Te Kaunihera o Te Hiku o te Ika
AGENDA
Waiharara and Kaikino Drainage Area Committee Meeting
Wednesday, 13 March 2024
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Time: |
1.00pm |
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Location: |
Boardroom - Te Ahu Cnr State Highway 1 and Mathews Avenue Kaitaia |
Membership:
Chairperson Fiona King - Chairperson
Member Fred Petricevich
Member Joe Milich
Member Dean Radojkovich
Member Aaron Bainbridge
Member Adrienne Bartlett
Member Darren Axe
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Waiharara and Kaikino Drainage Area Committee Meeting Agenda |
13 March 2024 |
Waiharara and Kaikino 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 1.00pm
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 Waiharara and Kaikino Drainage Areas 2022/23 Update
5.2 Waiharara and Kaikino 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
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Waiharara and Kaikino Drainage Area Committee Meeting Agenda |
13 March 2024 |
4 Te Whakaaetanga o Ngā Meneti o Mua / Confirmation of Previous Minutes
4.1 Confirmation of Previous Minutes
File Number: A4603561
Author: Ellie Greenwood, Democracy Advisor
Authoriser: Casey Gannon, Manager - 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.
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That the Waiharara and Kaikino Drainage Area Committee confirm the minutes of the meeting of the Waiharara, and Kaikino Drainage Area Committee held 17 April 2023 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.
1. 2023-04-17
Waiharara and Kaikino Drainage Area Committee Minutes - A4172706 ⇩ 
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.
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He Take Ōkawa / Compliance Requirement |
Aromatawai Kaimahi / Staff Assessment |
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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. |
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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. |
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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. |
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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. |
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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. |
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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. |
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Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report. |
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Waiharara and Kaikino Drainage Area Committee Meeting Agenda |
13 March 2024 |
5.1 Waiharara and Kaikino Drainage Areas 2022/23 Update
File Number: A4611267
Author: Tanya Proctor, Head of Infrastructure Strategy
Authoriser: Guy Holroyd, Chief Executive Officer
TAKE PŪRONGO / Purpose of the Report
To provide the Waiharara and Kaikino Drainage Areas Committee with an update report.
WHAKARĀPOPOTO MATUA / Executive SummarY
· The Waiharara and Kaikino Drainage Areas have been drain cleaned in accordance with Resolution 2023/3.
· Spraying has not been completed to date.
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That the Waiharara and Kaikino Drainage Area Committee receive the report Waiharara and Kaikino Drainage Areas 2022/23 Update.
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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.
In recent times, the Drainage Area Committees were formally re-established at the 14 March 2023 meeting of Te Hiku Community Board as part of Council’s formal process and procedures.
MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps
Both the Waiharara and Kaikino Drainage Areas are programmed to be sprayed twice a year, in late spring and again in late autumn, however no purchase orders have been issued to date for this.
Machine Clearing
Machine clearing has been completed however financial reports run today indicate that purchase orders may have been raised to the wrong land drainage schemes and these will need to be journalled to the correct schemes to ensure accurate recording of expenditure.
Drain Spraying
Whilst the spraying has not yet been completed, there is still time to carry this out by 30 June 2024 given current weather conditions.
PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision
Budgets
2022/2023 Budgets
The financial report referenced provided the following information.
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2022/2023 Budgets |
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Location |
Reserves 2021/22 |
Budget 2022/23 |
Total |
Actual Expenditure (April YTD) |
Additional Expenditure Expected |
Forecast Reserve Balance (Note 1) |
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Kaikino |
$30,118 |
$34,413 |
$64,531 |
$967 |
$9,033 |
$54,531 |
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Waiharara |
$26,206 |
$35,525 |
$61,731 |
$967 |
$11,783 |
$48,981 |
Nil
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Waiharara and Kaikino Drainage Area Committee Meeting Agenda |
13 March 2024 |
5.2 Waiharara and Kaikino Drainage Committee Open Resolutions Update March 2024
File Number: A4603493
Author: Ellie Greenwood, Democracy Advisor
Authoriser: Casey Gannon, Manager - Democracy Services
Take Pūrongo / Purpose of the Report
To provide Waiharara and Kaikino 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.
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That Waiharara and Kaikino Drainage Committee receive the report March 2024 Open Resolution Report. |
1) TĀhuhu kŌrero / Background
At the 17 April 2023 Waiharara and Kaikino 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 Waiharara and Kaikino 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 - A4603506 ⇩ 
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Waiharara and Kaikino Drainage Area Committee Meeting Agenda |
13 March 2024 |
6 Karakia Whakamutunga – Closing Prayer
