Agenda of Ordinary Council Meeting - Thursday, 13 March 2025

Ordinary Council Meeting Agenda

13 March 2025

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

5.1 Confirmation of Previous Minutes

File Number: A5056463

Author: Maria Bullen, Democracy Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

Take Pūrongo / Purpose of the Report

The minutes are attached to allow Council to confirm that the minutes are a true and correct record

of previous meetings.

tŪtohunga / Recommendation

That Council confirm the minutes of the Council meeting held 13 February 2025 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 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.

Āpitihanga / Attachments

1. 2025-02-13 Council Minutes - A5076019 ⇩

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. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	There are no implications for Māori in confirming minutes from 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 Council Meeting Agenda

13 March 2025

6 Ngā Pūrongo / Reports

6.1 Adoption of Statement of Proposal for Fees & Charges for 2025/26

File Number: A5086583

Author: Sue Fox, Management Accountant

Authoriser: Charlie Billington, Group Manager - Corporate Services

Take Pūrongo / Purpose of the Report

To adopt a schedule of fees and charges for the 2025/26 financial year.

WhakarĀpopoto matua / Executive Summary

· Under the Local Government Act 2002 (the LGA), Council is required to review fees and charges annually.

· The adoption of fees and charges must occur prior to the start of the financial year to which they apply.

· In most cases, increases are limited to the Local Government Cost Index (LGCI) inflation factor which is forecast at 2.6% for 2025/26. Exceptions are discussed in this report.

tŪtohunga / Recommendation

That Council:

a) adopts the Statement of Proposal to consult on the Schedule of Fees and Charges for 2025/26.

1) TĀhuhu kŌrero / Background

Council reviews and adjusts its fees and charges on an annual basis.

Although many of our fees and charges may be set by Council resolution under section 150 of the Local Government Act 2002, some must follow a formal process with public consultation in accordance with section 83 (the Special Consultative Procedure or SCP).

We therefore carry out the annual review of fees and charges as follows:

1. A review of fees and charges is conducted and an inflationary adjustment applied to allow for any increases that may affect the goods or service. This review also allows any other fees or charges to be altered, amended or renewed if required. A Statement of Proposal (SOP) is prepared for consultation alongside the proposed schedule of fees and charges. A consultation period of four weeks for written submissions is followed by hearing of verbal submissions (if required) and deliberations. The council will then consider any further changes and adoption of the schedule in early June with an enactment date of 1 July 2025.

The fees/charges that have changed are shaded in the Schedule for ease of reference.

All adjustments are consistent with Council’s decision as part of the Long Term Plan 2024-27 to adjust fees annually in line with changing circumstances and specifically in line with inflation. They ensure consistency with the Council’s Revenue and Financing Policy.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

In general, fees have been adjusted by inflation (LGCI) which is forecast at 2.6% for the 2025/26 year).

Exceptions are:

· Some fees and infringements are set by statute (e.g. Sale and Supply of Alcohol Act 2012) and are therefore not adjustable.

Inflationary adjustments are proposed for the following (refer to the Schedule of Fees and Charges attachment):

· Dog registrations, other fees, impounding fees

· Building consents

· Vehicle crossing application and inspection fees

· Bylaw enforcement

· Cemeteries

· Environmental health licences

· Fire prevention

· Food act

· Gambling venue fees

· Mobile shop, street stall and hawkers licences

· Alfresco dining

· Leases and licenses of Reserves

· Legal services

· Libraries (organisation borrower)

· Official information – operative District Plan

· Property information - staff time, physical map requests, postponement fees

· Resource consents

· Transport network

· Applications and inspections relating to works on Council infrastructure (stormwater, wastewater and water)

No changes are proposed for the following:

· Hokianga Ferry charges

· Official information - LGOIMA requests, supply of publications, agendas, minutes, photocopying and scanning charges)

· Property information – digital data supply

· Rubbish disposal at transfer stations

· Venues for hire

No change for legislated fees:

· Amusement devices

· Alcohol licencing

The fees and charges recommended for adjustments are detailed below:

Changes to resource consents fees

Reinstatement of the Objection fee: During the 2023/24 financial year, a crucial fee associated with objections to conditions was inadvertently removed, and this omission continued into the 2024/25 (current) financial year.

Previously, this fee was approximately $1,000.00 and served as an incentive for ensuring conditions were accurately set at the decision stage. The absence of this fee has led to additional staff time being spent without corresponding cost recovery.

To address this, the council proposes reinstating the objection fee to mitigate these unrecouped costs and encourage accuracy in the initial decision-making process. The fixed fee for ‘Objections on a council decision’ has been added to cover the complexity and work undertaken to review a resource consent decision.

Additional resource consent fees

The following fees are proposed for clarification purposes:

Hourly processing charges: That fees for hourly processing charges have been added for a Senior Resource Consent Engineer and Planning Support - Senior / Team Leader and administration charge. This is based on actual averages of time taken to perform duties to process resource consent applications.

Pre-Application Meetings & Concept Development Meetings (PAM’s & CDM’s): are charged on the actual cost and can involve a lot of different departments across the council. To recover cost for time spent working on these applications we have calculated an instalment fee of $345.00.

Decrease to fee - Engineering plan approvals: The fee has been decreased as we are changing the way these are processed to include (construction management plans, sediment control plans, as-built plan, site visit for LUC condition plans). All these vary in processing time and complexity and depending on what plans an engineer is viewing it can take from 30 minutes for a simple plan – up to four hours and a site visit for a complex plan.

Travel cost for resource consents: rewording of proposed fee wording for clarification

Other fees and charges 2025/26 amendments

The majority of fees and charges have been adjusted by a 2.6% inflationary increase, unless set by legislation etc.

Animals:

Dog impounding: Increase fee for second and subsequent impounding fee. This fee now incorporates the third and subsequent impounding fee and has been increased to cover additional costs as well as acting as a deterrent. The third and subsequent impounding fee will be removed.

