Agenda of Te Miromiro - Assurance, Risk and Finance Committee Meeting

	Authorising Body	Mayor/Council
	Status	Standing Committee
COUNCIL COMMITTEE	Title	Te Miromiro – Assurance Risk and Finance Terms of Reference
	Approval Date	15 December 2022
	Responsible Officer	Chief Executive

(1) Purpose

The purpose of Te Miromiro - Assurance, Risk and Finance Committee is to assist and advise the Governing Body in discharging its responsibility and ownership of finance, risk and internal control.

Committee will review the effectiveness of the following aspects:

1.1 The robustness of financial management practices;

1.2 The integrity and appropriateness of internal and external reports and accountability arrangements;

1.3 The robustness of the risk management framework;

1.4 The robustness of internal controls and the internal audit framework;

1.5 Compliance with applicable laws, regulations, standards and best practice guidelines;

1.6 The establishment and maintenance of controls to safeguard the Council’s financial and non-financial assets;

1.7 Data governance framework.

To perform his or her role effectively, each member must develop and maintain his or her skills and knowledge, including an understanding of the Committees responsibilities, and of the Council’s business, operations and risks.

(2) Membership

The Council will determine the membership of the Committee including at least one independent appointment with suitable financial and risk management knowledge and experience.

The Committee will comprise of elected members, and one independent appointed member, appointed as Chair with full voting rights.

Membership is as follows:

Mr Graeme McGlinn – Chairperson and Independent Member

John Vujcich – Deputy Chairperson

Kahika - Moko Tepania

Kōwhai - Kelly Stratford

Ann Court

Penetaui Kleskovic

Steve McNally

(3) Quorum

The quorum at a meeting of the Committee is 4 members.

(4) Frequency of Meetings

The Committee shall meet six weekly.

(5) Power to Delegate

The Committee may not delegate any of its responsibilities, duties or powers.

(6) Responsibilities

The Committees responsibilities are described below:

6.1 Financial systems and performance of the Council

6.1.1 Review the Council’s financial and non-financial performance against the Long-Term Plan and Annual Plan

6.1.2 Review Council quarterly financial statements and draft Annual Report

6.2 Far North Holdings Limited (FNHL)

6.2.1 Recommend to Council the approval of the Letter of Expectation and Statement of Intent

6.2.2 Receive Annual Report (s67 LGA)

6.2.3 Receive quarterly financial statements (s66 LGA)

6.2.4 Receive reports on FNHL strategies and plans

6.3 Risk Management

6.3.1 Review appropriateness of Council’s risk management framework and associated procedures for effective risk identification, evaluation and treatment

6.3.2 Receive and review risk management dashboard reports

6.3.3 Provide input, annually, into the setting of the risk management programme of work

6.3.4 Receive updates on current litigation and legal liabilities

6.4 Internal Audit and Controls

6.4.1 Review whether management has in place a current and comprehensive internal audit framework

6.4.2 Receive and review the internal audit dashboard reports

6.4.3 Provide input, annually, into the setting of the internal audit programme of work

6.4.4 Review whether there are appropriate processes and systems in place to identify and investigate fraudulent behaviour

The Committee will manage Council’s relationship with external auditor.

