Regional Council

Open Minutes

Commencing:             Wednesday 12 May 2021, 9:30 am

Venue:                         LTP Deliberations Meeting, Council Chambers, Regional House, 1 Elizabeth Street, Tauranga

Chairperson:               Chairman Doug Leeder

Deputy Chairperson:  Deputy Chairperson Jane Nees

Members:                    Cr Andrew von Dadelszen

Cr Matemoana McDonald

Cr David Love

Cr Norm Bruning

Cr Bill Clark

Cr Stuart Crosby

Cr Kevin Winters

Cr Lyall Thurston

Cr Toi Kai Rākau Iti

Cr Stacey Rose

Cr Paula Thompson

Cr Te Taru White

In Attendance:            Fiona McTavish – Chief Executive, Mat Taylor – General Manager Corporate, Namouta Poutasi – General Manager Strategy & Science, Sarah Omundsen – General Manager Regulatory Services, Chris Ingle – General Manager Integrated Catchments; Karen Aspey - Director, People & Leadership, Kataraina O’Brien - Strategic Engagement Manager, Zhivan Alach - Organisational Performance Manager, Debbie Hyland – Finance and Transport Operations Manager, Mark Le Comte – Principal Advisor Finance and Transport Operations, Alex Miller - Compliance Manager - Primary Industry & Enforcement, Anaru Vercoe – Pou Whainga - Principal Advisor, Mark Townsend – Engineering Manager, Graeme Howard – Corporate Planning Lead, Tone Nerdrum Smith – Committee Advisor

Opening Statement by Chairman

Chairman Leeder advised those present that the public section of the meeting was being recorded; would be made available on the Bay of Plenty Regional Council website following the meeting and archived for a period of three years. He further advised that the decisions made today would be included in the Long Term Plan 2021-2031, which was scheduled to be adopted at the Council meeting on 24 June 2021.

https://www.youtube.com/user/bopregionalcouncil/videos

1.     Opening Karakia

A karakia was provided by Cr Te Taru White.

2.     Declaration of Conflicts of Interest

Cr Norm Bruning: Kaituna River Catchment Control Scheme (Manaaki Kaimai Mamaku Trust Chairman); Tauranga Moana Advisory Group Member.

Cr Bill Clark: Kawerau Trails Trust Trustee; Rangitāiki River Forum Member.

Cr Stuart Crosby: Quayside Holdings Ltd Director.

Cr Toi Kai Rākau Iti: Film Bay of Plenty Trustee; Rangitāiki River Forum Member.

Cr Matemoana McDonald: Te Maru o Kaituna River Authority Member; Tauranga Moana Advisory Group Chairperson; Envirohub Board Member.

Cr Jane Nees: Te Maru o Kaituna River Authority Alternate Member; Tauranga Moana Advisory Group Alternate Member.

Cr Stacey Rose: Rangitāiki River Forum Member.

Cr Lyall Thurston – Te Whare Taonga o Te Arawa Rotorua Museum Trustee; New Zealand Land Search and Rescue (Lakes DHB Member, potential conflict regarding helicopter rescue service).

Cr Andrew von Dadelszen: Bay Conservation Alliance (Chair of Kopurererua Valley Wetlands - a volunteer organisation).

Cr Te Taru White: Te Tatau Te Arawa; Te Whare Taonga o Te Arawa Rotorua Museum Trustee; Quayside Holdings Ltd Director; Te Arawa Primary Sector (TAPS) Trustee.

Cr Kevin Winters: Water Safety Bay of Plenty / Coastguard NZ (Rotorua Lakes Board Member); Rangitāiki River Forum Member.

3.     Minutes

Minutes to be Confirmed

3.1

Regional Council LTP Hearings Minutes - 12 to 15 April 2021

 

Resolved

That the Regional Council:

1          Confirms the Regional Council LTP Hearings Minutes - 12 to 15 April 2021 with the following amendments:

·         Cr Kevin Winters – conflict of interest: Member of Rotorua Lakes Coastguard, not Coastguard NZ

·         Add the amount of funding requested by each submitter

·         Lake Tarawera Ratepayers Association, pg 32 of the minutes: Amend BOPRC contribution to $750K, rather than $6.5m.

Rose/Winters

CARRIED

4.     Reports

Decisions Required

4.1

Overview of Long Term Plan Deliberations Process

Presentation - LTP Deliberations 12 May 2021: Objective ID A3796793  

Fiona McTavish – Chief Executive provided an introduction to today’s deliberations.