Daily handling fee: This fee has been increased to cover shelter operational costs and general price increases for subsistence etc.

Building consents

Certificate of title request: This fee has been increased beyond the 2.6% inflationary adjustment to include the $2.00 LINZ fee increase.

Field advice notice: Remove this fee as no longer required.

Swimming pool inspections: Amend schedule to reflect actual costs as each inspection differs.

The inclusion of Building Specialist into the hourly rates.

Vehicle crossings

Amendment of wording to clarify actual costs of service.

Bylaw enforcement

Return of seized noise equipment: Introduction of fee set at same charge as seized signs.

Licence to occupy application: Introduced to cover the cost of process applications.

Certificates, License and Permits

Health license: Amendment to wording to clarify additional charges if required.

Electronic property file requests: A minimal increase above inflation to reflect the increase time required to process requests.

Lease and License of Reserves: Temporary license to occupy road reserves and reserves: Introduction of fee charging for occupying road and reserves processing and application fees.

Libraries: Faxing: Removal of faxing fees as no longer applicable.

Land Information Memoranda (LIMs): Marginal increase to overall cost to reflect the significant processing time for applications. Additional charges should the application process take longer will be charged at the research fee rate ($40.00 per half hour)

Council could decide not to adjust fees and charges as proposed. However, by doing so Council risks not recovering the actual and reasonable costs associated with these activities, placing the burden on the general ratepayer and creating the potential for steeper increases in future years.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

The reason for the recommendation is to ensure an adopted schedule of fees and charges is in place prior to the start of the 2025/26 financial year.

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

Forecast revenue from the Schedule of Fees and Charges for 2025/26 is recognised in the budget adopted as part of the Annual Plan for 2025/26.

Āpitihanga / Attachments

1. Proposed fees and charges schedule 2025-26 - A5063320 ⇩

2. Statement of Proposal - Fees and Charges 2025-26 - A5063398 ⇩

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

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	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.	Local Government Act, Resource Management Act
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.	District-wide relevance
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.	No specific implications.
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).	No specific demographic identified.
State the financial implications and where budgetary provisions have been made to support this decision.	The proposals outlined are in intended to meet the funding arrangements specified in the Revenue and Financing Policy. Adjustments as proposed support cost recovery intentions for the relevant activities.
Chief Financial Officer review.	The Chief Financial Officer wrote this report.

Ordinary Council Meeting Agenda

13 March 2025

6.2 To Undertake Public Consultation on The Draft Version of Te Pātukurea Kerikeri Waipapa Spatial Plan

File Number: A5090250

Author: Jaye Michalick, Team Leader – Growth Planning & Placemaking

Authoriser: Roger Ackers, Group Manager - Planning & Policy

Take Pūrongo / Purpose of the Report

To seek approval from Council to undertake public consultation using a special consultative procedure (SCP) under the Local Government Act (2002), between 20 March 2025 and 22 April 2025 on the draft Te Pātukurea Kerikeri-Waipapa Spatial Plan (the draft plan).

WhakarĀpopoto matua / Executive Summary

· The draft plan shows how future growth over a 30-year time period for Kerikeri and Waipapa will take place, describing where future housing, business and industrial development will happen and the form this development will take. It also describes the related infrastructure and amenity investment necessary to achieve the plan’s outcomes.

· It is based on blue sky population growth assumptions and promotes urban change with 95% of growth directed to an urban environment.

· It is based on a hybrid growth scenario (elements of scenarios D, E & C), that was created following evaluation of the six growth scenarios that were consulted on in November 2024. It shows future growth being balanced between Kerikeri and Waipapa, expanding from the existing urban areas.

· The Hapū Rōpū has endorsed the draft spatial plan.

· The draft plan includes an Implementation Plan. The Implementation Plan looks at the actions required in the short, medium and long-term, it is based on staging of growth and ongoing monitoring and evaluation. This is the roadmap to giving effect to the Spatial Plan.

· The use of a Special Consultative Procedure (SCP) is discretionary, but the project team recommends using the SCP, given the significance of the influence that the spatial plan will have on future development in Kerikeri-Waipapa. It will also ensure that Council can have confidence in the consultation process as a basis for making final decisions on the adoption of Te Pātukurea Kerikeri-Waipapa Spatial Plan.

· By undertaking a SCP, submitters can make an oral submission on the draft plan direct to Elected Members.

· The proposed SCP is supported by a comprehensive engagement plan for public consultation. This will be the last stage of public consultation before the spatial plan is finalised. Public engagement is legally required to complete the plan.

· If development of the Plan is delayed by not undertaking consultation in March / April, it will have an impact on the Proposed District Plan (PDP) Hearing schedule, due to the interdependences of the projects.

tŪtohunga / Recommendation

That Council approve:

a) the draft Te Pātukurea Kerikeri-Waipapa Spatial Plan, detailed in Attachements 1 & 2 for pubilc consultation using the Special Consultative Procedure to take place between 20 March and 22 April.

b) any grammatical or other immaterial corrections to the draft spatial plan may be approved in writing by either the Chief Executive or Mayor, prior to publication of the draft on 20 March.

1) TĀhuhu kŌrero / Background

· Te Pātukurea Kerikeri Waipapa Spatial Plan is being prepared under resolution 2021/40 of the Strategy and Policy Committee, which required a review of the 2007 Kerikeri Waipapa Structure Plan.

· Te Pātukurea is a key strategic document, which will support Council decision-making and provide certainty to our partners, the development sector and infrastructure providers about our intentions for urban change over the next 30-plus years. It does this by spatially identifying areas for projected residential, industrial and commercial growth. It sets out the actions that will be required to achieve the four objectives set out for the plan. The objectives relate to resilient infrastructure, built form, transportation and environmental protection or enhancement.

· Public engagement in November/December 2023 informed the development of the spatial plan objectives.

