Agenda of Te Koukou - Transport and Infrastructure Committee Meeting

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AGENDA

Te Koukou - Transport and Infrastructure Committee Meeting

Tuesday, 29 August 2024

Time:

10:00am

Location:

Council Chamber

Memorial Ave

Kaikohe

Membership:

Kahika Moko Tepania - Chairperson

Deputy Chairperson Steve McNally

Kōwhai - Deputy Mayor Kelly Stratford

Cr Felicity Foy

Cr Ann Court

Cr Hilda Halkyard-Harawira

Cr Babe Kapa

Cr Penetaui Kleskovic

Cr Tāmati Rākena

Cr Mate Radich

Cr John Vujcichich

A black and white sign with white text

	Authorising Body	Mayor/Council
	Status	Standing Committee
COUNCIL COMMITTEE	Title	Te Koukou - Transport and Infrastructure Committee Terms of Reference
	Approval Date	11 April 2023
	Responsible Officer	Head of Infrastructure Strategy

Kaupapa / Purpose

The purpose of Te Koukou – Transport and Infrastructure Committee (the Committee) is to ensure cost effective, quality and sustainable infrastructure decisions are made to meet the current and future needs of Far North communities and that Councils infrastructure assets are effectively maintained and operated.

The Committee will review the effectiveness of the following aspects:

• Affordable core infrastructure to support healthy and sustainable living;

• Operational performance including monitoring and reporting on significant infrastructure projects

• Delivery of quality infrastructure and district facilities

• Financial spend and reprogramming of capital works

• Property and other assets

To perform his or her role effectively, each Committee member must develop and maintain his or her skills and knowledge, including an understanding of the Committee’s responsibilities, Councils’ infrastructure assets such as roading, three waters and district facilities.

Ngā Huānga / Membership

The Committee will comprise of all Mayor and Councillors.

Kahika Mayor Tepania

Kōwhai 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:

Quality infrastructure and Facilities

Assess and provide advice to Council on strategic issues relating to the provision of Council’s infrastructural activities and district facilities
Review, and recommend to Council, policy and strategies for the delivery of infrastructural asset services
Monitor achievement of outcomes included in the Infrastructure Strategy and other transport and infrastructure strategies eg District Transport Strategy
Ensure that Council protects its investment in its infrastructural assets in accordance with accepted professional standards
Monitor the risks, financial and operational performance of the Council's infrastructural activities and facilities
Monitor major contract performance measures/key result areas (KRAs)

Significant Projects – spend, monitoring and reporting

Monitor significant projects

Approve budget overspend (above tolerance levels in the CE delegations) and any reprogramming of capex for a project or programme provided that:

The overall budget is met from savings
The overall budget for capex is not exceeded. Where this is not the case, the Committee must either:

Recommend to Council that additional funding is approved (outside the Annual Plan or Long Term Plan process), or
Recommend as part of the next round of Long Term Plan or Annual Plan process that the funding is considered for inclusion.

Approve tenders and contracts provided they are:

Up to $3 million,
in accordance with the current year’s plan, whether that be Annual Plan or Long Term Plan, and
deemed low by the Significance and Engagement Policy

Compliance

Ensure that operational functions comply with legislative requirements and Council policy
Ensure that consents associated with Council's infrastructure are being met and renewals are planned for

Service levels (non regulatory)

Recommend service level changes and new initiatives to the Long Term and Annual Plan processes.

Relationships

Monitoring Council’s relationship with the Northland Transportation Alliance
Monitoring Council’s relationship with the Far North Waters Alliance Partner

Property

Recommend to Council the acquisition or disposal of assets.
Approve new leases and lease renewals (of non-reserve land), in accordance with the current years’ plan, whether that be Annual Plan or Long Term Plan.

Transport

Approval of roading contracts beyond CE delegation 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 and adopt Far North District Council's walking and cycling strategies
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)

Receive updates on changes to national and regional policies and Transport Plans that impact on Council provision of infrastructure and where appropriate make submissions or recommendation to Council.

Ngā Ture / Rules and Procedures

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

Ordinary Te Koukou - Transport and Infrastructure Committee Meeting Agenda

29 August 2024

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

4.1 Confirmation of Previous Minutes

File Number: A4844579

Author: Maria Bullen, Democracy Advisor

Authoriser: Aisha Huriwai, 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 and Infrastructure Committee confirm the minutes of the meeting held 23 July 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. 2024-07-23 Te Koukou - Transport and Infrastructure Committee Minutes - A4798236 ⇩

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 and Infrastructure Committee Meeting Agenda

29 August 2024

5 Ngā Pūrongo / Reports

5.1 Transport Portfolio Member Reports

File Number: A4844594

Author: Maria Bullen, Democracy Advisor

Authoriser: Aisha Huriwai, 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 and Infrastructure Committee on matters of interest or concern to the Committee.

ngĀ tŪtohunga / Recommendation

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

1) te TĀhuhu kŌrero / Background

Te Koukou – Transport and Infrastructure 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 Te Koukou – Transport and Infrastructure 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 and Infrastructure Committee Meeting Agenda

29 August 2024

6 Ngā Pūrongo Taipitopito / Information Reports

6.1 Te Koukou Open Resolutions Update August 2024

File Number: A4851404

Author: Maria Bullen, Democracy Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

Take Pūrongo / Purpose of the Report

To provide Te Koukou – Transport and Infrastructure Committee with an overview of outstanding Te Koukou – Transport and Infrastructure Committee and the previous term Committee decisions from 1 January 2018.