(7) Rules and Procedures

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

Far North District Council

Te Miromiro – Audit, Finance and Risk Committee work plan

		Work Plan Dates
Terms of reference	Work stream	3-Apr	22-May	24-Jul	4-Sep	22-Oct	3-Dec	19-Feb
Internal Controls framework	Outstanding auditor recommendations, progress and updates	x					x
	Issues arising from Audits, register of issues and risks, updates	x					x
	Internal audit plans, and focus audits						x
	Cyber security and system availability risks (Px)	x
Terms of reference	Work stream	3-Apr	22-May	24-Jul	4-Sep	22-Oct	3-Dec	19-Feb
Finance and reporting oversight	Budget v actual review of key areas, year end forecasts		x	x		x			Review the Council’s financial and non-financial performance against the Long-Term Plan and Annual Plan
	Capital expenditure and financing		x	x		x
	Debt, liquidity, and debtor performance, hygiene factors		x	x		x
	Levels of service (SSP) review		x			x
	Financial, Quarterly updates, including performance SOI's for CCTO's		x			x
Terms of reference	Work stream	3-Apr	22-May	24-Jul	4-Sep	22-Oct	3-Dec	19-Feb
External reporting and accountability	Review of accounting policies		x
	Review of valuations				x
	Review of Auditor Planning documents		x
	Review of key audit issues					x
	Review of Draft annual report, representation letters and recommendation to Council re signing				x				Financial systems and performance of the Council
	Review of Report to Governance					x
	Emerging accounting issues and requirements (Green)
	Changes in the legislative environment and emerging risks and changes
Terms of reference	Work stream	3-Apr	22-May	24-Jul	4-Sep	22-Oct	3-Dec	19-Feb
Key Council plans	Review of upcoming Annual Plan or LTP and key assumptions and accounting policies				x
	Legislative compliance with LGFA / LGA					x
Terms of reference	Work stream	3-Apr	22-May	24-Jul	4-Sep	22-Oct	3-Dec	19-Feb
Risk management	Review of top risks - update		x		x		x	x
	AFRC and Executive team risk issues and emerging risks (Horizon scan)		x		x		x
	Risk management update on projects and work streams		x		x		x	x
	Risk management workshop to update the overall risk register (annual) and brain storm		x
	Deep dive into a risk area (cyclical)		x	x			x	x
	Delegations register review	x
Terms of reference	Work stream	3-Apr	22-May	24-Jul	4-Sep	22-Oct	3-Dec	19-Feb
Probity, Waste, and Policies	Sensitive expenditure review, critical fraud controls and reviews of control effectiveness			x				x
	Fraud risk update and work streams			x			x
	Cyclical review of key fraud and internal control risk areas		x	x		x		x
	Policies - cyclical review schedule			x
Terms of reference	Work stream	3-Apr	22-May	24-Jul	4-Sep	22-Oct	3-Dec	19-Feb
Insurance	Review of policies, processes and strategies				x
	Review of annual insurance renewals				x
Terms of reference	Work stream	3-Apr	22-May	24-Jul	4-Sep	22-Oct	3-Dec	19-Feb
Treasury	Treasury policies including covenants and policy compliance				x
	Economic update and impact on to AP/LTP					x
Terms of reference	Work stream	3-Apr	22-May	24-Jul	4-Sep	22-Oct	3-Dec	19-Feb
Occupational Health and Safety	Report on progress, and learnings	x	x	x	x	x	x	x
	Stopwork notices and handling	x	x	x	x	x	x	x
	Key risk areas and compliance	x	x	x	x	x	x	x
Terms of reference	Work stream	3-Apr	22-May	24-Jul	4-Sep	22-Oct	3-Dec	19-Feb
Legal issues and updates	Current legal issues in progress (Px)	x	x	x	x	x	x	x
	Potential legal issues and risks (Px)	x	x	x	x	x	x	x
	Legal compliance review across Council				x
	Ratings validity review					x
Terms of reference	Work stream	3-Apr	22-May	24-Jul	4-Sep	22-Oct	3-Dec	19-Feb
Other	Review and confirmation of Terms of Reference	x
	Review and update the ARFC work plan	x
	Review of the effectiveness of the AFRC	x
	Review of the external auditor performance (3 yearly)	x
		13	18	13	15	16	13	10

Far North District Council

Te Miromiro - Assurance, Risk and Finance Committee Meeting

will be held in the Council Chamber, Memorial Ave, Kaikohe on:

