Te Kaunihera o Te Hiiku o te Ika
AGENDA
Motutangi Drainage Area Committee Meeting
Wednesday, 13 March 2024
|
Time: |
3.00pm |
|
Location: |
Boardroom - Te Ahu Cnr State Highway 1 and Mathews Avenue Kaitaia |
Membership:
Chairperson Jeremy White - Chairperson
Member Darren Axe
Member Paul Harvey
|
Motutangi Drainage Area Committee Meeting Agenda |
13 March 2024 |
Motutangi Drainage Area Committee Meeting
will be held in the Boardroom - Te Ahu, Cnr State Highway 1 and Mathews Avenue, Kaitaia on:
Wednesday 13 March 2024 at 3.00pm
Te Paeroa Mahi / Order of Business
1 Karakia Timatanga / Opening Prayer
2 Ngā Whakapāha Me Ngā Pānga Mema / Apologies and Declarations of Interest
4 Te Whakaaetanga o Ngā Meneti o Mua / Confirmation of Previous Minutes
4.1 Confirmation of Previous Minutes
5.1 Motutangi Drainage Area 2023/2024
5.2 Motutangi Drainage Committee Open Resolutions Update March 2024
6 Karakia Whakamutunga – Closing Prayer
6 Te Kapinga Hui / Meeting Close
2 Ngā Whakapāha Me Ngā Pānga Mema / Apologies and Declarations of Interest
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Committee and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Manager - Democracy Services (preferably before the meeting).
It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
3 Ngā Kaikōrero / Speakers
|
13 March 2024 |
4 Te Whakaaetanga o Ngā Meneti o Mua / Confirmation of Previous Minutes
4.1 Confirmation of Previous Minutes
File Number: A4611215
Author: Ellie Greenwood, Democracy Advisor
Authoriser: Casey Gannon, Manager - Democracy Services
Take Pūrongo / Purpose of the Report
The minutes of the previous Motutangi Drainage Area Committee meeting are attached to allow the Committee to confirm that the minutes are a true and correct record.
|
That the Motutangi Drainage Area Committee confirm that the minutes of the meeting of the Motutangi Drainage Area Committee held 17 April 2023 are a true and correct record. |
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 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.
1. 2023-04-17
Motutangi Drainage Area Committee Minutes - A4172708 ⇩ 
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 Motutangi 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.
|
|
13 March 2024 |
5.1 Motutangi Drainage Area 2023/2024
File Number: A4611211
Author: Tanya Proctor, Head of Infrastructure Strategy
Authoriser: Guy Holroyd, Chief Executive Officer
TAKE PŪRONGO / Purpose of the Report
To update the Motutangi Drainage Area Committee since the previous meeting.
WHAKARĀPOPOTO MATUA / Executive SummarY
The Motutangi Drainage Area has had drains machine cleared in accordance with Resolution 2023/2.
|
That the Motutangi Drainage Area Committee receive the report Motutangi Drainage Area 2023/2024.
|
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.
MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps
2.1 Works undertaken during 2023/2024
Spraying
The spray work in the Motutangi Drainage Area have not been completed to date. However, a local contractor having recently completed the Kaitaia Drainage Area works is available to quote and spray this scheme.
Machine Clearing
Machine clearing has been completed for the 2023/24 period.
Budgets
2023/2024 Budgets
The financial report referenced provided the following information.
|
2022/2023 Budgets |
||||||
|
Location |
Reserves 2021/22 (Note 1) |
Budget 2022/23 |
Total |
Expenditure (Feb YTD) |
Additional Expenditure Expected |
Forecast Reserve Balance |
|
Motutangi |
$148,665 |
$68,864 |
$217,529 |
$46,932 |
$9,033 |
$161,564 |
2024/2027 Proposed Budget
From the above tables, it is apparent that the reserves balance within the Motutangi Drainage area remains high. It is recommended the reserve funds be utilised to remediate and bring the drains to good standard. Consideration should be given to reducing the rates for the 2024/25 rating year given the current reserves funds available. The reserves funds would be utilised in 2024/25 for the spray and drain clearing works.
PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision
Rate Implications
Rating implications will be consulted on at the earliest opportunity. Expressions of interest close on Monday 11th March, one working day prior to the agenda deadline and were therefore unable to be included in this report. If possible, budgets based on indicative tender prices received will be tabled at the meeting.
Nil
|
13 March 2024 |
5.2 Motutangi Drainage Committee Open Resolutions Update March 2024
File Number: A4603479
Author: Ellie Greenwood, Democracy Advisor
Authoriser: Casey Gannon, Manager - Democracy Services
Take Pūrongo / Purpose of the Report
To provide Motutangi Drainage Committee with an overview of outstanding Committee decisions from 17 April 2023.
WhakarĀpopoto matua / Executive Summary
· Open resolutions are a mechanism to communicate progress against decisions/resolutions.
· Open resolutions are also in place for all formal elected member meetings.
|
That Motutangi Drainage Committee receive the report March 2024 Open Resolution Report. |
1) TĀhuhu kŌrero / Background
At the 17 April 2023 Motutangi Drainage Committee Meeting the Committee requested an action sheet update report be included in all future Drainage Committee Meetings. Any resolution or decision from a meeting is compiled on an open resolution status report, to capture actions trigged by Kaitaia Drainage Committee decisions. Staff provide updates on progress against tasks that are not yet completed.
2) matapaki me NgĀ KŌwhiringa / Discussion and Options
The outstanding tasks are often multi-facet projects that take longer to fully complete. Where a decision differs to the recommendation of staff there may be unintended consequences or challenges that take longer for staff to work through.
TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION.
To provide Motutangi Drainage Committee with an overview of outstanding decisions from 17 April 2023.
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.
1. Open
Resolution Report - A4603477 ⇩ 
|
Motutangi Drainage Area Committee Meeting Agenda |
13 March 2024 |
6 Karakia Whakamutunga – Closing Prayer