· On October 17, 2024, Council endorsed carrying out public engagement on the six Kerikeri-Waipapa growth scenarios. Public engagement on these scenarios was held during November 2024.

· An evaluation process that considered public feedback resulted in the development of a hybrid growth scenario.

· The hybrid growth scenario is a composite of elements of both scenario D – Kerikeri South, and scenario E – Waipapa. The hybrid scenario also incorporates a portion of scenario C – North Waipapa Road Expansion.

· In December 2024 Council workshopped the growth scenarios evaluation process and outcomes and endorsed the resulting preliminary hybrid scenario.

· In January 2025 Council workshopped a refined hybrid scenario and reviewed detailed growth provisions, and investment implications for this scenario.

· In February 2025, Council workshopped key content of the draft plan in preparation for finalisation to seek Council approval to take the draft plan out for public consultation.

· The Hapū Rōpū has endorsed the draft spatial plan.

· Staff are working to a timeline of having a Council decision on the Te Pātukurea Kerikeri-Waipapa Spatial Plan at the 18 June 2025 Council meeting, due to its interdependencies with the Proposed District Plan Urban Environment Section 42a Hearing Report.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The hybrid growth scenario presented in the draft spatial plan is the outcome of an evaluation process that brings together infrastructure cost analysis, subject matter expert analysis, a cultural impact analysis, and the results of public engagement.

The scenario provides for the anticipated growth in the Kerikeri-Waipapa area, while balancing growth that seeks to achieve good urban form with community values and aspirations, and the costs of infrastructure investment. The scenario aligns with the Hapū Rōpū aspirations for the Kerikeri-Waipapa area.

Its plans for housing, commercial and industrial growth balanced between brownfield and greenfield development, focused on the existing Kerikeri and Waipapa urban centres, while ensuring the separate identities of these communities continue to develop.

The scenario covers a 30-year time period and is based on blue sky population growth that promotes urban change, with 95% of development to occur within an urban environment. It caters for 4690 additional households, an additional 18.5 hectares of business land and an additional 4.7 hectares of industrial land.

Special Consultative Procedure (SCP)

When seeking and receiving the views of interested parties on policy or plan development or adoption, Council has discretion over how it consults the public. Council must have regard for the significance of the matter under consideration in deciding how and when to consult.

Te Pātukurea Kerikeri-Waipapa Spatial Plan is a significant matter as it will set the long-term context for how development occurs in Kerikeri-Waipapa, the district’s largest urban area. The spatial plan will influence future Long-Term Plans and District Plans, as well as many other subsidiary Council actions. Te Pātukurea holds special significance for the district as the Kerikeri-Waipapa area is forecast to receive approximately 50% of district-wide growth in the coming decades.

At present Kerikeri-Waipapa receives more than 20% of daily arrivals for work or education from outside the area, and from a catchment that extends to Doubtless Bay, Ōkaihau/Hokianga, Kaikohe and Kawakawa, and includes many district-wide settlements. Interested parties therefore include all residents, business owners and operators, collectives, and organisations within the Kerikeri-Waipapa area and it is likely there are many interested parties within the wider district.

For these reasons, a Special Consultative Procedure is proposed for the final phase of public consultation on the draft spatial plan. This procedure provides for oral submissions and is intended to ensure a high-level of Council and community confidence in the spatial plan, which will direct other plan making functions of Council.

Proposed Public Engagement Methods

Key features of the draft spatial plan public consultation are:

· Period: the Special Consultative Procedure will occur between 20 March and 22 April, 2025.

· Engagement activities/events comprising:

o consultation materials made available throughout the study area, including service centres

o direct communication with engagement database, stakeholders, and advisory groups

o website content and online survey

o in-person events

o media and social media campaign

o targeted rangatahi engagement, in partnership with Healthy Families Far North

o oral submissions, 1 and 2 May, 2025, Turner Centre, Kerikeri.

· Key engagement questions and messages:

o Do you support the draft spatial plan? Yes/No and why.

o Please outline any specific changes to the draft spatial plan that you would like us to consider.

o Do you think the proposed planning and urban design principles will help us achieve our plan objectives? Yes/No and why.

o Do you agree with the actions set out in the draft implementation plan? Yes/No and why.

o Te Pātukurea will be a plan for everyone. That’s why we want you to have your say, so we can capture the diverse views of our community to shape how our district develops over the next 30 years. This will include how where we live looks and feels, where and how we live, how we get around, where we work and how we care for our environment.  

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

Council has supported the development of the Te Pātukurea Spatial Plan to date and has approved earlier rounds of public engagement on this project (in November/December 2023 and November 2024). Having completed public engagement on draft growth scenarios, a robust evaluation process was used, to determine the preferred growth scenario which is reflected in the draft plan. Elected Members have been involved in two workshops that have contributed to the refinement of the draft plan. The draft plan has been endorsed by the Hapā Ropū.

The use of a SCP is a robust form of public consultation. The SCP will be the last of three stages of public engagement on the development of Te Pātukurea prior to final adoption of the plan targeted for mid-2025. Public engagement is required legally to complete the development of the final plan. The use of the SCP is supported by a comprehensive plan for public engagement.

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

The estimated costs for the SCP are $10,000. These costs have been budgeted for within the 24/25 financial year cost centre for this project and will come out of the Growth Planning and Placemaking Team budget. The main additional costs for undertaking an SCP are related to holding the oral submissions.