Tuesday 8 April 2025 at 10:00 AM

Te Paeroa Mahi / Order of Business

1 Karakia Tīmatanga / Opening Prayer 11

2 Ngā Whakapāha Me Ngā Pānga Mema / Apologies and Declarations of Interest 11

3 Ngā Tono Kōrero / Deputation. 11

4 Te Whakaaetanga o Ngā Meneti o Mua / Confirmation of Previous Minutes. 12

4.1 Confirmation of Previous Minutes. 12

5 Ngā Pūrongo Taipitopito / Information Reports. 18

5.1 Council financial report for the period ending 28 February 2025. 18

5.2 Health, Safety and Wellbeing Report 43

5.3 FNHL Quarterly Report - December 2024. 54

5.4 Revenue Recovery Report as at 31 December 2024. 66

5.5 Resource Consent Abatement Notice Update. 75

6 Te Wāhanga Tūmataiti / Public Excluded. 79

6.1 Confirmation of Previous Minutes Public Excluded. 79

6.2 Risk Management Update. 79

6.3 FNDC Current Legal Action Potential Liability Claims. 79

6.4 Tender Panel and Procurement Activity Update. 79

7 Karakia Whakamutunga / Closing Prayer 80

8 Te Kapinga Hui / Meeting Close. 80

Te Miromiro - Assurance, Risk and Finance Committee Meeting Agenda

8 April 2025

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

4.1 Confirmation of Previous Minutes

File Number: A5113328

Author: Marysa Maheno, 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 minutes.

tŪtohunga / Recommendation

That Te Miromimro - Assurance, Risk and Finance Committee confirm the minutes of the previous meeting held 19 February 2025 are a true and correct record.

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.

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.

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. 2025-02-19 Te Miromiro - Assurance, Risk and Finance Committee Minutes - A5078440 ⇩

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 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.

Te Miromiro - Assurance, Risk and Finance Committee Meeting Agenda

8 April 2025

5.2 Health, Safety and Wellbeing Report

File Number: A5116458

Author: Ian Wilson, Manager - Health, Safety and Well Being

Authoriser: Jacine Warmington, Group Manager - Strategic Relationships

TAKE PŪRONGO / Purpose of the Report

The purpose of this report is to provide the Te Miromiro – Assurance, Risk and Finance Committee with an overview of key activities related to Health Safety and Wellbeing across the organisation for January – February 2025.

WHAKARĀPOPOTO MATUA / Executive SummarY

The Health, Safety and Wellbeing (HSW) team is focused on managing FNDC’s risks, in particular critical risks. A critical risk is one that will occur infrequently but has serious consequences to health, safety, and well-being should an incident occur.

The report provides an update on critical risk mitigation, HSW training, and other achievements across the organisation.

TŪTOHUNGA / RECOMMENDATION

That Te Miromiro - Assurance, Risk and Finance Committee receive the report health, safety and wellbeing report.

tĀHUHU KŌRERO / Background

The health, safety, and well-being (HSW) of employees and stakeholders remain a key priority for the Far North District Council (FNDC). Ensuring a safe and supportive environment is critical not only for regulatory compliance but also for fostering a culture that values the physical and mental health of the workforce.

Critical risks, defined as those with low frequency but high potential impact, pose significant challenges to the organisation. Addressing these risks requires proactive identification, robust mitigation strategies, and continuous monitoring to prevent incidents and protect the well-being of all individuals involved.

This report, covering the period of January and February 2025, highlights the FNDC’s ongoing efforts in health, safety, and well-being. It aims to provide the Te Miromiro – Assurance, Risk and Finance Committee with a comprehensive overview of activities, focusing on critical risk management, HSW training initiatives, and key achievements. This information underscores the organisation’s commitment to enhancing workplace safety and wellbeing through strategic interventions and continuous improvement.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Health, Safety, and Wellbeing Achievements

• Engagement with 231 staff around critical risks.

• No lost time injuries (LTIs) due to work injuries.

Hazard and Risk Management

The Health, Safety, and Wellbeing (HSW) team is focused on managing FNDC’s risks, particularly critical risks. A critical risk is one that will occur infrequently but has serious consequences to health and safety should an incident occur.

Following consultation with staff in 2023 six critical risks were identified that are involved with activities conducted by FNDC staff. The critical risks identified are listed below:

• Driving on Council business

• Lone working

• Psychosocial hazards

• Contractor management occupational health & safety (OHS)

• Site Visits

• Threatening behaviour towards customer-facing staff

Table 1 shows the various ways the HSW team has proactively collaborated with staff regarding managing critical risks during January and February 2025. 231 staff were engaged through audits, workshops, team talks, and training.