Zhivan Alach - Organisational Performance Manager and Karen Aspey - Director, People & Leadership provided an outline of the process to date and the assumptions and parameters that formed the basis for the recommendations within the agenda reports.

Noted that the PowerPoint presentation would cover all the reports in the agenda.

 

Resolved

That the Regional Council:

1          Receives the report, Overview of Long Term Plan Deliberations Process.

2          Agrees to the recommended two-step process for decision-making whereby Council first makes “in principle” decisions on all of the issues requiring such as papers are considered. Council then reviews the “in principle” decisions and confirms or amends them at the end of the meeting.

Winters/Iti

CARRIED

 

4.2

Financial Overview - Deliberations Decisions

Presented by: Debbie Hyland – Finance and Transport Operations Manager and Mat Taylor – General Manager Corporate.

Noted that the Financial Overview recommendations would be considered at the end of the meeting, once all the in-principle decisions that impacted on the overall draft LTP, had been passed.

Key Points:

·       Provided an outline of the funding allocations and sources as set out in the Consultation Document

·       Some adjustments had occurred since consultation, mainly with regards to inflation.

Key Points - Members:

·       Noted the additional funding in the Environmental Enhancement Fund that had not yet been allocated and that this could be taken into consideration during the Community Engagement report discussion.

 

4.3

Fees and Charges - Deliberation Decisions

Presented by: Sarah Omundsen – General Manager Regulatory Services, Mark Le Comte – Principal Advisor Finance and Transport Operations and Alex Miller - Compliance Manager Primary Industry & Enforcement.

Please refer to the Declarations of Conflicts of Interest listed at the beginning of these minutes.

Key Points:

·       The Port of Tauranga had confirmed they did not wish to submit on the Port Charges

·       Feedback received had resulted in simplification in some of the fee schedules that were perceived as complex and somewhat confusing

·       Recognised the importance of customary access to geothermal areas in Rotorua not be compromised.

 

Resolved

That the Regional Council:

1          Receives the report, Fees and Charges - Deliberation Decisions.

2          Directs staff to prepare the Fees and Charges Policy for adoption including:

(a)   Reversing proposed changes to Geothermal monitoring categories to reflect the current policy with inflationary adjustments.

(b)  Simplifying changes to the water abstraction compliance monitoring categories from eight to four based on reporting method.

(c)   Minor changes to simplify charges, with no charge being higher than consulted on.

(d)  Any changes from final legal review.

Crosby/Thurston

CARRIED

 

4.4

SP: Community Participation and Constructive Relationships - Deliberations Decisions

Presented by: Zhivan Alach - Organisational Performance Manager, Chris Ingle – General Manager Catchments and Karen Aspey - Director, People & Leadership.

Please refer to the Declarations of Conflicts of Interest listed at the beginning of these minutes.

Community Initiative Funding (CIF)

Key Points:

·       Community participation had been a key priority and focus for Council

·       Clarified the prioritisation/assessment process, which formed the basis for the staff recommendations in the report

·       Council allocated funding of $10k per annum to each regional Economic Development Agency. However, in 2020-21, an additional $10k had been allocated due to the impact of Covid-19.

Key Points - Members:

·       Considered that Council should fully allocate the available $200k, rather than leaving $100k unallocated

·       Noted that the Priority One application was focussed on carbon reduction/climate change and would work closely with Tourism BoP and the Sustainable BOP Charitable Trust

·       Recognised the desire and drive towards transformational change and the associated shift in Council’s strategic priorities

·       Sought to support initiatives that represented value and innovation

·       Financial prudency should always be an aspect of decision making.

 

10:55am – The meeting adjourned.

 

11:13am – The meeting reconvened.

 

Volunteers

Key Points:

·       Volunteer groups had diverse preferences with regards to the support they sought from Council

·       The administrative support funding was intended for Council staff to provide dedicated support to volunteer groups as this was currently done on an ad-hoc basis.

Key Points - Members:

·       Any funding should directly benefit the volunteer groups and not be absorbed into administrative support within Council, however support by Council staff was recognised as being essential

·       Administrative support of volunteer groups, e.g. for funding applications, could be further explored

·       Sought inclusion of a ‘future of local government’ focus in the youth budget

·       Concerned that the Environmental Enhancement Fund was under-subscribed and sought that the criteria for applications and the visibility of the Fund be reviewed

·       Encouraged staff to work with applicants to identify alternative opportunities for funding and support.

