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: A5765713

Author: Natasha Rmandic, 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 on 20 April 2026 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. 2026-04-20 Kaitaia Drainage Area Committee Minutes - A5720794 ⇩

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 Kaitaia Land Drainage Committees Progress Report - August 2026

File Number: A5913339

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

Authoriser: Scott Smith, Manager - Waters

TAKE PŪRONGO / Purpose of the Report

To provide the Kaitaia Land Drainage Area Committee with an update on the 2025/26 works programme, current operational matters, Management Plan and mapping progress, rating and maintenance responsibility matters, and proposed priorities for the 2026/27 work programme.

WHAKARĀPOPOTO MATUA / Executive SummarY

Kaitaia has a large and complex drainage network, with legacy asset information, urban stormwater interfaces, rating boundary matters and areas where maintenance responsibilities require further clarification.

2025/26 Works Programme: The spray programme was substantially completed, with machine-cleaning and emergency works also undertaken across identified priority areas. Delivery of machine-cleaning works was affected by scoping requirements, contractor availability, access and available budget. The completed 2025/26 spray report and condition assessments will be available at the meeting.

Spray Programme 2026/27: The proposed programme is generally based on the previous season and will be reviewed with the Committee to confirm any changes and priority areas.

Machine-Cleaning Programme 2026/27: The programme is still being developed. Priorities will need to reflect drain condition, previous service requests, Committee input, access, contractor availability and available budget.

Management Plan and Asset Information: Further work is required to confirm drain information, mapping, maintenance responsibilities and rating boundaries.

Operational Priorities: A number of locations require specific consideration, including Awanui Drain, Church Gully and the Refuse Station / Matthews Outfall area, the Sandhills / Yates / Bird’s Boundary network, Brass Road / Reynolds Drain / Pukepoto catchment and Fleming Drain.

Operational Updates and Co-ordination: Work is continuing to improve mapping, contractor instructions, landowner access processes, rating information and coordination where land drainage interfaces with other Council or regional functions.

TŪTOHUNGA / Recommendation

That the Kaitaia Land Drainage Area Committee:

a) receive the Kaitaia Land Drainage Area Committee Progress Report – August 2026;

b) provide feedback on, and any proposed amendments to, the 2026/27 spray programme;

c) identify priority drains and any known access or operational constraints to be considered in developing the 2026/27 machine-cleaning programme; and

d) support continued work to improve asset mapping, clarify maintenance responsibilities and review drainage area and rating information.

tĀHUHU KŌRERO / Background

1. MANAGEMENT PLAN REVIEW

The draft Kaitaia Operations and Maintenance Plan has been updated following Committee and workshop feedback. The latest draft is attached for review with final review and sign-off proposed at the next Committee meeting.

Further work is required to confirm drain lengths, start and finish points, maintenance requirements, rating information and current mapping.

The Management Plan will remain a live document so that confirmed changes to asset information, access, maintenance requirements and responsibilities can be incorporated.

2. 2025/2026 SPRAY AND MACHINE-CLEANING PROGRAMME CLOSEOUT

The 2025/26 spray programme was substantially completed. Some locations were managed differently where machine cleaning or emergency works took priority.

Machine-cleaning delivery was slower than planned due to the level of work required to scope individual sites, contractor availability, access requirements and available budget.

Works completed included:

· Yates Drain;

· part of Sandhills Drain through to Sandhills Road;

· Bird’s Boundary Drain; and

· emergency works at Church Gully.

The outcomes and any remaining requirements from these works will help inform the 2026/27 programme.

3. PROPOSED 2026/2027 WORKS PROGRAMME

The proposed 2026/27 spray programme is generally based on the previous season and is attached for Committee review and amendment where required.

Locations previously managed through spray-on-request arrangements require clearer recording, contractor instructions and landowner communication to reduce the potential for required works to be missed.

The 2026/27 machine-cleaning programme has not yet been finalised. Priorities will be informed by:

· previous requests for service and known drainage issues;

· Committee recommendations;

· field inspection and drain condition;

· access and site constraints;

· contractor availability; and

· available budget.

Priority works will be confirmed as soon as practicable following Committee input.

Future contractor instructions will clearly identify work locations, start and finish points, access requirements, before-and-after photographs and any relevant site or environmental requirements. If confirmed maintenance requirements exceed the available programme budget, further funding options may need to be considered.

4. KAITAIA OPERATIONAL PRIORITIES

The following areas have been identified for Committee discussion and further operational planning.

Awanui Drain

Awanui Drain remains a priority area due to vegetation and other obstruction, together with access constraints around the cemetery, State Highway frontage and adjoining private property.

A staged approach may be required, with accessible sections progressed while remaining access matters are worked through.