Āpitihanga / Attachments

1. Statement of Proposal and Draft Te Pātukurea KerikerI Waipapa Spatial Plan - A5090247 ⇩

2. Draft Implementation Plan for Te Pātukurea Kerikeri Waipapa Spatial Plan - A5090248 ⇩

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

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	The decision being sought by this paper is not defined as being of high significance in accordance with our Significance and Engagement Policy, as the project does not involve the transfer of ownership or control of a strategic asset, and it is not inconsistent with Council plans or policies. However, it is recognised that, for the Kerikeri-Waipapa area, there will be a moderate to high level of interest by those communities and this is why public consultation following the special consultative process is considered appropriate.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Resource Management Act 1991 and where relevant the current planned three phased amendment of this Act. National Policy Statement – Urban Development 2020 Local Government Act 2002 Far North District Council Operative and Proposed District Plans FNDC Integrated Transport Strategy FNDC Far North 2100 Te Tai Tokerau Regional Accessibility Strategy Toi Mana Arts Culture and Heritage Strategy
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 geographical extent of Te Pātukurea is contained within the Bay of Island Whangaroa Community Board (BOIWCB) ward. However, the implications from the adoption of spatial plan for Kerikeri Waipapa has district wide relevance as the subsequent district wide spatial strategy will incorporate Te Pātukurea and the process for that project. The growth options are also based on the assumption that 50% of the district’s growth will occur in this area. Members of the BOIWCB with an interest in the Kerikeri Waipapa areas have participated in workshops focused on the development of draft spatial plan. Any feedback discussed has contributed to the draft spatial plan being taken out for public consultation across March and April 2025.
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 wide reaching implications for Māori, whenua Māori, awa and moana that come from the recommendation in this report. Māori have been provided with the opportunity to participate in the decision-making process by the forming of a Hapū Rōpū Governance Group made up of Hapū with an interest in the Kerikeri-Waipapa Area. The Hapū Rōpū have regular hui (approximately monthly) with the project team, to participate in the development and decision making processes throughout the project. The Hapū Rōpū will continue to be involved in the project until the completion of the public consultation phase on the draft spatial plan, at which point responsibility for adoption of Te Pātukurea will be handed over to the decision makers (elected members). Hapū are supportive of the draft spatial plan to be taken out for public consultation. Māori can also independently of the Hapu Ropu submit on the draft plan.
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).	There are numerous community groups who have been engaged throughout the project to date, these groups will continue to be engaged with at relevant milestones across the project. The wider public, including a targeted rangatahi/youth section will be consulted on this draft spatial plan to enable their views to be considered prior to recommended a final version of the spatial plan for adoption by elected members.
State the financial implications and where budgetary provisions have been made to support this decision.	There is no requirement for further budgetary provisions to be made as result of the recommendation in this report.
Chief Financial Officer review.	Type here

Ordinary Council Meeting Agenda

13 March 2025

6.3 Committee Recommendations and Resolutions - February 2025

File Number: A5105849

Author: Maria Bullen, Democracy Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

TAKE PŪRONGO / Purpose of the Report

· To increase governance oversight of Committee business/discussions.

· Communicate resolutions of Committee meetings.

· Escalate Committee recommendations to Council.

WHAKARĀPOPOTO MATUA / Executive SummarY

· The following Committee meetings were held in February 2025

- 19 February 2025 - Te Miromiro Assurance Risk and Finance

- 25 February 2025 – Te Koukou Transport and Infrastructure Committee

- 27 February 2025 – Te Kuaka Te Ao Māori Committee

· Copies of the Committee meeting minutes are attached for information.

· Links to the agendas containing the reports that formed the basis of the recommendations below are included in this report.

TŪTOHUNGA / Recommendation

That Council

Te Kuaka- Te Ao Māori Committee: Item 5.7 Te Kahu O Taonui Update 1 January 2025 - 28 February 2025.

Moved: Cr Penetaui Kleskovic

Seconded: Katie Murray - Te Kahu o Taonui Representatives

That Te Kuaka – Te Ao Māori Committee:

a) receive the report Te Kahu o Taonui Update 1 January 2025 - 28 February 2025.

b) and that Te Kuaka support a recommendation that Council, before 1 April 2025, direct the CE to dedicate at least 2 new FTE’s in Te Hono to ensure:

a. Development of Whenua Māori and

b. Streamlining and expediting the consenting process and facilitation between landowners and relevant stakeholders.

c. and allocate a budget of $700k per annum.

And:

c) that Te Hono have their own General Manager at Senior Leadership Level.

d) that Council make submissions to Central Government to support the removal of regulatory barriers to the cost of consenting and development of Whenua Māori.

Te Koukou – Transport and Infrastructure Committee: Item 5.1 Transport Portfolio Member Reports

That Te Koukou recommend to Council that:

a) That the CEO to approve the transfer of the FNDC Local Share from NZTA Activity class Local Road Pothole Prevention category 212 to 111 to advance the final phase of the 2024-25 sealed pavement maintenance programme and that;

b) Any final accounting variation be addressed by way of a minor amendment to the funding impact statement 2024-25.

tĀHUHU KŌRERO / Background

This is a regular report to provide greater governance oversight of discussions that occur at Committee meetings and to avoid duplication of reading for Councillors for decisions that are recommended to them, from each Committee meeting.

Copies of Committee meeting minutes that have occurred since the last ordinary Council meeting are attached for information.

From time to time, Committee’s discuss items that are outside their delegations. This report, when necessary, will highlight recommendations from each Committee to Council for decision.

Information about Council, Committee or Community Board meetings is publicly available at https://infocouncil.fndc.govt.nz/

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The Committee meetings held since the last Council meeting are listed here, along with a link to information where a recommendation from the Committee is made to Council.

19 February 2025 - Te Miromiro Assurance Risk and Finance

Te Miromiro Assurance Risk and Finance Committee Agenda - Wednesday 19 February 2025

25 February 2025 – Te Koukou Transport and Infrastructure Committee

Te Koukou Transport and Infrastructure Committee Agenda - Tuesday 25 February 2025

27 February 2025 – Te Kuaka Te Ao Māori Committee

Supplementary Reports Agenda of Ordinary Te Kuaka - Te Ao Māori Committee Meeting - Thursday, 27 February 2025

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

This report does not intend to repeat the financial implications, options or decision-making requirements for the recommendations listed. Please review the agendas via the provided links for further information.

