Agenda of Kaitaia Drainage Area Committee Meeting

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

4.1 Confirmation of Previous Minutes

File Number: A5357343

Author: Marysa Maheno, Democracy Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

Take Pūrongo / Purpose of the Report

The minutes of the previous Kaitāia Drainage Area Committee meeting are attached to allow the Committee to confirm that the minutes are a true and correct record.

tŪtohunga / Recommendation

That the Kaitāia Drainage Area Committee confirm that the minutes of the meeting of the Kaitāia Drainage Area Committee held 5 December 2024 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 meeting are attached.

Far North District Council Standing Orders Section 27.3 states that no discussion shall arise on the substance of the minutes in any succeeding meeting, except as to their correctness.

Take Tūtohunga / Reason for the recommendation

The reason for the recommendation is to confirm the minutes are a true and correct record of the previous meeting.

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

There are no financial implications or the need for budgetary provision as a result of this report.

Āpitihanga / Attachments

1. 2024-12-05 Kaitaia Drainage Area Committee Minutes - A5006030 ⇩

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.	The Kaitāia Drainage Area is of local relevance and a member of the Te Hiku Community Board sits on the committee to be able to provide the views of the Community Board to the Committee.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	There are no implications on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	This report is asking for the minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports.
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.

5 Ngā Pūrongo / Reports

5.1 Kaitāia Drainage Area Committee - Land Drainage Works Update

File Number: A5359177

Author: Tui Mokaraka, Customer Service Manager - Far North Waters

Authoriser: Scott Smith, Acting Head of Infrastructure

TAKE PŪRONGO / Purpose of the Report

To provide the Land Drainage Area Committee with a progress report on works undertaken during 2024-2025 financial year and to provide outline of proposed works and costs for the 2025/2026 financial year, including management plan reviews, operational programmes, and improvements to drainage area management.

WHAKARĀPOPOTO MATUA / Executive SummarY

· The Far North District Council continues to progress drainage area management through several key proposals:

· Management Plan Review: Draft management plans have been prepared and will be subject to committee consultation through hui to be scheduled for November 2025.

· Spray Programme 2025/2026: Updated spray schedules are being finalised with improved contract specifications and timeframes.

· Machine Cleaning Recommendations: Machine cleaning programmes are being developed based on a priority matrix taking into consideration drain condition assessments and committee input.

· Drone Survey: A drone survey pilot programme alongside the above recommendations is proposed to commence with the Motutangi Drainage Area to determine asset condition monitoring and maintenance planning. As well as confirming accurate GPS coordinate mapping.

· Bylaw Review: The Land Drainage Bylaw currently under review, potentially addressing current ambiguities and improving enforcement mechanisms.

· Operational Improvements: Enhanced mapping systems, clearer access protocols, and improved financial reporting processes are being developed for implementation.

TŪTOHUNGA / Recommendation

That the Kaitaia Drainage Area Committee receive the report Kaitāia Drainage Area Committee - Land Drainage Works Update.

tĀHUHU KŌRERO / Background

1. Management Plan Draft Review

1.1 Current Status

A collective draft management plan has been completed using Kaikino as the example, incorporating:

· Updated operational standards and guidelines

· Revised maintenance schedules reflecting current practices

· Enhanced compliance requirements with Resource Management Act provisions through operational standards and guidelines.

· Clarifying asset definitions and responsibilities

1.2 Consultation Process

Committee Meeting Schedule: By November 2025

· Individual meetings with the committee chairs to review draft plans

· Opportunity for detailed feedback and amendments

· Integration of committee recommendations into final plans

1.3 Key Updates in Draft Plans

· Recommend aligning the management plan review cycle with the bylaw review schedule

· Improved coordination with Regional Council requirements

· Better environmental compliance measures

· Streamlined operational procedures

2. Spray Programme Update 2025/2026

2.1 Programme Overview

The spray programme for 2025/2026 will address identified gaps in coverage and timing

2.2 Key Improvements

· Contract Specifications: Clarified timing and reporting requirements

· Programme Timeline: Spring (September-October) and Autumn (March-April)

· Access Protocols: Coordination with landowners for access permissions

· Quality Assurance: Regular monitoring and condition reporting

2.3 Programme Status

· Contract specifications being finalised

· Landowner notifications to commence September 2025

· Budget allocations confirmed for all drainage areas

3. Machine Cleaning Recommendations 2025/2026

3.1 Priority Assessment

Following the August 2025 operational review, machine cleaning priorities will be established based on:

· Committee member input and site inspections

· Drain condition assessments

· Access considerations

3.2 Recommended Programme

High Priority:

· Areas with restricted flow capacity and significant vegetation mat development

Medium Priority:

· Drains not machine cleaned within a 10-year timeframe

· Drainage channel reshaping needs

Other Considerations

· Access track maintenance requirements

· Annual maintenance locations with moderate vegetation growth

3.3 Implementation Timeline

· Summer 2025/2026: Primary machine cleaning operations

· Early Autumn 2026: Follow-up maintenance and touch-up works

· Ongoing: Emergency response capability will be maintained

4. Drone Survey Pilot Programme

4.1 Strategic Initiative

A drone survey programme as per previously approved is being developed using the Motutangi Land Drainage Area as a pilot to modernise drainage asset management and improve maintenance planning accuracy.

4.2 Pilot Programme Details

Initial Focus: Motutangi Drainage Area

· Coverage: 10 drains, approximately 18,560m total length

· Technology: High definition 2D orthomosaic mapping with multispectral imaging capability

4.3 Proposed Deliverables

· 2D Orthomosaic Maps: High-resolution imagery for GIS integration

· Condition Assessment: Detailed drain condition reporting

· Vegetation Analysis: Invasive species identification and vegetation health mapping

· Access Planning: 10m corridor mapping for maintenance access

· 3D Modelling: Optional detailed topographical analysis

4.4 Investment and Benefits

Estimated Costs:

· Pilot programme: Estimate $1,800 - $3,000 per Day

Expected Benefits:

· Enhanced maintenance planning accuracy

· Reduced site inspection time and costs

· Improved dispute resolution through accurate documentation

· Future potential for drone-based spraying operations

· Integration with existing GIS mapping systems

4.5 Implementation Timeline

· September 2025: Contractor engagement

· October 2025: Survey execution, data collection, results analysis and reporting

· November 2025: Evaluation for expansion to other drainage areas

5. Operational Improvements

5.1 Mapping and Asset Management

Current Initiatives:

Simplification and integration of mapping systems with Council GIS platforms, coordination with infrastructure data, and development of user-friendly committee mapping resources.

5.2 Access and Compliance

Enhanced Protocols:

Clear landowner communication procedures, improved coordination for access permissions, and documentation of obstruction issues and resolutions.

5.3 Financial Management

Improvements Implemented:

Clearer budget reporting, eliminating carryover confusion and transparent reserve balance reporting.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

6. Committee Coordination And Next Steps

6.1 Actions Required

Committee Members:

· Submit drain cleaning priority lists by 10th September 2025

· Participate in site inspections for machine cleaning prioritisation

· Prepare for November meeting attendance

Council Staff:

· Finalise spray programme with improved specifications

· Coordinate drone survey pilot implementation

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

7. Financial Implications

7.1 Budget Allocations 2025/2026

· Spray programmes: Budgets are confirmed

· Machine cleaning: Funds available across all areas

· Drone survey pilot: allocation recommended

· Management plan review: Within existing operational budgets

Āpitihanga / Attachments

1. DRAFT TEMPLATE - 20250806 Kaikino Drainage Area Management Plan - A5360368 ⇩

5.2 Kaitāia Drainage Committee Open Resolutions Update September 2025

File Number: A5357426

Author: Marysa Maheno, Democracy Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

Take Pūrongo / Purpose of the Report

To provide Kaitāia Drainage Committee with an overview of outstanding Committee decisions from April 2023.

WhakarĀpopoto matua / Executive Summary

· Open resolutions are a mechanism to communicate progress against decisions/resolutions.

· Open resolutions are also in place for all formal elected member meetings.

tŪtohunga / Recommendation

That Kaitāia Drainage Committee receive the report September 2025 Open Resolution Report.

1) TĀhuhu kŌrero / Background

At the 17 April 2023 Kaitāia Drainage Committee Meeting the Committee requested an action sheet update report be included in all future Drainage Committee Meetings. Any resolution or decision from a meeting is compiled on an open resolution status report, to capture actions trigged by Kaitāia Drainage Committee decisions. Staff provide updates on progress against tasks that are not yet completed.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The outstanding tasks are often multi-facet projects that take longer to fully complete. Where a decision differs to the recommendation of staff there may be unintended consequences or challenges that take longer for staff to work through.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION.

To provide Kaitāia Drainage Committee with an overview of outstanding decisions from 17 April 2023.

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

There are no financial implications or need for budgetary provision in receiving this report.

Āpitihanga / Attachments

1. Kaitaia Drainage Area Committee Open Resolution Report - A5357517 ⇩