Agenda of Te Koukou - Transport Committee Meeting

	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

20 February 2024

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

4.1 Confirmation of Previous Minutes

File Number: A4561882

Author: Ellie Greenwood, Democracy Advisor

Authoriser: Casey Gannon, Manager - Democracy Services

Take Pūrongo / 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.

tŪtohunga / Recommendation

That Te Koukou – Transport Committee confirm the minutes of the meeting held 27 November 2024 are true and correct.

1) TĀhuhu kŌrero / Background

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The minutes of the meetings are attached.

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 meetings.

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.

Attachments

1. 2023-11-27 Te Koukou - Transport Committee Minutes - A4561885 ⇩

Hōtaka Take Ōkawa / Compliance schedule:

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

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	This report complies with the Local Government Act 2002 Schedule 7 Section 28.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	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

20 February 2024

5 Ngā Pūrongo Taipitopito / Information Reports

5.1 Transport Portfolio Member Reports

File Number: A4568470

Author: Ellie Greenwood, Democracy Advisor

Authoriser: Casey Gannon, Manager - Democracy Services

Te Take Pūrongo / Purpose of the Report

To note the verbal reports from Transport Portfolio holders. The verbal reports provide feedback to Te Koukou – Transport Committee on matters of interest or concern to the Committee.

ngĀ tŪtohunga / Recommendation

That Te Koukou – Transport Committee note the verbal February 2024 reports from Members Ann Court and Steve McNally as Transport Portfolio holders.

1) te TĀhuhu kŌrero / Background

Te Koukou – Transport Committee Chair Kahika-Mayor Tepania allows members reports as a mechanism to have open communication and transparency on activities undertaken by the Transport Portfolio Members of the Te Koukou – Transport Committee.

2) Te matapaki me NgĀ KŌwhiringa / Discussion and Options

Member reports are provided verbally during the meeting.

REASON FOR THE RECOMMENDATION

To formally receive the Member verbal reports.

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

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

ngĀ Āpitihanga / Attachments

Nil

Ordinary Te Koukou - Transport Committee Meeting Agenda

20 February 2024

5.2 FNDC Transportation Activity Update - November & December 2023 Operations Report

File Number: A4558861

Author: Calvin Thomas, General Manager - Northland Transportation Alliance

Authoriser: Tanya Proctor, Assets & Planning Manager

TAKE PŪRONGO / Purpose of the Report

The purpose of this briefing is to present the November and December 2023 Transportation Activity monthly operations reports, 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 November and December 2023 are summarised below, with further detail provided within the Agenda item attachments:

· Far North REAP (Rural Education Activities Programme) continued their work delivering Far North’s Road Safety Education Programme, with highlight for November & December being the “Patience to Paradise” campaign material updated and media rollout with NZME and Mediaworks. Bike Northland continued delivery of the Grade 1 BikeReady programme across Far North schools.

· Following the December Government announcement on Speed Limits, staff have now placed the 2024/27 Regional Speed Management process on hold. A report to council will be prepared by staff following receipt of further guidance from Government (expected in early 2024) to obtain direction on the District’s 2024-2027 intended speed management programme.

· In a letter from the Minister of Transport received by Council on 20th December 2023, the Minister confirmed that there will be no further funding allocated for the Transport Choices programme meaning the construction of the two Far North Projects will no longer receive funding for completion.

· Works have ramped up as we enter the full summer construction season, with a focus of November and December on completing sealed network renewals and reseals. The projects assessed as being able to be fully delivered this year has increased to $20,592,509, being 74% of total programme (versus previous report of $18.146M || 71% of programme). A full list of 2023/24 projects with their respective delivery and risk status is provided within this report.

· Across November and December crews completed a total of 3,748km of network inspections, and grading of 670km (41% of unsealed network). With the dryer months now here the grading activities reduce significantly with a maintenance focus on pothole repairs for both unsealed and sealed road, edge marker post replacement and roadside mowing. The 2023/24 summer dust suppression programme was also completed on the approved budgeted sites.

· Works continued with the 2022/23 Emergency event(s) recovery activities, with further Phase 2 repair and clean-up works completed across November and December, including construction of five retaining walls. There are 38 confirmed Phase 3 (Complex sites) confirmed to progress to the detailed Geotech Investigation and Design phase, with three having full design reports and construction drawings completed. The seven next most critical sites have been issued to consultants for assessment and pricing (following NZTA and CE approval of procurement policy exception), with associated contracts due to be executed in early February.

· 120 new Corridor Access Requests received for works in the road reserve across Far North District in November (71) and December (49).   

· The Hokianga Ferry service carried a daily average of 559 passengers and 284 vehicles for the months of November and December 23, with revenue for the two-months combined 12% lower when compared to the same period last year. The schedule departures were 97% on time for the month, with 163 shuttling’s and 10 charters.

· Pleasingly the volume of customer requests has continued to reduce back to pre-storm event “normal” levels, with 296 requests received in December.