 

Resolved

That the Regional Council:

1        Receives the report, SP: Community Participation and Constructive Relationships - Deliberations Decisions.

2        Directs staff to incorporate into the draft Long Term Plan for Adoption, Council direction on funding for the following Community Initiatives Fund applications within the overall budget of $200,000 per annum for this fund:

(a)   Tauranga Moana Biosecurity Capital (TMBC) ($40k funding recommended)

(b)  Tourism BOP – Low Carbon Circular Economy ($60k funding recommended)

(c)   Priority One (funding not recommended)

(d)  Discovery Through Nature (funding not recommended)

(e)   Western BOP Neighbourhood Support (funding not recommended)

(f)    Film BOP (funding not recommended)

(g)  Bay of Connections (funding not recommended)

(h)   Sport Bay of Plenty (funding not recommended)

(i)    Sustainable BOP Charitable Trust (funding not recommended)

(j)    Taonga Tauranga Heritage BOP Charitable Trust (funding not recommended)

(k)   Waiariki Park Region (funding not recommended)

(l)    Tourism BOP – Cultural Tourism (funding not recommended)

(m) Rotorua X Charitable Trust (funding not recommended)

Love/von Dadelszen

The motion was LOST

That the Regional Council:

1          Receives the report, SP: Community Participation and Constructive Relationships - Deliberations Decisions.

2          Directs staff to incorporate into the draft Long Term Plan for Adoption, Council direction on funding for the following Community Initiatives Fund applications within the overall budget of $200,000 per annum for this fund, subject to a funding agreement between the parties:

(a)   Tauranga Moana Biosecurity Capital (TMBC) ($40,000 per annum for years 1, 2 and 3 of the LTP)

(b)  Tourism BOP – Low Carbon Circular Economy ($60,000 per annum for years 1, 2 and 3 of the LTP)

(c)   Sustainable BOP Charitable Trust ($30,000 per annum for years 1, 2 and 3 of the LTP)

(d)  Sport Bay of Plenty (Water Safety) ($25,000 per annum for years 1, 2 and 3 of the LTP)

(e)   Rotorua X Charitable Trust ($3,333 per annum for years 1, 2 and 3 of the LTP)

(f)    Priority One ($40,000 per annum for years 1, 2 and 3 of the LTP).

Additional Resolutions

3          Directs staff to continue to work with the unsuccessful applicants to identify alternative opportunities for support;

4          Agrees that the criteria for the Environmental Enhancement Fund and the Community Initiatives Fund/Volunteers be referred to the Strategy & Policy Committee for a comprehensive review.

Winters/White

CARRIED

5          Directs staff to incorporate into the Draft Long Term Plan for Adoption, Council direction on funding for the following community submissions, which did not include formal Community Initiatives Fund applications, within the overall $200,000 per annum budget for this fund:

(a)   Kawerau Trails Trust (no funding, application declined).

6          Directs staff to incorporate into the Draft Long Term Plan for Adoption, Council direction on funding for the following projects involving Volunteers, within the overall budget of $500,000 per annum:

(a)   Bay Conservation Alliance ($85,000 per annum years 1, 2 and 3 of the LTP)

(b)  NZ Landcare Trust ($100,000 per annum years 1, 2 and 3 of the LTP)

(c)   Envirohub ($100,000 per annum years 1, 2 and 3 of the LTP)

New Resolution

7          The criteria for the use of the remaining unallocated funding of $215,000 per annum be referred to the Strategy & Policy Committee for review.

8          Notes the following requests for funding will be considered in the accompanying Māori Partnerships paper:

(a)   Tauranga Moana Iwi Partners

(b)  Te Rūnanga o Ngāi Te Rangi Iwi Trust

(c)   Te Rūnanga o Ngāti Manawa

(d)  He Taonga Te Wai

(e)   Rangitāiki River Forum and Te Maru o Kaituna River Authority

(f)    Ngāti Pikiao Environmental Society

(g)  Te Arawa Lakes Trust (TALT)

(h)   Toi Kai Rawa

(i)    Te Arawa Ki Tai

(j)    Te Tatau Te Arawa.

9          Notes the following requests for funding will be considered in the accompanying Transportation and Urban Planning paper:

(a)   Car-free Wednesday.