Āpitihanga / Attachments

1. Te Miromiro Assurance Risk and Finance Committee Minutes 19 February 2025 - A5078440 ⇩

2. Te Koukou Transport and Infrastructure Committee Minutes 25 February 2025 - A5087585 ⇩

3. Te Kuaka Te Ao Maori Committee Minutes 27 February 2025 - A5098125 ⇩

Ordinary Council Meeting Agenda

13 March 2025

6.4 Te Kuaka Terms of Reference Update

File Number: A5098522

Author: Marlema Baker, Democracy Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

Take Pūrongo / Purpose of the Report

To adopt changes to Te Kuaka Te Ao Māori Committee (Te Kuaka) terms of reference regarding membership.

WhakarĀpopoto matua / Executive Summary

· Council appointed Harry Burkhardt as the Chair of Te Kuaka Te Ao Māori Committee who has since resigned.

· Council has also signed a Memorandum of Understanding (MOU) with hapu Ngāti Rehia.

· Te Kuaka was created with our iwi/hapu partners to bring a Te Ao Māori lens to Council.

tŪtohunga / Recommendation

That Council adopt the following changes to the Terms of Reference:

a) Add that the Committee must appoint an iwi/hapu member as Chairperson or Deputy Chairperson.

b) to add a seat at the table for a hapu representative with a signed Memorandum of Understanding with Council.

1) TĀhuhu kŌrero / Background

Council adopted a terms of reference for Te Kuaka – Te Ao Māori Committee on 29 June 2023.

The purpose of Te Kuaka Committee is to strengthen a Te Ao Māori perspective within Council decision-making across policies and strategies.

To help add value to the relationship Harry Burkhardt, who held the role of Co-Chair of Te Kahu o Taonui, was appointed the Chairperson of Te Kuaka – Te Ao Māori Committee. In December 2024 he resigned from Te Kahu o Taonui and as a result could not continue as Chairperson of Te Kuaka. The new Co-Chair for Te Kahu o Taonui, Mr Aperahama Edwards, is also the Chairperson of Ngati Wai. The interests of Ngati Wai are in the Whangarei area, outside the scope of activity for Far North.

Currently Cr Hilda Halkyard-Harawira, is appointed as Deputy Chairperson.

In addition, on the 11 December 2024 Council signed Te Aro Manatū MOU with Ngāti Rehia. During discussions a comment was made that in order to add value to the partnership it would also be great to have Ngāti Rehia, as a hapū, represented at Te Kuaka – Te Ao Māori Committee.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

This report proposes changes to Te Kuaka – Te Ao Māori Committee terms of reference.

· That an iwi or hapu representative must be appointed as either Chairperson or Deputy Chairperson of Te Kuaka – Te Ao Māori Committee

· That a hapū with a signed MoU with Council, will have representation (with voting rights) on Council’s Te Kuaka Te Ao Māori Committee. (currently Ngāti Rehia and potentially Te Whiu)

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

To confirm changes to the terms of reference in alignment with the original intent of valuing the contribution that our iwi/hapu partners can bring to the Council decision-making table.

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

Council recognises that non-elected members appointed to Committees may incur personal expense to participate. Council has an Appointed Members Allowance Policy to ensure that non-elected members can be remunerated and are eligible for reasonable reimbursements to ensure they are not incurring personal expense.

Operational budget is allocated to ensure there is sufficient provision for this each year should Council decide to make external appointments.

Āpitihanga / Attachments

1. Te Kuaka Terms of Reference - A5104593 ⇩

2. Resignation of Harry Burkhardt as Te Kahu o Taonui Co-Chair - A5095452 ⇩

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

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 seeks to enable Council to continue strengthening relationships with iwi and hapu in support of Council’s Long Term Plan and Te Pae o Uta. This report also seeks to better enable iwi and hapu to engage in Council’s decision-making in accordance with the Local Government Act.
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 views of the Community Board have not been sought.
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.	This report seeks to better build Council’s relationships with iwi and hapu and provide iwi and hapu with more opportunities to contribute to decision making in accordance with Te Kuaka Te Ao Māori Committee’s terms of reference.
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).	Te Kahu o Taonui and Ngati Rehia have been included in communications to date.
State the financial implications and where budgetary provisions have been made to support this decision.	Staff are confident that there is sufficient budget to support this decision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Ordinary Council Meeting Agenda

13 March 2025

6.5 2025 Triennial Elections - Order of Candidate Names on Voting Documents

File Number: A5102426

Author: Casey Gannon, Manager - Civic Engagement and Education

Authoriser: Ian Wilson, Acting Group Manager - Strategic Relationships

Purpose of the Report

Seek approval to retain the status quo of alphabetical names of candidates on voting documents for the 2025 triennial elections.

Executive Summary

· Regulation 31 of the Local Electoral Regulations 2001 provides the opportunity for Council to choose the order of candidate names appearing on the voting documents.

· There are three options - alphabetical, pseudo-random (names drawn out of a hat in random with all voting documents printed in this order) or random order (names randomly drawn by computer with each voting document different).

· Alphabetical order has been the adopted option for previous elections.

tŪtohunga / Recommendation

That Council adopt the alphabetical order of candidate names, as permitted under Regulation 31 of the Local Electoral Regulations 2001, for the 2025 triennial elections.

1) Background

Triennial elections will be held on Saturday 11 October 2025.

Regulation 31 of the Local Electoral Regulations 2001 provides the opportunity for Council to choose the order of candidate names appearing on the voting documents from three options - alphabetical, pseudo-random (names drawn out of a hat in random with all voting documents printed in this order) or random order (names randomly drawn by computer with each voting document different).

The decision on the order of candidate names must be made in early 2025 to enable printing of voting documents. If no decision is made, the order of names defaults to alphabetical.

2) Discussion and Options

Council may determine which order the names of candidates are to appear on the voting documents.

Council has previously resolved to adopt alphabetical order for triennial elections.

