Supplementary Reports Agenda of Te Hiku Community Board Meeting

Te Hiku Community Board Meeting Agenda

18 February 2025

7.1 Setting of Land Drainage Committee Meeting Dates 2025

File Number: A5078690

Author: Marysa Maheno, Democracy Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

Purpose of the Report

To allow Te Hiku Community Board to set the 2025 meeting dates for the Kaitāia, Motutangi and Kaikino and Waiharara Area Drainage Committees.

Executive Summary

· The Terms of Reference for the Kaitāia, Motutangi and Kaikino and Waiharara Area Drainage Committees state they will meet twice a year as determined by the Te Hiku Community Board

Recommendation

That Te Hiku Community Board adopt the following meeting dates for the Kaitāia, Motutangi and Kaikino and Waiharara Area Drainage Committees:

· 3 April 2025

· 18 August 2025

1) Background

Meetings must be called and conducted in accordance with Schedule 7 of the Local Government Act 2002 and Part 7 of the Local Government Official Information and Meetings Act 1987. The Local Government Official Information and Meetings Act (LGOIMA) promotes the open and public transaction of business at meetings.

The Kaitāia, Motutangi and Kaikino and Waiharara Area Drainage Committees were re-established via resolution at the 14 March 2023 Te Hiku Community Board meeting. The Terms of Reference of the three Drainage Committees state the Kaitāia Drainage Area Committee will meet twice a year as determined by the Te Hiku Community Board. Additional meetings may be held when required with the approval of the Chief Executive.

2) Discussion and Options

This report recommends that Te Hiku Community Board adopt the following meeting dates for the Kaitāia, Motutangi and Kaikino and Waiharara Area Drainage Committees

· 3 April 2025

· 18 August 2025

The proposed meeting dates ensures minimal meeting event conflicts and sufficient time for report escalation to the following Te Hiku Community Board meeting.

Please note, additional time may be required from time to time for unexpected or unanticipated matters. This should however be minimal. Staff are committed to providing as much notice as possible and making sure that business where possible, is restricted to the days adopted as part of this schedule.

REASON FOR THE RECOMMENDATION

To adopt a schedule of Drainage Committee meetings for the 2025 calendar year.

3) Financial Implications and Budgetary Provision

There is a cost in supporting meetings, and these are covered within operational budgets.

Attachments

1. Kaitāia Drainage Committee - Terms of Reference - A4073131 ⇩

2. Waiharara - Kaikino Drainage Committee - Terms of Reference - A4073133 ⇩

3. Motutangi Drainage Committee - Terms of Reference - A4073132 ⇩

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 matter 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.	The relevant legislation as referenced in the report is the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.
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.	Community Boards are responsible for setting their own meeting schedule. Similar reports will be written suggesting alignment with Council and Committee meetings.
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 particular 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 have any implications on persons identified in legislation.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are covered within operational budgets.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.