Thompson/Thurstons

CARRIED

Considered Separately:

10       Directs staff to incorporate into the Draft Long Term Plan for Adoption, Council direction on Youth Engagement funding of $75,000 per annum with a report back to the Strategy & Policy Committee on how this funding will be allocated.

Rose/Iti

CARRIED

Cr Love opposed the motion.

 

4.5

SP: Maori Partnerships Deliberations Decisions

Presented by: Kataraina O’Brien - Strategic Engagement Manager, Namouta Poutasi – General Manager Strategy & Science, Stephen Lamb – Environmental Strategy Manager, and Anaru Vercoe – Pou Whainga - Principal Advisor.

Please refer to the Declarations of Conflicts of Interest listed at the beginning of these minutes.

Key Points:

·       The current RMA reforms had created a shift in the engagement and management of freshwater between Tangata Whenua and Central Government

·       The proposed allocation of $1.5m would be utilised for the following initiatives:

o   Ngā Kaitohutohu                         $135k. Advisory role, rather than decision making

o   Sub-regional hui                            $35k. Opportunity for wider, more in-depth engagement. Supplementary to more targeted approaches

o   Kaitiaki                                          $150k

o   Consultants                                  $240k

o   General attendance/travel          $30k

o   Tangata whenua-led research   $450k. MfE guidelines did not provide nationwide provision for mahinga kai. Council did not currently have the resources required to undertake the necessary research

o   Submission funding requests    $463k.  Ngati Rangi had extensive experience and knowledge, but not the resources required to provide advice.

·       Significant effort had been made to ensure there was no overlap/duplication in the proposed funding allocations

·       The support to co-governance forums would cover both existing and future forums

·       Toi Kai Rawa had been granted one-year seed funding in the 2020-21 Annual Plan and had met all KPIs set by Council.

Key Points - Members:

·       Concerned regarding potential overlap between the Tauranga Moana Collective, already funded by Council, and the proposed establishment of the Kaitiaki Forums

·       Queried whether the proposed $200k would be sufficient to cover new, as well as existing, co-governance forums

·       The establishment of Toi Kai Rawa had covered a gap in the existing economic development field, i.e. specific Māori economic development

·       Recognised the challenges around ensuring funding allocations would be sufficient to meet the expectations placed on Council and the community by Central Government in the freshwater space.

 

Resolved

That the Regional Council:

1          Receives the report, SP: Maori Partnerships Deliberations Decisions.

2          Directs the following on funding for Māori engagement for freshwater reform for inclusion in the draft LTP for adoption:

(a)   Option 1: Confirm the $1,000,000 per annum funding allocated in the draft LTP 2021-2031 to support and enable Māori engagement for freshwater reform.

3          Directs the following on additional funding to provide independent secretariat and related support for co-governance entities for inclusion in the draft LTP for adoption:

(a)   Option 2: Include additional funding of $200,000 per annum.

4          Directs the following on additional funding on other initiatives to enhance Maori capacity and capability for inclusion in the draft LTP for adoption:

(a)   Option 2: Include total additional funding of $600,000 to support Toi Kai Rawa operations and projects ($300,000 in LTP Year 1, $200,000 LTP Year 2, $100,000 LTP Year 3).

Proposed Amendment

Option 2 (Recommended): Include total additional funding of $300,000 to support Toi Kai Rawa operations and projects ($100,000 in LTP Year 1, $100,000 LTP Year 2, $100,000 LTP Year 3).

Nees/von Dadelszen

Amendment was LOST

5          Notes that the following items are referred to Komiti Māori for inclusion in their work plan:

(a)   Consideration of a Māori Well-being outcome incorporated into the 2024/2034 Long Term Plan;

(b)  Consideration of Māori Capacity and Capability being supported through the establishment of Taiao Hub or an alternative approach.

6          Directs the following for inclusion of a Māori responsiveness performance goal in the draft Long Term Plan 2021-2031 for adoption:

(a)   Endorses the proposed performance goal for inclusion in the Long Term Plan 2021-2031;

(b)  Delegates to Komiti Māori the development of a future performance goal, for subsequent consideration by Council through Annual Plan or Long Term Plan processes.

7          Confirms the decision has a medium level of significance as determined by the Council’s Significance and Engagement Policy. Council has identified and assessed different options and considered community views as part of making the decision, in proportion to the level of significance.

Thurston/White

CARRIED

Cr Love abstained from voting on all resolutions

 

12:46 pm – The meeting adjourned.

 

1:20 pm – the meeting reconvened.