TŪTOHUNGA / Recommendation

That Te Koukou - Transport Committee receive the report FNDC Transportation Activity Update - November & December 2023 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 Far North 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. Attachment 1 - FNDC Transportation Activity update - November & December 2023 - A4558840 ⇩

2. Attachment 2 - FNDC North Monthly Contract Report - November 2023 - A4558842 ⇩

3. Attachment 3 - FNDC South Monthly Contract Report - November 2023 - A4558844 ⇩

4. Attachment 4 - FNDC North Monthly Contract Report - December 2023 - A4558848 ⇩

5. Attachment 5 - FNDC South Monthly Contract Report - December 2023 - A4558857 ⇩

Ordinary Te Koukou - Transport Committee Meeting Agenda

20 February 2024

5.3 FNDC Seal Extension Prioritisation Update

File Number: A4561837

Author: Calvin Thomas, General Manager - Northland Transportation Alliance

Authoriser: Tanya Proctor, Assets & Planning Manager

TAKE PŪRONGO / Purpose of the Report

The purpose of this report is to provide the Committee with information on the Seal Extension Prioritisation Tool review, and project updates on the 2023-24 seal extension programme of works.

WHAKARĀPOPOTO MATUA / Executive SummarY

As requested by Council an independent review of the Seal Extension Prioritisation Matrix (also known as the Dust Matrix) has been undertaken and the report was initially presented to the Te Koukou Transport committee workshop in October 2023, with the overall finding being:

“It is considered that the actual Dust Matrix Prioritization Tool is generally fit for purpose and in line with the process followed by other local roading authorities for seal extension prioritizations, however its function is dependent on the quality of the data entered into it.”

TŪTOHUNGA / Recommendation

That Te Koukou - Transport Committee receive the report FNDC Seal Extension Prioritisation Update.

tĀHUHU KŌRERO / Background

In December 2018 Far North District instructed staff to create a prioritisation tool for seal extensions, with a focus on mitigating the impacts of dust and enabling dust reduction. This was further established with a 2017-18 Council resolution for $2M to be approved for 10-years for unsubsidised seal extensions. The Matrix tool was developed and has been used to identify and prioritise programmes of seal extension works, with the current 3-year programme 2021-2024 approved in July 2021.

To provide Council with greater assurance around the integrity of the Seal Extension Prioritisation Matrix, and it’s appropriateness for prioritising Seal Extension sites, Council requested for an independent review of the Seal Extension Prioritisation Matrix (also known as the Dust Matrix) to be undertaken, with the full review report included as an attachment.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The review report

The Report outlining the External Review findings is included as an attachment to this report.

Project updates on the 2023-24 seal extension programme of works

Table 1 below indicates the original list 20212/24 unsubsidised seal extension programme of works approved by Council (July 2021) and table 2 lists the additional externally funded seal extensions. Each table indicates its status at a high-level.

Table 1 - 2021-24 list of unsubsidised seal extensions prioritised from seal extension prioritisation matrix tool

Road	21/22	22/23	23/24	comment
Brass Road	Planned	complete
Parapara-Toaoa Road	Planned complete
Oromahoe Road		Planned		Site being reviewed as it is a low-lying and flood prone
Pawarenga Road		Planned	complete
West Coast Road (Kohukohu)				Site deferred due to major land slips
Ruaroa Road			Planned
Hautapu Road			Planned

Table 2 - Externally funded seal extensions

Road	21-22	22-23	23-24
Tourism Infrastructure Fund (TIF)
Bayly Road	complete
Pungaaere Road	complete
Provincial Growth Fund (PGF)
Peria Road	complete
Ngapipito Road	complete
Ruapekapeka Road		complete
National Land Transport Fund (NLTF)
Unahi Road			complete
Hautapu Road Traction seal			planned

In general, all works have been completed or a close to being completed before the end of this financial year. In particular:

· Pawarenga Road which was held over from 2022-23 but completed prior to December 2023.

· Ruaroa Road works commended in January 2024 and is due for completion before the end of this financial year.

· Hautapu road intersection with the State Highway (Traction Seal) has been designed and is due to be built before the end of this financial year.

· Hautapu Road is in the design phase and is currently due to be built before the end of this financial year, after the intersection traction seal.

Should Council continue to support this previous resolution, and approve the continuation of unsubsidised Seal Extension funding in the 2024-27 Long Term Plan (LTP), the following processes will be undertaken in June/July 2024:

· Confirm Council priorities with respect to site selection factors and desired outcomes of the approved Seal Extension programme funding

· Review the matrix with

o the recommendations from the independent review

o The recommended weighting prioritization from Council

· Report to Council with a list prioritised seal extension sites for subsequent Council approval

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 Seal Extension Prioritisation Review Report - A4561831 ⇩

Ordinary Te Koukou - Transport Committee Meeting Agenda

20 February 2024

6 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
6.1 - Confirmation of Previous Minutes - Public Excluded	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities 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
6.2 - Fern Flat Road - Fatal Crash Report	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
6.3 - Emergency Slips Programme Report and Funding Request for Complex Sites (Local Share)	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