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.

tŪtohunga / Recommendation

That Te Koukou – Transport and Infrastructure Committee receive the report Te Koukou – Transport and Infrastructure Committee Open Resolution Update August 2024.

1) TĀhuhu kŌrero / Background

Any resolution or decision from a meeting is compiled on an open resolution status report, to capture actions trigged by Te Koukou – Transport and Infrastructure Committee decisions. Staff provide updates on progress against tasks that are not yet completed.

At the request of Te Koukou Chairperson the open resolution report also includes outstanding actions from two previous Infrastructure Committees back dated to 2018.

o Infrastructure Committee (February 2020 – September 2022)

o Infrastructure Network Committee (May 2018 – September 2019)

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 Te Koukou – Transport and Infrastructure Committee with an overview of outstanding Te Koukou – Transport and Infrastructure Committee decisions from 1 January 2018.

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.

Āpitihanga / Attachments

1. Open Resolutions Report August - A4854828 ⇩

Ordinary Te Koukou - Transport and Infrastructure Committee Meeting Agenda

29 August 2024

6.2 Kaitaia Wastewater Overflows Reduction

File Number: A4851875

Author: Fauna Murphy, Intermediate Project Manager

Authoriser: Tanya Proctor, Head of Infrastructure Strategy

TAKE PŪRONGO / Purpose of the Report

To prove a progress update on the Kaitaia Wastewater Overflows Reduction work.

WHAKARĀPOPOTO MATUA / Executive SummarY

· Far North District Council (FNDC) currently have an abatement notice for excessive overflows.

· This project will reduce the overflows to less than 1 per year.

· This report outlines the physical works council will undertake to lift the abatement notice.

TŪTOHUNGA / Recommendation

That Te Koukou - Transport and Infrastructure Committee receive the Kaitaia Wastewater Overflows Reduction report.

tĀHUHU KŌRERO / Background

FNDC currently have an abatement notice for excessive overflows in Kaitaia. Approximately 15 overflows are observed each year.

FNDC adopted a staged approach to reducing the overflows to less than 1 per year. FNDC engaged WSP to develop a design.

They were then engaged to test the proposed concepts in the and provide a detailed design and prepare the tender contract documentation for this project.

An advanced notice of a contract opportunity was released to GETS on the 15^th August 2024.

The tender documents are anticipated to be released to GETS early October 2024.

The project consists of the following:

1. Construct a new DN450 wastewater main between the Bank Street engineered overflow Point (EOP) and Bonnett Road.

2. Construct a new 500 m3 of emergency storage at Bonnett Road.

Figure 1-1: Proposed works for stage one of construction.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The tender documents are expected to be released to GETS early October 2024.

The Supplier Recommendation Report will be presented to the December 2024 Council meeting seeking contract award for the recommended preferred supplier.

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

The available budget for this project is $4M. The project is included in the Long-Term Plan.

Āpitihanga / Attachments

Nil

Ordinary Te Koukou - Transport and Infrastructure Committee Meeting Agenda

29 August 2024

6.3 FNDC Transportation Activty Update - July 2024

File Number: A4853900

Author: Marysa Maheno, Democracy Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

Take Pūrongo / Purpose of the Report

The purpose of this briefing is to present the July 2024 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

· Activity reports from contractors in the roading and transport space are attached.

· The reports are intended to provide insight into operational activity completed over that month.

tŪtohunga / Recommendation

That Te Koukou – Transport and Infrastructure Committee receive the report July Roading and Transportation Activity Reports.

1) TĀhuhu kŌrero / Background

Before the disestablishment of the Northern Transport Alliance, a transportation report was compiled. This is accompanied by reports from our 2 main roading contractors – Fulton Hogan and Ventia. The 2 attachments report on the works undertaken through the month of July.

These reports are published on our FNDC website for public information, and attached to this report for governance oversight.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The monthly reports are for information only.

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

There are no financial implications or need for budgetary provision.

Āpitihanga / Attachments

1. July 2024 Monthly Report 7-18-100 FNDC North - Fulton Hogan - A4860752 ⇩

2. July 2024 Montly Report 7-18-101 FNDC South - Ventia - A4860749 ⇩

Ordinary Te Koukou - Transport and Infrastructure Committee Meeting Agenda

29 August 2024

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 - 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
7.2 - Te Koukou Public Excluded Open Resolutions Update August 2024	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege 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
7.3 - Hihi Wastewater Treatment Plant Contract 7/23/500 Variation	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