 

4.6

SP: Transportation and Urban Planning - Deliberations Decisions

Presented by: Namouta Poutasi – General Manager Strategy & Science and James Llewellyn - Transport & Urban Planning Manager.

Please refer to the Declarations of Conflicts of Interest listed at the beginning of these minutes.

Key Points:

·       Noted the context for transport and urban planning, being:

o   Declaration of a climate change emergency;

o   Waka Kotahi funding constraints;

o   Patronage and financial performance of bus system;

o   Optimisation and efficiency savings;

o   Western Bay of Plenty Transport System Plan (TSP) ambitions

·       Public Transport was a demand driven activity, funded through targeted rates, and funding requirements might alter as demand changed

·       Urban networks covered Tauranga, Whakatāne and Rotorua

·       Recognised that fare prices were only one of several aspects of mode shift

·       Mode shift needed to be community driven and Council supported

·       Continued funding from Waka Kotahi for free fare trials could not be automatically assumed

·       Diesel buses could potentially be retrofitted to hydro engines, however a feasibility study would be required

·       Bus patronage in Rotorua had declined over the last 3-4 years and optimisation work was being undertaken to better understand the reasons why and what could be done to reverse the trend

·       Council discussions with Waka Kotahi regarding the Carless Wednesday initiative would be around year one funding through their ‘low risk/low cost’ mode shift/travel management fund. If less funding was made available, discussions would take place with the organisers around what a scaled back project could look like

·       The serious financial challenges currently being experienced by the public transport system would not improve unless patronage increased significantly.

Key Points - Members:

·       Concerned that the recommendations within the report meant that the targeted public transport rates across the region, would increase significantly

·       Queried if a free CBD Orbiter shuttle service could be justified as part of the Rotorua Balanced Approach, however it was noted that this initiative was supported by Rotorua Lakes Council

·       Free fares at all times for children would support bus use for extra-curricular activities

·       Suggested that the matter of community services cards and flat fares be postponed until the comprehensive fare review was undertaken.

 

Resolved

That the Regional Council:

1          Receives the report, SP: Transportation and Urban Planning - Deliberations Decisions.

2          Directs the following relating to free fares for school students for incorporation into the draft LTP for adoption:

(a)   Implement free fares at all times (24/7) in Tauranga for school students, subject to funding being provided by Waka Kotahi;

AND

(b)  Implement free fares during arrival/departure times in Whakatāne and Rotorua for school students - subject to funding being provided by Waka Kotahi.

Thurston/Thompson

Division

A division was called:

For

Clark

Iti

McDonald

Nees

Rose

Thompson

Thurston

White

Winters

Against

Bruning

Crosby

Leeder

Love

von Dadelszen

The motion was carried

3          Agrees that if funding from Waka Kotahi is not forthcoming for the free fare trials in Tauranga, Whakatāne and Rotorua (as specified in resolution 2), the following direction relating to free fares for school students be incorporated into the draft LTP for adoption:

(a)   No free fares

(i)    While there would be no permanent free fares, there would be a one-year trial of free fares for school students on urban networks at specified times.

Crosby/Winters

CARRIED

4          Directs the following relating to free fares for tertiary students for incorporation into the draft LTP for adoption:

(a)   Free fares – subject to contribution being provided by the appropriate tertiary institutions.

Thurston/Rose

CARRIED

Cr Bruning and Cr Love opposed the motion

5          Directs the following relating to free fares for Community Services Card holders for incorporation into the draft LTP for adoption:

(a) Free fares.

Thurston/Thompson

The motion was LOST

Minute Note:

As the proposed motion was lost and no other motion was put and carried, the status quo (no free fares) prevails and will be incorporated in the draft LTP for adoption. It was noted that the matter would be included in the planned comprehensive fare review.

6          Directs the following relating to flat fares for incorporation into the draft LTP for adoption:

(a)   No flat fares.

Leeder/Nees

CARRIED

Cr Rose abstained from voting on this motion

7          Directs the following relating to bus decarbonisation feasibility for incorporation into the draft LTP for adoption:

(a)   Proceed in year one.

Winters/von Dadelszen

CARRIED

8          Directs the following relating to Western Bay transport programme management for incorporation into the draft LTP for adoption:

(a)   Provide funding for staff resources, and note the local share will be funded from reserves in LTP Years 1, 2 and 3.

Thompson/Rose

CARRIED

9          Directs the following relating to the Carless Wednesday Challenge for incorporation into the draft LTP for adoption:

(a)   Provide full one-year funding for the project ($273,000).