Table 1 – HSW Engagement

Date	Topic	Team	Attendees	Description
20/01/2025	HSW inductions		11	Staff training
20/01/2025	HSW inductions	All staff	12	Staff training
22/01/2025	JSA - Psychosocial Hazards introduction*	Kerikeri JBC/Teams	75	Staff engagement
26/01/2025	First Aid Refresher (public event)	Property & Contract Officer	1	Staff training
28/01/2025	JSA - Psychosocial Hazards introduction	Kaikohe HQ/Teams	40	Staff engagement
1/02/2025	Aotearoa Bike Challenge	All Staff		Wellbeing initiative
3/02/2025	HSW role profile review	I - Infrastructure Leaders group	5	Staff engagement
3/02/2025	HSW inductions	All staff	3	Staff training
4/02/2025	JSA - Psychosocial Hazards introduction	Kerikeri JBC/Teams	50	Staff engagement
12/02/2025	JSA - Psychosocial Hazards introduction	Kaitaia Te Ahu Centre/Teams	47	Staff engagement
13/02/2025	HSW role profile review	D&O - Monitoring Team	10	Staff engagement
17/02/2025	HSW inductions	All staff	3	Staff training
18/02/2025	Northland Industry Principals H&S forum	HSW team	1	HSW CPD
20/02/2025	HSW role profile review	D&O - Library & Services programmes	1	Staff engagement
25/02/2025	NZISM - Northland Branch ACC presentation	HSW team	1	HSW CPD
26/02/2025	Masterclass in Managing Psychosocial Risk Pt 2	HSW	2	Staff training
27/02/2025	HSW role profile review	D&O - Manager - Quality	1	Staff engagement

Job Safety Analysis (JSA) - Psychosocial Hazards Introduction

Job safety analysis of psychosocial hazards. The HSW team have been running a project since last year to analyse and assess the psychosocial hazards associated with working at FNDC. The project had the following stages:

1. Assessment by the HSW team of the current controls and support mechanisms in place to address psychosocial hazards at FNDC.

2. Four workshops titled ‘Are we doing enough?’ delivered across the organisation where staff were introduced to the concept of psychosocial hazards and the current controls and mechanisms in place (102 staff attended in total).

3. Analysis of the data obtained through the workshops.

4. Attendance of two externally delivered psychosocial hazard training sessions by the HSW team.

5. Production of a psychosocial hazards job safety analysis document (see attachment).

6. Engagement with all staff to introduce the new JSA and collect any commentary (212 staff attended over four sessions).

This project is now complete and will be reviewed in two years’ time. The next projects planned by the HSW team are assessment and analysis of lone working, and contractor management. These will commence and be completed in Q4 2025.

HSW incidents

Figure 1 – PeopleSafe stories reported during January and February 2025

Table 2 - Story type and location of incident reported into PeopleSafe for January and February 2025.

When did it happen?	Story Type	Where
3/01/2025	Threatening Behaviour	Library Te Ahu
6/01/2025	Damage	Off Site (Monitoring-compliance-inspection)
10/01/2025	Accident	Library Te Ahu
14/01/2025	Threatening Behaviour	Library Kaikohe
17/01/2025	Accident	Ward Kaikohe-Hokianga
20/01/2025	Injury	Ward Te Hiku
28/01/2025	Threatening Behaviour	Service Centre - Kawakawa
4/02/2025	Threatening Behaviour	Off Site (Monitoring-compliance-inspection)
5/02/2025	Threatening Behaviour	Car Park - John Butler Centre
7/02/2025	Threatening Behaviour	Library Kaikohe
10/02/2025	Threatening Behaviour	Library Kaikohe
12/02/2025	Accident	Ward Kaikohe-Hokianga
12/02/2025	Damage	Car Park - John Butler Centre
13/02/2025	Threatening Behaviour	Service Centre - Kawakawa
13/02/2025	Pain & Discomfort	Service Centre - Kawakawa
13/02/2025	Damage	Service Centre - Kaikohe
18/02/2025	Pain & Discomfort	Kaikohe - Memorial Hall
19/02/2025	Damage	Ward Te Hiku
19/02/2025	Damage	Service Centre - John Butler Centre
20/02/2025	Threatening Behaviour	Off Site (Monitoring-compliance-inspection)
24/02/2025	Threatening Behaviour	Digital Communication
26/02/2025	Threatening Behaviour	Service Centre - Kawakawa
26/02/2025	Damage	Ventia maintained FNDC asset

PeopleSafe

PeopleSafe is FNDC's Health and Safety reporting database for all work-related injuries, incidents, accidents, near misses, risks, hazards, discomfort, and pain. It is a requirement under the Health and Safety at Work Act (2015) for FNDC to provide a platform to report such incidents.