Sandhills, Yates and Bird’s Boundary

Machine cleaning has been completed across key sections of Sandhills, Yates and Bird’s Boundary drains.

Alligator weed identified near the lower end of Yates Drain will require ongoing monitoring. The timing and method of any future treatment will need to consider seasonal water levels and treatment effectiveness.

Church Gully / Refuse Station Drain / Matthews Outfall

Emergency works have been completed in this area; however, further maintenance of the Council-controlled drainage section requires consideration.

The area has a number of interacting drainage and infrastructure features. Potential contributing factors, including upstream urban development, the recycling-site bridge, culvert levels and downstream outfall capacity, require coordinated review before longer-term works are determined.

This may require input from relevant Council teams, Northland Regional Council and affected landowners.

Brass Road / Reynolds Drain / Pukepoto Catchment

Mapping and elevation information has improved understanding of the current drainage path through the Brass Road, Reynolds Drain and Pukepoto catchment.

Current information indicates flow through Parker’s boundary drain into Reynolds Drain and toward the Pukepoto outfall.

Historical drain information that no longer reflects the current drainage route should be verified before the active asset information is amended.

Fleming Drain

Fleming Drain has been identified as a possible additional machine-cleaning area near Kumi Road.

Priority, scope, access, contractor availability and available budget will need to be considered before works are programmed.

5. LAND DRAINAGE BYLAW UPDATE

Further review of the Land Drainage Bylaw is pending completion of the District Plan appeals process. Once the final District Plan provisions are confirmed, any required amendments to the Bylaw can be identified and progressed.

6. OPERATIONAL UPDATES AND CO-ORDINATION

Mapping and Asset Data

Accurate drainage mapping and asset information are particularly important for Kaitaia due to the size of the network and its interfaces with urban stormwater, roading, flood protection and other infrastructure.

Work is continuing to verify drain lengths, start and finish points, current flow paths and maintenance responsibilities. Field verification will remain necessary where existing mapping or historical information does not accurately reflect current site conditions.

Area of Benefit (AOB) and Rating Review

Work has commenced across Council teams to reconcile drainage area mapping and associated rating information.

Current rating records indicate Kaitaia operates under a single flat land drainage rate. Historical references to previous differential rating arrangements will need to be corrected where they remain in drainage records or plans.

The review will also consider properties within or adjoining the drainage area where rating boundaries, drainage catchment and benefit require further verification.

Maintenance Responsibility and Cross-Council Coordination

Some parts of the Kaitaia network interface with urban stormwater, roading, flood protection and Northland Regional Council functions. Further work is required to confirm responsibilities in these locations so that maintenance requirements can be directed to the appropriate Council team or external agency.

Contractor Planning and Landowner Access

Work is continuing to improve contractor instructions and landowner communication where private property, fencing, structures or other access constraints may affect drainage works. This includes confirming access before works commence and clearly recording any site-specific requirements.

Resourcing and Delivery

There is currently no dedicated Land Drainage Officer, with duties being covered by Waters Technical Officers and Committee Chair input.

Delivery has been affected by emergency works, contractor availability, pricing, work scoping and landowner notification requirements. These factors may influence the timing and sequencing of the 2026/27 programme.

Compliance Coordination

Waters and Compliance teams have met to improve coordination where drainage-related breaches or compliance matters are reported through Council systems. The aim is to ensure matters are directed to and managed by the appropriate team, based on respective roles and responsibilities.

Request for Service (RFS)

A small number of land drainage Requests for Service have been received, primarily relating to requests for machine cleaning and drainage impacts following weather events. These will be tabled at the meeting for reference and considered when confirming work priorities.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The Committee is invited to provide feedback on:

· any amendments required to the 2026/27 spray programme.

· priority drains for the 2026/27 machine-cleaning programme.

· any recent flooding, blockage, or drainage issues.

· locations where access or other site constraints may affect maintenance.

· maintenance responsibility issues involving land drainage, roading, stormwater, flood protection, or Northland Regional Council functions.

· corrections required to mapping, rating boundaries or catchment information; and

· the preferred priority order for Kaitaia works.

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

The indicative reserve balance as at 30 June 2026 is $26,594.71. Final year-end financials for 2025/26 had not been finalised at the time of reporting.

The 2026/27 work programme has a total expenditure budget of $150,000, comprising $90,000 for the spray programme, $30,000 for machine cleaning, and $30,000 contingency.

Natural Account	FY 2027 Budget
Rates income	($132,190.98)
Contingency	$30,000.00
Machine Cleaning	$30,000.00
Spray Contract (100km)	$90,000.00
Total Expenditure Budget	$150,000.00

Āpitihanga / Attachments

1. 20260429 Kaitaia Drainage Area Management Plan Draft - A5944636 ⇩

2. 2026_2027 Works Programme - Kaitaia - A5944631 ⇩