Thurston/White

Proposed Amendment

Provide a lower level of funding for the project ($100,000)

Von Dadelszen/Bruning

Amendment was LOST

The original motion was CARRIED on a show of hands

10       Confirms “Status Quo” for funding UFTI (Medium Scenario).

Von Dadelszen/Rose

CARRIED

11       Directs the following relating to Rotorua public transport:

(a)    “A Balanced Approach” option.

Winters/White

CARRIED

12       Confirms the decision has a medium level of significance as determined by the Council’s Significance and Engagement Policy. Council has identified and assessed different options and considered community views as part of making the decision, in proportion to the level of significance.

Thurston/Leeder

CARRIED

 

4.7

SP: Climate Change - Deliberations Decisions

Presented by: Laverne Mason – Integrated Catchments Programme Manager, Chris Ingle – General Manager Catchments, Stephen Lamb – Environmental Strategy Manager, Santiago Bermeo – Senior Planner.

 

Resolved

That the Regional Council:

1          Receives the report, SP: Climate Change - Deliberations Decisions.

2          Directs staff to incorporate into the Draft Long Term Plan for Adoption the following Council direction for Climate Change initiatives funding:

(a)   Option 3: Fund projects costing approximately $350,000 per annum.

Note: Projects that are directed to be included in the Long Term Plan through deliberations will form the basis of Council’s new Climate Change Action Plan.

Nees/Rose

Proposed Amendment

Fund projects costing approximately $175,000 per annum.

Love/von Dadelszen

Amendment was LOST

The original motion was CARRIED

3          Directs staff to incorporate into the Draft Long Term Plan for Adoption the following Council direction for sustainability initiatives funding, noting that Options 2, 3, and 4 assume a one-off capital contribution of $2 million:

(a)   Option 4: Provide low interest loans, no interest loans, and partial/full grants. This would increase the LTP budget by approximately $65,000 per annum from LTP Year 2.

4          Approve the following in relation to the Climate Change Position Statement (included as Attachment 1):

(a)   Option 1: Approve the Climate Change Position Statement.

Nees/Rose

CARRIED

5          Directs staff to incorporate the following for a Corporate Emissions performance measure and target into the final draft Long Term Plan 2021-2031 for Adoption:

(a)   Agree measure and target.

6          Confirms the decision has a medium level of significance as determined by the Council’s Significance and Engagement Policy. Council has identified and assessed different options and considered community views as part of making the decision, in proportion to the level of significance.

Nees/Rose

CARRIED

 

4.8

Regional and Sub-Regional Leadership - Deliberations Decisions

Presented by: Namouta Poutasi – General Manager Strategy & Science, Mat Taylor – General Manager Corporate and Mark Le Comte – Principal Advisor Finance and Transport Operations.

Please refer to the Declarations of Conflicts of Interest listed at the beginning of these minutes.

Key Points:

·       Council needed to be well prepared for legislative changes resulting from the RMA reforms

·       Noted that Council funding towards Te Whare Taonga o Te Arawa Rotorua Museum would in return ensure residents from the wider Bay of Plenty would get free access when the museum reopened, at this stage proposed for the first three years

·       Staff were working with the Eastern Bay of Plenty councils to ensure the Eastern Bay Spatial Plan was relevant and fit for purpose.

Key Points - Members:

·       Emphasized the importance of the Lake Tarawera Wastewater Scheme and sough a review of the proposed decline of the funding request of $2m

·       Would like Council to consider different ways of supporting the Tarawera Wastewater Scheme, e.g. long-term loans etc

·       Recognised that the re-opening of the Te Whare Taonga o Te Arawa Rotorua Museum constituted an important component of economic development for the region.

 

Items for Staff Follow Up:

·       Staff to ascertain the deadline of the funding provided by MfE towards the Tarawera Wastewater Scheme and seek an extension, if required.

 

Resolved

That the Regional Council:

1          Receives the report, Regional and Sub-Regional Leadership - Deliberations Decisions.

2          Notes regional spatial planning will be a key tool in the future to connect communities and partners together to ensure delivery of community outcomes and is intended to become a legislative requirement.

3          Agrees in principle to support updating the spatial plan for the Eastern Bay of Plenty so that there will be robust and current data/intentions for each sub-region to form part of the evidence base to build a regional spatial plan.