The most frequently reported incidents are threatening behaviour, which are listed as critical risks. 23 HSW incidents were entered into PeopleSafe during January and February 2025, up from 16 incidents reported during November and December 2024.

Staff warning flags

No staff warning flags (SWFs) were raised by staff during January and February 2025 for threatening behaviour.

What is a SWF?

• SWFs are memo alert pop-ups in Pathways that open automatically when an address or person has a SWF allocated against them.

• The SWF will warn employees of hazards associated with the person or address.

• SWFs are usually created because of abusive, violent, or dangerous behaviour by the occupant of the address. Other hazards, such as dangerous dogs, may be listed.

Health Safety and Wellbeing of Elected Members when undertaking Council business

It is recognised that elected members in their governance role are asked to attend meetings with residents/ratepayers/general public and sometimes at private residences. It is strongly recommended that elected members contact appropriate council staff or the HSW team, to confirm whether or not there are SWFs either on the person/people or address before accepting meetings.

Elected members can have any stories relating to injuries, incidents, or accidents (including near misses, risks, hazards, etc.) they are aware of, logged in PeopleSafe by contacting Democracy Services who will input information on their behalf.

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

There are no financial implications.

Āpitihanga / Attachments

1. JSA - Psychosocial hazards - A5116466 ⇩

Te Miromiro - Assurance, Risk and Finance Committee Meeting Agenda

8 April 2025

5.4 Revenue Recovery Report as at 31 December 2024

File Number: A5076088

Author: Zena Tango, Team Leader - Transaction Services

Authoriser: Charlie Billington, Group Manager - Corporate Services

TAKE PŪRONGO / Purpose of the Report

The purpose of this report is to provide quarterly reporting to the Far North District Council Assurance, Risk, and Finance Committee.

WHAKARĀPOPOTO MATUA / Executive Summary

This is the second report for the financial year 2024-25 and provides information on actions to be taken to collect the arrears balances for rates, water and sundry debt this year, and to provide information on how collection is tracking against targets.

TŪTOHUNGA / Recommendation

That Te Miromiro - Assurance, Risk and Finance Committee receive the report Revenue Recovery Report as at 31 December 2024.

tĀHUHU KŌRERO / Background

This document has been prepared to outline the arrears balances for rates, water, and Sundry debt as of 31 December 2024 and the actions taken by the Revenue Recovery team for the collection of the General Title rates and water, and sundry debt.

This information is part of the standing items reported to the Committee on a regular basis.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The data provided is for General Title and Māori Freehold Land rates and water accounts with sundry debtors shown in a separate table. General Title rates and General Title Water rates total arrears balance has decreased since the last reporting period. Please note we are still observing the continued impact of last year’s cost-of-living increase into this rating year. As prices for essential goods and services such as housing, food and fuel are still increasing this is creating a challenging economic environment for many households. (See footnote A.1 in attachments)

General Title Rates and Water Debt

Key actions since the last report:

· The Revenue recovery team have been proactively calling ratepayers after Rating instalment 1 2024-2025.

· Pre-called 500 properties that have a Mortgage to set up a payment plan before Mortgage demand process is initiated.

· Mortgage demand process initiated for 3 financial institutions.

· Mortgage final demand for 1 financial institution has been issued and payment received.

· High Court application lodged for Rating Sale.

Next actions:

· Complete reporting for remaining properties with mortgages and commence pre-mortgage demand calling.

· Prepare and issue mortgage demand to the final major financial institutions after 01 March 2025 once pre-mortgage demand has been completed.

· Initiate abandoned land process with external Law firm.

· Engage resources within the Revenue Recovery team for collection of outstanding debt for rates and sundry debtors.

For the total number of General Title rates accounts marked as ‘Debt recovery action to commence’:

· These are properties where there is no mortgage, and we do not have a payment arrangement or direct debit set up on the account.

· 41% of properties only have last year’s rates in arrears and 18% have 2 years of arrears. Revenue Recovery will be contacting these owners by phone, email, or letter. Any water arrears will be picked up at the same time.

