through the newly established Te Koukou – Transport Committee.

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

Nil - Reported activities have been completed within existing approved Council budgets (including Emergency Works reserves)

Āpitihanga / Attachments

1. 2022_23 Year End Regional Transportation Activity Summary Report - A4392442 ⇩

Ordinary Te Koukou - Transport Committee Meeting Agenda

9 October 2023

6.2 Transportation Activity Update - August 2023 Northland Transport Alliance Operations Report

File Number: A4418455

Author: Calvin Thomas, General Manager - Northland Transportation Alliance

Authoriser: Andy Finch, District Engineer

TAKE PŪRONGO / Purpose of the Report

The purpose of this briefing is to present the August 2023 Transportation Activity monthly operations report, as an update on progress with approved transportation programmes and activities, for Committee review, discussion, and questions.

WHAKARĀPOPOTO MATUA / Executive SummarY

Key highlights of transport activities completed in July 2023 are summarised below, with further detail provided within the Agenda item attachments:

· Far North REAP ((Rural Education Activities Programme) continued their work delivering Kaipara’s Road Safety Education Programme, with an update on the past month’s activities and initiatives focussing on restraints, driver licencing, and driver impairment provided in this month’s reporting.

· Staff have prepared a Recommendations Report and Interim Speed Management Plan for the Kerikeri-Bay of Islands speed catchment, with a briefing scheduled for the October Te Koukou Transport Committee workshop and the decision paper scheduled to be presented at the October Council meeting. Staff will also brief the Te Koukou Transport Committee on the draft policies and objectives for the 2024/27 Regional Speed Management Plan, along with the proposed three-year implementation programme, at the October meeting.

· In September the Te Koukou Transport Committee approved staff to move forward with submittal of the Transport Choices programme detail design package for Waka Kotahi approval, with the next step being execution of the implementation funding agreement.

· Twenty-three new resource consent applications were received in the month of August (vs. 12 month rolling average of 35), with nineteen applications processed.

· Work continued on the continuous Capital Works programme including slip repair, footpath and bridge replacement project works. Preparation of projects for the upcoming summer construction season is progressing well.

· A total of 2199.6km of network inspections was completed district wide. Excellent progress was made with network wide maintenance grading in August, with 39% (or 630.5km) of the unsealed network length completed, along with a focus on pothole repairs, roadside mowing, watertabling works, culvert replacement and sign/edge marker post replacement.

· Works continued with the 2022/23 Emergency event(s) recovery activities, with a further $0.93M of repair and clean-up works completed in August, bringing the total of completed works to date to approximately $8.34M. A full progress update on the 2022/23 Emergency works programme is included within this report. Works complete in August included 10 dropout/retaining wall repairs.

· 73 new Corridor Access Requests were received for works in the road reserve across Far North District in August. six temporary traffic management audits were completed during the month, with five sites scored ‘High’ and one rated as ‘Needs Improvement’.

· The Hokianga Ferry service carried a daily average of 428 passengers and 220 vehicles for the month of August 23, with revenue for the month 10% lower when compared to the same period last year. The schedule departures were 97.0% on time for the month, with 53 shuttling’s and 4 after hours callouts.

· Pleasingly the volume of customer requests has reduced from recent months (431 requests received during August) but is still higher than pre-2022/23 historic average of 360 requests per month. Further work continued on the closure of aged requests and at the end of August there were 471 open requests, being a 23.3% reduction from the prior month.

TŪTOHUNGA / Recommendation

That the Te Koukou - Transport Committee receive the report Transportation Activity Update - August 2023 Northland Transport Alliance Operations Report.

tĀHUHU KŌRERO / Background

Each month the Northland Transportation Alliance (NTA), in the capacity of Far North District Council’s roading and transport department, will report to Te Koutou – Transport Committee on operational activities from the previous month by way of an operations report (attached) presented to the Committee meeting.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The monthly operations report is provided to inform Council of completed and planned Transportation activities across the Kaipara District.

Key NTA staff will attend each briefing to respond to any specific questions that arise from the report contents.

Monthly Transport Activity Operational reports will continue to be provided for each Te Koutou – Transport Committee meeting.

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

Nil - Reported activities have been completed within existing approved Council budgets

Āpitihanga / Attachments

1. FNDC North Monthly Contract Report - August 2023 - A4418501 ⇩

2. FNDC South Monthly Contract Report - August 2023 - A4418500 ⇩

3. FNDC Transportation Activity update - August 2023 - A4418495 ⇩

Ordinary Te Koukou - Transport Committee Meeting Agenda

9 October 2023

6.3 FNDC 2023/24 Transportation Capital Works Programme

File Number: A4417060

Author: Calvin Thomas, General Manager - Northland Transportation Alliance

Authoriser: Andy Finch, District Engineer

TAKE PŪRONGO / Purpose of the Report

The purpose of this report is to provide the Committee with detail on the 2023/24 Transport Activity Capital Works programme and an update on current programme and project status, for Committee review, discussion, and questions.

WHAKARĀPOPOTO MATUA / Executive SummarY

Following confirmation of the 2023/24 Annual Plan budgets (including carry forwards) the associated Transportation Capital Works programme has been developed, with individual projects confirmed and progressing.

A detailed project list is included as an attachment to this report for reference of the Committee.

TŪTOHUNGA / Recommendation

That the Te Koukou - Transport Committee receive the report FNDC 2023/24 Transportation Capital Works Programme.

tĀHUHU KŌRERO / Background

Following confirmation of Council’s Annual plan budgets (including confirmation of carry-forwards from previous year) staff work to finalise the associated capital works programme, with the current programme detail provided as an attachment to this report.

This programme covers the majority of FNDC’s Transportation Capital Works, being the specific “named projects” noting it excludes the following two areas of work that are currently managed reported separately:

· Unsealed Road rehabilitation works

· 2022/23 Emergency Works Events – repairs and recovery

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

2023/24 is year three of the current 3-year Long Term Plan (LTP) and National Land Transport Fund (NLTF). With delays in funding confirmation in year one (21/22) and significant weather impacts in year 2 (22/23) this has resulted in a larger than normal programme to be delivered, noting however that the majority of works originally planned for these previous years have already been awarded and are ready to proceed as soon as conditions allow.

Each month the project progress, status and risk is assessed, with the current programme risk status, to the end of August, reported as follows:

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At present the reported delivery risks primarily relate to projects where the scope and requirements are still in the process of being finalised, which is not unusual two months into the programme.

As scopes are confirmed and the projects progress the associated delivery risk will be reassessed and updated.

While individual project detail is provided within Attachment 1, the table below summarises the programme budget for each Work Category / work type

Programme status and update reports will continue to be provided within the FNDC Transportation Activity Update monthly report and the the status of each individual project can be viewed via the GIS map link on the FNDC webpage.

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

Nil - Reported activities are included within existing approved Council budgets

Āpitihanga / Attachments

1. FNDC 2023_24 Capital Works programme (named projects) - August 2023 - A4417066 ⇩

Ordinary Te Koukou - Transport Committee Meeting Agenda

9 October 2023

7 Te Wāhanga Tūmataiti / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

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

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

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

7.1 - Road Maintenance External Contract Review - Findings and Recommendations

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7