4          Agrees as a first step for BOPRC staff to work with Whakatāne District Council, other councils, Iwi/Māori, Toi EDA/Toi Koi Rawa and central government officials to scope the work required to update the spatial plan for the Eastern Bay and report back to Council by December 2021.

5          Notes further reprioritisation of workloads and additional funding maybe required during 2021/2022 to develop this Eastern Bay spatial plan especially for community participation in spatial planning.

6          Agrees that staff are to progress principles and a policy for regional benefit investment in preparation for regional spatial planning implementation.

7          Declines the funding request for Matatā Wastewater Reticulation at this time and invites Whakatāne District Council to resubmit when further information is available on the full funding proposal including ratepayer impacts and implications of the three waters reform.

8          Declines the request for additional funding for Lake Tarawera Wastewater (and other future Lakes Wastewater reticulation), at this time, and requests that staff work with Rotorua Lakes Council in their consideration of other payment options for Lake Tarawera resident.

Leeder/Love

CARRIED

3:20pm       Cr Thurston declared an interest in Te Whare Taonga o Te Arawa Rotorua Museum and withdrew from the meeting for resolution 9.

9          Approves the request of a total of $4.1m from Te Whare Taonga o Te Arawa (2021/22: $195,800; 2022/23: $3,625,700; 2023/24: $278,400) to be funded from the Regional Fund.

Thompson/Bruning

CARRIED

10       Confirms the decision has a medium level of significance as determined by the Council’s Significance and Engagement Policy. Council has identified and assessed different options and considered community views as part of making the decision, in proportion to the level of significance.

Leeder/Love

CARRIED

 

Resolved

That the Regional Council:

Approve an extension of time under Standing Order 4.2 to enable the meeting to continue beyond six hours.

Leeder/Rose

CARRIED

 

3:36pm – Cr Thurston entered the meeting.

 

4.9

Council Activities - General Matters - Deliberation Decisions

Presented by: Sarah Omundsen – General Manager Regulatory Services, Chris Ingle – General Manager Integrated Catchments, Mark Townsend – Engineering Manager, Graeme Howard – Corporate Planning Lead.

Please refer to the Declarations of Conflicts of Interest listed at the beginning of these minutes.

Key Points:

·       There had been significant interest in the implementation of the Motiti Protection Area, which would commence on 11 August 2021 with the focus being on education in the first three years

·       Summer skippers had been appointed during the busy period, which meant smaller vessels could operate in the Whakatāne/Ōpōtiki areas.

 

Resolved

That the Regional Council:

1          Receives the report, Council Activities - General Matters - Deliberation Decisions.

2          Directs the following relating to the Regional Safety and Rescue Services fund for incorporation into the draft LTP for adoption:

(c)   $400,000 dedicated funding per annum.

Winters/Nees

CARRIED

3          Directs the following relating to Motiti Protection Area education for incorporation into the draft LTP for adoption:

(b)  Undertake annual communication campaigns for three years at a cost of $30,000 annually.

4          Directs one of the following options relating to Motiti Protection Area compliance and monitoring for incorporation into the draft LTP for adoption:

(b)  One-in-five (35 days monitoring per annum) at a cost of $44,000 annually.

Cark/von Dadelszen

CARRIED

5          Directs the following relating to Maritime Operations resourcing in the Eastern Bay of Plenty for incorporation into the draft LTP for adoption:

(c)   Recruit staff at a cost of $95,000 annually.

6          Directs the following relating to Maritime Operations fleet in the Eastern Bay of Plenty for incorporation into the draft LTP for adoption:

(b)  Purchase a new vessel with a capital cost of $900,000 and outsource the maintenance of navigational aids for Year 1 $350,000.

Crosby/White

CARRIED

7          Directs the following relating to aerial wetlands mapping for incorporation into the draft LTP for adoption:

(c)  Additional funding for wetland mapping of the full region annually at a cost of $300,000 per annum.

Thompson/Rose

CARRIED

8          Directs the following relating to Rangitāiki River floodwalls for incorporation into the draft LTP for adoption:

(b)  Additional funding of $2,076,000 in year two capital expenditure to upgrade the College Road Floodwall.

Clark/Iti

CARRIED

9          Directs the following relating to the Ford Road Pump Station for incorporation into the draft LTP for adoption:

(b)  Additional pump capacity at existing diagonal drain site at an additional cost of $8,685,000 in capital expenditure over years one through three.