· 12% of these accounts have arrears of 3 or more rating years. Debt management will start the final demand process for these which can result in referral to Council’s legal services team or external to commence legal proceedings.

Māori Freehold Land Rates and Water Debt

The rates debt has decreased by since the start of the year of which11% was for Māori Freehold land remissions The water rates have decreased since the start of the year. (See footnote A.2 in attachments)

The Whenua Māori Working Group have been working on the following:

Property Reviews

A total arrears balance of $505,947 has been written off Far North District Council rates since the start of the Whenua Māori Working Group

Since the last report the total CE write-offs completed this rating year is $283,351.

Marae Visits

The marae hui kicked off Saturday 23 November at Waipuna Marae followed by Ōtiria Marae 16 December. The consensus received was welcoming and provided Council staff with valuable feedback from constituents. Feedback was also provided by Elected Members that attended these hui.

The bookings for the next marae hui are:

Day	Date	Marae	Time
Friday	14 March	Haititaimarangai Marae, Whatuwhiwhi	3pm – 8pm
Monday	7 April	Roma Marae, Ahipara	10am – 3pm

Council’s Communications team have been distributed to external stakeholders and partners via email, and the information has been added to our website and social media channels.

It is proposed that the FNDC Multimedia Strategy & Communications Advisor attend a Marae and make a short film of the day.

Waitangi Day

Participants of the rates relief working group attended the stall that Far North District Council had already secured to advertise the upcoming marae hui. Information on Whenua Māori and the next planned hui at Haititaimarangai Marae.

Sundry debtors debt

The total sundry debtors aged debt balance has increased since the start of the financial year. There have been several significant, diverse sundry invoices raised that have had an impact on reporting. These have now since decreased due to payment being received.

Since the prior report, the building debt has decreased while the debt for resource consents has increased slightly. The revenue recovery team is still collaborating with both teams.

Due to a rise in debt aged 60+ days, Revenue Recovery will provide resources to debt reduction in these areas.

(See footnote A.3 in attachments)

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

Provision is made annually for doubtful debts in relation to the arrears owed to council. A higher provision for Māori Freehold land rates and water is made in comparison to General Title rates and water due to the difference in collection options available to Council.

Āpitihanga / Attachments

1. Revenue recovery report 31 Dec attachment - A5076880 ⇩

Te Miromiro - Assurance, Risk and Finance Committee Meeting Agenda

8 April 2025

5.5 Resource Consent Abatement Notice Update

File Number: A5128162

Author: Doug Astill, Compliance Officer - Infrastructure Services

Authoriser: Tanya Proctor, Head of Infrastructure

TAKE PŪRONGO / Purpose of the Report

The purpose of this report is to provide Te Miromiro Committee members with an update of outstanding Resource Consent Abatement Notices issued by Northland Regional Council.

WHAKARĀPOPOTO MATUA / Executive SummarY

· Northland Regional Council is the regulator charged with ensuring compliance with the conditions of consent issued under the provisions of the Resource Management Act 1991.

· Non-compliance with conditions of consents can result in enforcement action by the regulator. An abatement notice is generally the first enforcement action taken and act as a record of the non-compliance. These can be followed by further enforcement action should the non-compliance continue.

· Council holds multiple resource consents required for the delivery and operation of water, wastewater, stormwater, solid waste and community facilities to Far North communities.

· Non-compliance can represent an environmental, operational, reputational, and financial/legal risk depending on the non-compliance.

· There are seven outstanding abatement notices as at the date of this report.

· Council’s aim is to be fully compliant with all consent conditions, with no abatement notices outstanding.

TŪTOHUNGA / Recommendation

That Te Miromiro - Assurance, Risk and Finance Committee receive the report Resource Consent Abatement Notice Risk Profile.

tĀHUHU KŌRERO / Background

Council holds multiple resource consents required to provide water, wastewater, stormwater, solid waste and community facilities throughout the Far North District.

Resource consents are issued under the provision of the Resource Management Act 1991 (the RMA) by Northland Regional Council. Any activity that contravenes, or is likely to contravene the RMA, (any Regulations, a Rule in a Plan, or a condition of a Resource Consent) can result in an Abatement Notice being issued - s322(1)(a)(i) by Northland Regional Council.

