Agenda of Motutangi Drainage Area Committee Meeting

Motutangi Drainage Area Committee Meeting Agenda

10 September 2026

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

4.1 Confirmation of Previous Minutes

File Number: A5765733

Author: Natasha Rmandic, Democracy Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

Take Pūrongo / Purpose of the Report

The minutes of the previous Motutangi 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 Motutangi Drainage Area Committee confirm that the minutes of the meeting of the Motutangi 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 Motutangi Drainage Area Committee Minutes - A5723863 ⇩

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.

Motutangi Drainage Area Committee Meeting Agenda

10 September 2026

5 Ngā Pūrongo / Reports

5.1 Land Drainage Committee Progress Report – Motutangi

File Number: A5913001

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

Authoriser: Scott Smith, Manager - Waters

TAKE PŪRONGO / Purpose of the Report

To provide the Motutangi Land Drainage Area Committee with an update on drainage activities and the proposed 2026/27 work programme, including the Management Plan review, spray and machine-cleaning programmes, Department of Conservation concession requirements, and related operational matters.

WHAKARĀPOPOTO MATUA / Executive SummarY

Council continues to progress drainage area management through several key proposals.

Management Plan Final Review: Management Plans have been updated post input and feedback from committee members. Motutangi’s management plan maps (GIS) are the most up to date using the drone mapping from last year.

There is the need to incorporate mapping, confirm operational requirements under the Department of Conservation concession, and align contractor instructions to meet any regulatory and environmental constraints.

Spray Programme 2026/2027: Spray schedules will be reviewed for this year’s works and amended where required, with input from the Committee and consideration of the available budget.

Machine Cleaning Programme 2026/2027: Machine cleaning schedules to be reviewed for this year’s works and amended where required, with input from the Committee and consideration of available budget.

Bylaw Update: Provide the status of the Land Drainage Bylaw

Operational Updates and Co-ordination: Better asset mapping, clearer reporting (including financials), improved communications, (committees, landowners, external working groups, internal council departments, RFS reporting) Resourcing and logistics.

TŪTOHUNGA / Recommendation

That the Motutangi Land Drainage Area Committee:

a) Receive the Motutangi Land Drainage Area Committee Progress Report – September 2026;

b) provide any amendments or modifications to the Works Programme for 2026/2027

c) Support inclusion of the Department of Conservation concession as an appendix to the management plan;

tĀHUHU KŌRERO / Background

1. MANAGEMENT PLAN REVIEW

The Motutangi Operations and Maintenance Plan has been updated using Committee feedback, historical drainage records and current mapping information.

The latest draft is attached for review, with final review and sign-off proposed at the next Committee meeting. The plan will remain a live document and can be updated as drainage information, access, maintenance requirements and environmental conditions are confirmed.

2. DOC CONCESSION AND OPERATIONAL CONSTRAINTS

FNDC has received a 10-year Department of Conservation concession for the Motutangi drainage area, with provision for a further five-year term.

The concession introduces a number of operational and environmental requirements that will need to be incorporated into future planning and delivery of works. Staff will talk through the key requirements, practical implications and proposed next steps with the Committee at the meeting.

3. SPRAY AND MACHINE-CLEANING WORKS PROGRAMME

2025/2026 All programmed works were completed as of 30^th June 2026.
2026/2027 Works Programme attached. Future contractor instructions should clearly identify start and finish points, access requirements, before-and-after photo records, and any concession or environmental restrictions.

Any discrepancies or queries relating to programmed works should be reported to the relevant Committee Chair and/or Council staff, with sufficient information to enable follow-up.

Specific Motutangi work areas for Committee discussion

· Motutangi Stream should be treated as an as-required machine-cleaning priority rather than a standard five-year rotation item because of its importance to the overall scheme and ongoing maintenance risk.

· Selwyn’s Drain culvert issue referenced in the DOC concession needs confirmation with DOC before any action is taken. Any work must avoid unauthorised deepening or profile changes.

· Bacica’s and related drains require reactive monitoring for localised blockages, with committee chair input used to bring forward cleaning where needed.

· Subritzky’s Drain machine-cleaning has been completed, with road-edge access constraints requiring practical coordination while machinery was already in the area.

4. LAND DRAINAGE BYLAW UPDATE

Further review of the 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.

5. OPERATIONAL UPDATES AND CO-ORDINATION

Mapping and Asset Data

Work is continuing to align drainage mapping and asset information with maintenance, access and environmental requirements.

AOB and Rating Review

Meetings commenced to start reconciliation of maps and subsequent rating review. This has been a slow process with multiple departments requiring input.

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 changes, work scoping and landowner notification requirements. These factors may influence the timing and sequencing of the 2026/27 work programme

Compliance Coordination

Waters and Compliance teams have met to improve coordination where drainage-related breaches or compliance matters are reported through Council systems, so matters can be directed to the appropriate team based on respective roles and responsibilities.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The Committee is invited to provide feedback on:

· priority drains for the coming season;

· any final corrections to map names, drain lengths, access points, or maintenance frequencies;

· any drains where maintenance responsibility or environmental constraints require clarification.

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

The indicative reserve balance as at 30 June 2026 is $47,529.04. 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 $51,000, comprising $30,000 for the spray programme, $16,000 for machine cleaning, and $5,000 contingency.

Natural Account	FY 2027 Budget
Rates income	($32,885.49)
Contingency	$5,000.00
Machine Cleaning	$16,000.00
Spray Contract (18.5km)	$30,000.00
Total Expenditure Budget	$51,000.00

Āpitihanga / Attachments

1. 20260429 Motutangi Drainage Areadd Management Plan Draft - A5943894 ⇩

2. 2026_2027 Works Programme - Motutangi - A5943904 ⇩