Option 1 - Alphabetical Order

Alphabetical order is simply listing candidate names alphabetically and is the order traditionally used in local authority and parliamentary elections.

Comments regarding alphabetical order are:

· voters are easily able to find candidate names for whom they wish to vote for. Some candidates and voters over the years have argued that alphabetical order of candidate names may tend to favour those candidates with names in the first part of the alphabet, but in practice this is generally not the case - most voters tend to look for name recognition, regardless of where in the alphabet the name lies;

· the order of candidates on the voting document matches the order of candidates listed in the candidate directory (candidate profile statements).

This is the preferred option as voters are familiar with the concept of alphabetical order on voting documents.

Option 2 - Pseudo-Random Order

Pseudo-random order is where candidate names are randomly selected and the order selected is the order appearing on all voting documents relevant to that issue. The names are randomly selected by a method such as drawing names out of a hat.

Comments regarding pseudo-random order are:

· the candidate names appear in mixed order (not alphabetical) on the voting document;

· possible voter criticism/confusion as specific candidate names are not easily found, particularly where there are a large number of candidates;

· the order of candidates on the voting document does not match the candidates listed in the candidate directory (candidate profile statements) which is alphabetical.

Option 3 - Random Order

Random order is where all candidate names are randomly selected and the order of names is different on every voting document. The names are randomly selected by computer so that the order of names is different on each voting document.

The random order enables names to be placed on each issue in a completely unique order on each voting document.

Comments regarding random order are:

· the candidate names appear in mixed order (not alphabetical) on the voting document;

· possible voter criticism/confusion as specific candidate names are not easily found, particularly where there are a large number of candidates;

· the order of candidates on the voting document does not match the candidates listed in the candidate directory (candidate profile statements) which is alphabetical.

Reason for the recommendation

To allow Council to choose the preferred method of listing the names of candidates on the voting documents, as provided for under Regulation 31 of the Local Electoral Regulations 2001, for the 2025 triennial elections.

3) Financial Implications and Budgetary Provision

There is no price differential in printing costs between the three orders of candidate name options. The cost of the election is provided for in existing budgets.

Attachments

1. Far North District Council 2025 LG Elections - Electoral Officer Order of Names Report Feb 2025 - A5102536 ⇩

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

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	Low degree of significance. The order of candidate names on voting documents does not meet the threshold of high significance under the policy.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	There is no Council policy on the matter of local government elections. Councils requirements are bound by the Local Electoral Act 2001 and the Local Electoral Regulations 2001.
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.	District wide relevance – however, elections are bound by NZ legislation and affect every voter within New Zealand.
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 specific implications for Māori beyond those applicable to any voters within the Far North District.
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.	There are no identified persons likely to have an interest in the matter.
State the financial implications and where budgetary provisions have been made to support this decision.	Budget has been allocated for this triennial, legislated requirement.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Ordinary Council Meeting Agenda

13 March 2025

6.6 Insulation requirements in housing and other buildings - Letter to Hon Chris Penk

File Number: A5104708

Author: Steve Rylands, Senior Policy Advisor

Authoriser: Roger Ackers, Group Manager - Planning & Policy

Take Pūrongo / Purpose of the Report

To seek approval of a letter from Council to the Minister for Building and Construction.

WhakarĀpopoto matua / Executive Summary

· The letter requests that the Minister direct MBIE to investigate:

o the establishment of a separate climate zone for the far north for the purposes of calculating housing insulation and glazing requirements, reflecting the unique climate of the far north

o changing the regulations that specify the calculation of insulation requirements for homes with solar and wind energy that are also connected to the grid so reducing compliance costs.

tŪtohunga / Recommendation

That Council approve the letter from the Mayor to Hon Chris Penk, Minister for Building and Construction.

1) TĀhuhu kŌrero / Background

FNDC recently submitted on an MBIE discussion document^{^[1]} which sought feedback on proposed changes to the regulations governing energy efficiency, insulation and glazing in houses and small buildings. Most of the questions in the discussion document were technical, and we supported most of the proposed changes to the regulations.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The proposals in the letter go well beyond the scope of the FNDC submission to MBIE. The most important proposal in the letter is that the Minister direct MBIE officials to investigate the establishment of a separate climate zone for the far north. In the absence of a letter to the Minister, and a direction to MBIE, our proposal will not be advanced by the Government.

Option 1 (Recommended)

Send the letter to the Minister for Building and Construction.

Option 2

Do not send the letter to the Minister for Building and Construction.

Option 1 is recommended because it raises the profile of our proposals. It asks the Minister to direct MBIE to investigate them.

Option 2 would rely on the submission in response to the discussion document (see footnote 1). The proposals in the submission do not have the scope or profile of the proposals in the letter. Importantly, if we rely on the submission alone, MBIE would have no mandate to investigate a separate climate zone for the far north.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

The proposed letter is the most effective way in which Elected Members can advance these proposals. The letter provides a heightened profile to the case for change that cannot be achieved through Option 2.

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

There are no financial implications.

Āpitihanga / Attachments

1. 20250304 - Letter from Council to Hon Chris Penk re Insulation Standards - A5104736 ⇩

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

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	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 proposals in the letter are directly relevant to the Housing Strategy, which is currently in development.
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 proposals have district wide relevance. The views of Community Boards were not sought.
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.	The decision is not significant and does not relate to land and/or any body of water. Māori have not been consulted on the contents of the letter. Māori will benefit from the proposals. This is because Māori are disproportionately disadvantaged by the high costs of building homes.
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).	The proposed changes will benefit everyone
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications for Council.
Chief Financial Officer review.	No applicable.

Ordinary Council Meeting Agenda

13 March 2025

7 Ngā Pūrongo Taipitopito / Information Reports

7.1 Community Board Minutes - February 2025

File Number: A5070102

Author: Maria Bullen, Democracy Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

TAKE PŪRONGO / Purpose of the Report

To provide an overview of resolutions made by Community Boards with an opportunity for Chairpersons to speak with Council about pertinent discussions held at Community Board.