To have an abatement notice cancelled Council must investigate the cause of the non-compliance, establish the required mitigation to achieve compliance, and liaise with Northland Regional Council to agree compliance has been achieved and unlikely to recur.

Non-compliance presents the following risks for Council:

· Environmental – possible risk from contamination.

· Operational – process / resourcing improvement required.

· Financial & Legal – possibility of fines and/or prosecution.

· Reputational – local / national media reporting reducing trust within the community and the Regulator (Northland Regional Council).

Residual risk is the expected risk remaining after all mitigation actions have been completed, compliance achieved, and the abatement notice cancelled.

It is the aim of Council to be fully compliant with all consent conditions and have no abatement notices outstanding.

Non-compliance can happen for several reasons, such as missing data or non-compliant discharges, and are treated seriously by Council given that further action from the regulator may include fines or prosecution.

The process followed on receipt of an abatement notice includes:

- Acknowledge receipt of the notice

- Investigate the non-compliance with the conditions of the consent

- Verify the non-compliance

- Investigate the steps to mitigate the non-compliance and immediately notify the regulator of these steps with a timeframe

- Follow up mitigation actions either weekly or monthly according to the nature of the non-compliance

- On achieving compliance we notify the regulator and request for the notice to be removed.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Council entered the current financial year with three long-standing abatement notices in place:

- Ōpononi/Omāpere Wastewater Treatment Plant

- Kaitāia Wastewater Network Overflows

- Ahipara Wastewater Treatment Plant

Regular updates on progress towards the removal of Abatement Notices are provided to Te Koukou – Transport and Infrastructure Committee.

A link to the March 2025 report is provided here:

Agenda of Te Koukou - Transport and Infrastructure Committee Meeting - Wednesday, 19 March 2025

At the date of this report, a total of seven (7) Abatement Notices remain outstanding - Water (1), Wastewater (4), District Facilities (1), and Solid Waste (1).

The table below categorises these Abatement Notices as:

Key:

High	Long term or not resolvable short term	Several high-risk factors
Medium	Several issues to ensure compliance	Possible escalation of several risk factors
Low	Short time to resolve / low cost	Low possibility of escalation

Abatement Notices ranked low are operations related, with mitigations largely reliant on establishing robust maintenance and audit procedures.

The assessment of residual risk for all notices is low as non-compliance can occur at any time.

Improvements in asset management, operations, compliance audit programme, and support for District Facilities operations are required to support this assessment.

The four (4) Notices issued for the wastewater treatment plants are all ranked High risk as they all relate to contaminant levels.

Mitigation actions are underway for each of these notices, and compliance is expected to result from completion of current maintenance works.

The notice for the Russell Landfill leachate is ranked high as this is a known issue which in turn directly impacts the operation of the wastewater treatment plant. Resolution requires budgetary provision within Solid Waste to address this matter, together a level of service agreement between Solid Waste and Wastewater to actively manage the Landfill consent.

The provision of wastewater discharge reporting for the Kerikeri Sport Complex is ranked high as the regulator has advised that infringements will be issued is compliance is not achieved and maintained. Daily recording by the contractor will be provided to the regulator each quarter as required by the consent.

Area of Non-compliance	Mitigation actions	Environmental	Operational	Financial/ Legal	Reputational
Opononi Wastewater Treatment Plant	Planned upgrades as per LTP 24/27	High	Medium	Medium	High
Kaitaia Wastewater Network Overflows	Planned network upgrades as per LTP 24/27	High	Medium	Medium	High
Ahipara Wastewater Treatment Plant	Planned upgrades completed and 6 months compliance achieved March 2025 Application for Abatement cancelled scheduled for April 2025	High	Medium	Medium	High
Waitangi river take	Confirm progress on correct reporting and ensure this is relayed to NRC.	Low	Low	Low	Low
Kerikeri Sports complex WW reporting.	Confirmed current monitoring status with contractor. New report due to NRC in May.	Low	Low	High	Low
Kohukohu WWTP	Currently desludging work in progress. Compliance to provide updates to NRC.	High	High	High	High
Russell landfill	Confirming leachate flow reduction with waste management.	Medium	Low	Low	High

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

There are no financial implications or budgetary provisions resulting from this information report.

Āpitihanga / Attachments

Nil