WHAKARĀPOPOTO MATUA / Executive SummarY

Minutes from Te Hiku, Bay of Islands-Whangaroa and Kaikohe-Hokianga Community Board February 2025 meetings are attached for Council information.

TŪTOHUNGA / Recommendation

That Council note the following Community Board minutes:

· 18 February 2025 Te Hiku Community Board.

· 20 February 2025 Bay of Islands-Whangaroa Community Board;

· 21 February 2025 Kaikohe-Hokianga Community Board;

tĀHUHU KŌRERO / Background

This report is to provide Council with an overview of resolutions made at Community Board meetings and for Community Board Chairpersons to raise any Community Board issues with Council.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

This is intended as an information report but shows on the agenda as a standard report to place it earlier on the agenda.

From time-to-time Community Boards may make recommendations to Council. This report is not considered to be the appropriate mechanism for Council to make a decision from a Community Board recommendation. Council could however move a motion to formally request a report on a particular matter for formal consideration at a subsequent meeting. The report would then ensure that Council have sufficient information to satisfy the decision-making requirements under the Local Government Act 2002 (sections 77-79).

These minutes include recommendations to Council. Staff will provide separate reports to seek decisions in future of Council for:

· Application for Easement Over Waipapa Esplanade Reserve

· Application for Easement and License to Occupy over Russell Esplanade Reserve

· Recommendation for Vesting of Recreation Reserve (Kaikohe)

· Ground Lease requests over Kaikohe Landfill

· New Ground Lease to Kohukohu Bowling Club.

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

There are no financial implications or need for budget provision in considering this report.

Āpitihanga / Attachments

1. 2025-02-18 Te Hiku Community Board Minutes - A5076086 ⇩

2. 2025-02-20 Bay of Islands-Whangaroa Community Board Minutes - A5086914 ⇩

3. 2025-02-21 Kaikohe-Hokianga Community Board Minutes - A5081365 ⇩

Ordinary Council Meeting Agenda

13 March 2025

7.3 Draft Community Adaptation Programme Plan - Part 1

File Number: A5093712

Author: Katy Simon, Senior Climate Action & Resilience Planner

Authoriser: Roger Ackers, Group Manager - Planning & Policy

TAKE PŪRONGO / Purpose of the Report

To update Council on the development of the Community Adaptation Programme and to seek initial direction on the Draft Part 1 – Community Adaptation Programme Plan.

WHAKARĀPOPOTO MATUA / Executive SummarY

Te Kaunihera o Te Hiku o Te Ika- Far North District Council (Council) has committed to community adaptation planning to prepare for and respond to increasing natural hazards. Staff are developing a Community Adaptation Programme to guide the adaptation planning work. This report presents the draft contents of Part 1 of the Community Adaptation Programme Plan and updates Council on community adaptation planning work.

TŪTOHUNGA / Recommendation

That the Council receive the report Draft Community Adaptation Programme Plan - Part 1.

tĀHUHU KŌRERO / Background

Why community adaptation planning?

Adaptation can be understood as the different ways people prepare for and respond to the local impacts of a changing climate. In community adaptation planning, Council works alongside tangata whenua and community to plan for increasing natural hazards.

Community adaptation planning feeds into and supports other Council responsibilities, including:

· Infrastructure Strategy and asset management planning

· District Planning, land-use and resource management planning

· Civil Defence and emergency management planning

· Community development and placemaking

· Te Ao Māori and Tangata Whenua Relationships:

o Te Pae o Uta Te Ao Māori Framework

o Iwi Hapū Environmental Management Plan Support

Council has committed to community adaptation planning with communities under the:

· Far North 2100 Strategy

· Climate Change Roadmap (approved 2020)

· Te Tai Tokerau Climate Adaptation Strategy (adopted 2022)

· Climate Action Policy (adopted December 2023)

· Long Term Plan 2024-2027

Council’s responsibilities around adaptation planning come from the:

· Local Government Act 2002

· Resource Management Act 1991

· Climate Change Response Act 2002 and the National Adaptation Plan (NAP)

· Civil Defence Emergency Management Act 2002

Te Tiriti o Waitangi and He Whakaputanga also strongly inform Council’s climate action and resilience work, guiding Council’s approach to community adaptation planning.

Why a Community Adaptation Programme Plan?

From 2020 – 2023, Council worked to design a community adaptation planning programme. Council went through a multi-step process to identify and prioritise areas across the district. In this process Council looked at risks from coastal hazards and river flood hazards to community, tangata whenua, infrastructure and private property assets. Council also considered district coverage of each proposed area.

In February 2024, Council received a technical report in the Friday notices recommending that Council deliver a community adaptation programme in four stages, from 2024-2035. The staged recommendations in this report came from previous Council direction and decisions. No formal approval was sought.

In April 2024, Te Rōpū Aumangea Āhuarangi, the Climate Action and Resilience Department, began work on Stage One in the Hokianga - Whangapē - Herekino areas. As staff began the scoping and preparation work, the team recognised a need for a wider programme plan. A programme plan would draw from the existing programme design and connect all four project stages under a shared vision, outcome and management approach. The team also recognised a need for Council direction on, and approval of, a programme plan to ensure governance awareness and buy-in of the full community adaptation programme.

Staff now seek to address the programme plan gap, while still delivering on the actual community adaptation planning work. Staff have two parallel workstreams:

1. Create an overarching Community Adaptation Programme Plan.

2. Prepare the Stage One project in Hokianga - Whangapē - Herekino areas.

What adaptation planning work has been done so far?

From April 2024 – February 2025, staff have carried out a variety of preparation work for the Stage One project. This includes:

· Seeking early direction from relevant Community Board Members on engagement and community needs.

· Establishing two Kaimanaaki Hapori, local community advisor roles, to guide early kōrero and early engagement.

· Supporting the Kaimanaaki in over 20 early engagement initiatives across Hokianga nui ā Kupe.

· Creating tools and templates for communities to jumpstart their adaptation planning.

· Creating kaupapa Māori tools and templates to support tangata whenua-led adaptation.

· Undertaking a natural hazards stocktake assessment and developing a natural hazards risk GIS portal.

· Confirming an operational Memorandum of Understanding with Northland Regional Council on adaptation planning roles, responsibilities and resourcing.

· Establishing a Kaupapa Māori lead to support tangata whenua relationships and tangata whenua-led adaptation (this is an externally funded role).

· Leading region-wide engagement at Waitangi Day and the North Hokianga A&P.

Stage One progress is delayed by about six months. This delay is due to reduced funding in the 24/25 Annual Plan process and reduced staff capacity due to the redeployment of staff from the Climate Action and Resilience Department to the Future of Severely Affected Land programme.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The Community Adaptation Programme Plan will guide ten plus years of Council adaptation work and will set a standard for each adaptation planning project and for wider adaptation resources.

The Programme Plan will be made up of two parts. Part 1 sets the foundational elements of Council’s community adaptation work: vision, outcome, goals, scope and engagement approach. Part 2 (not included) will outline the design and management aspects: resource requirements, risk management, detailed deliverables and outputs, and success measurements.

This is the part that staff are putting forward for Council’s information and early direction.

Please see Attachment A for Part 1.

In addition to this information report, staff have sought early feedback and direction from Te Kuaka Te Ao Māori Committee. Staff asked the following questions.

· Do you agree with the vision, purpose, outcomes and goals? Any changes to this content?

· Does the Part 1 content adequately reflect Te Kuaka and Council’s commitments to climate action and resilience, and to iwi and hapū?

· Is there anything to add to Part 1? (Noting that Part 2 will follow.)

Staff also asked Te Kuaka for any mihimihi, guiding kōrero, karakia, whakataukī/whakatuākī, and if needed, he ingoa Māori for the entire Community Adaptation Programme. Attachment B explains the programme icon and design and introduces a possible te reo Māori name for Council’s adaptation work: Urutaunga Āhuarangi.

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

The complete draft Community Adaptation Programme Plan will indicate core resourcing requirements.

Current resourcing for the community adaptation planning is set under the 2024-2027 Long Term Plan. Any future changes to the Programme’s financial implications and budgetary provisions will be addressed through the Long Term Plan and Annual Plan processes.

Āpitihanga / Attachments

1. Attachment A - Draft Part 1 Community Adaptation Programme Plan - A5094612 ⇩

2. Attachment B - Programme branding and themes - A5094614 ⇩

Ordinary Council Meeting Agenda

13 March 2025

7.5 Local Authority Elections 2025 Guidelines for Elected Members

File Number: A5104198

Author: Casey Gannon, Manager - Civic Engagement and Education

Authoriser: Ian Wilson, Acting Group Manager - Strategic Relationships

TAKE PŪRONGO / Purpose of the Report

Provide Elected Members with the guidelines for communication in the pre-election period, as published by Local Government New Zealand/Taituarā (reviewed by the Office of the Auditor General and the Department of internal Affairs). The pre-election period runs from 11 July 2025 to 11 October 2025 (election day).

WHAKARĀPOPOTO MATUA / Executive SummarY

Elected Members are responsible for adhering to Local Authority Elections 2025 Guidelines for Elected Members during pre-election period. The pre-election period begins on 11 July 2025 and ends on election day and is defined in alignment to the ‘applicable period’ in section 104 of the Local Electoral Act 2001.

Key Dates:

· 4 July – Nominations open (pre-election period begins)

· 1 August – Nominations close (noon)

· 9 to 22 September – Voting documents delivered

· 11 October – Voting closes (noon)

TŪTOHUNGA / Recommendation

That the Council receive the report Local Authority Elections 2025 Guidelines for Elected Members.

tĀHUHU KŌRERO / Background

Electoral Officer – Dale Ofsoske delivered a briefing open to all Far North District Council elected members 26 February in Kaikohe Chamber, community boards are scheduled to receive briefings from Deputy Electoral Officer – Casey Gannon at March meetings for those that missed the 26 Feb briefing.

A briefing to all Northland elected members at their respective Councils are scheduled for:

· NRC: 19 March

· KDC: 5 March

· WDC: 25 Feb

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Council business as usual for all elected members, either seeking re-election or not, continues until the official results are declared.

Key Points for Incumbents Seeking Re-election:

· Differentiation between council duties and campaign activities is essential.

· Council resources must not be used for election purposes.

· Social media channels must remain neutral and not be used for campaigning.

· Elected members will have access to necessary information but cannot use it for electioneering.

Questions, clarity or concerns contact Deputy Electoral Officer (Casey Gannon 09 401-5676, casey.gannon@fndc.govt.nz) in the first instance.

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

No budgetary implications to consider for this report.

Āpitihanga / Attachments

1. 2025 Elected Member Guidelines - Local Government Election - A5104158 ⇩

2. 2025 FNDC-Pre-Election-EMProtocols-Dale Ofsoske - A5104152 ⇩

3. LGNZTaituara Communication in the pre-election period Guidelines - A5104163 ⇩

Ordinary Council Meeting Agenda

13 March 2025

8 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
8.1 - Confirmation of Previous Minutes - Public Excluded	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons 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
8.2 - Community Board Public Excluded Minutes - February 2025	s48(2)(a)(i) - the exclusion of the public from the whole or the relevant part of the proceedings of the meeting is necessary to enable the Council to deliberate in private on its decision or recommendation where a right of appeal lies to any court or tribunal against the final decision of the Council in these proceedings	s48(2)(a)(i) - the exclusion of the public from the part of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation
8.3 - Council Public Excluded Open Resolutions Update March 2025	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
8.4 - General Employment Matter	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons 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

[1] Insulation requirements in housing and other buildings, 9 December 2024