Love/Nees

CARRIED

10       Directs the following relating to Whakatāne River Urban Stopbank Upgrade (Project Futureproof) into the draft LTP for adoption:

(a)   Provide allowance for public engagement on a Whakatāne River Climate Change Resilience Strategy by reallocating $80,000 from the baseline Engineering budget.

Iti/Leeder

CARRIED

11       Directs the following relating to changes to the Minor River and Drainage Schemes targeted rates:

(b)  Amend targeted rates for the Minor River and Drainage Schemes in LTP Year 1 as per the attached appendix.

12       Confirms the decision has a high level of significance as determined by the Council’s Significance and Engagement Policy. Council has identified and assessed different options and considered community views as part of making the decision, in proportion to the level of significance.

Winters/Rose

CARRIED

5.     Public Excluded Section

Resolved

Resolution to exclude the public

1        Excludes the public from the following parts of the proceedings of this meeting as set out below:

The general subject 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(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item No.

Subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Grounds under Section 48(1) for the passing of this resolution

When the item can be released into the public

9.1

Financial Overview - Deliberations Decisions - Attachment 4 - BanCorp Pre-funding Strategy - Public Excluded

Withholding the information is necessary to protect information where the making available of the information would be likely to unreasonably prejudice the commercial position of the person who supplied or who is the subject of the information.

 

48(1)(a)(i) Section 7 (2)(b)(ii).

 

On the Chief Executive's approval.

 

9.1

Financial Overview - Deliberations Decisions - Attachment 5 - BanCorp Borrowing Strategy - Public Excluded

Leeder/Thurston

CARRIED

6.     Summing Up – Confirmation of Decisions

6.1

Confirmation of In-Principle Decisions – Continuation of Financial Overview – Deliberations Decisions Report

 

Presented by: Debbie Hyland – Finance and Transport Operations Manager and Mat Taylor – General Manager Corporate.

Please refer to the Declarations of Conflicts of Interest listed at the beginning of these minutes.

Key Points:

·       Outlined the direction sought with regards to the general rates increase; Regional Fund reserve allocations; and the adjustments to the targeted rates, based on the decision made at today’s meeting

·       Clarified the proposed withdrawals from Council reserve funds to lessen the initial impact of forecast rates increases in the first three years of the LTP to help the region to recover economically

·       Noted the unusual situation in that up to three of the Bay of Plenty Territorial Authorities would not adopt their LTPs until after 1 July 2021, which potentially could impact on Council’s rates resolutions after adoption

·       The costing assumptions for the Tauranga Schools free fare initiatives was based on a funding contribution from Waka Kotahi which excluded fare-revenue shortfalls associated with the fare-revenue initiatives as these are fully funded using local share (targeted rates)

·       The impact of the decisions made today would be compiled and the adjusted draft LTP Budget provided to Audit NZ for the final LTP audit, and to Elected Members for consideration as soon as practicable.

 

 

Resolved

That the Regional Council:

1          Receives the report, Financial Overview - Deliberations Decisions.

2          Notes operating and capital budget changes made since consultation as summarised in Section 3.

3          Confirms operating and capital budget changes from deliberations reports (Attachments 2 and 3).

4          Confirms that in the draft LTP for adoption, the forecast level of reserves usage as follows:

(a)   Maintain real general rates increases in LTP Year 1 at 5.8% and 3% in LTP Years 2 and 3;

(b)  Fund the Western Bay of Plenty Tauranga Transport Systems Plan in LTP Year 1, 2, and 3;

(c)   Fund capital expenditure in LTP Year 3-10.

5          Confirms the use of borrowing in the draft LTP for adoption:

(a)   Additional borrowing of approximately $10 million in 2022/23 for Ford Road Pump Station capital works and $2 million for Sustainability Initiatives funding.

(b)  Gross total borrowings, including existing borrowing, funding capital expenditure of $141 million.

(c)   Quayside – existing on-lending of $50 million and new borrowing of $100 million, noting staff will work towards replacing all on-lending with direct lending via the Local Government Funding Agency.

6          Delegates to the Chief Executive authority to invest funds into Council’s Toi Moana Trust, to gain greater investment returns in line with the Treasury Policy and that the process to enable this will involve consideration through subsequent Annual Plans.

7          Notes that, if all recommendations are accepted, Council will set an unbalanced budget, and resolve that this is financially prudent.

8          Confirms the public be excluded on the grounds set out in the Local Government Official Information and Meetings Act 1987 from consideration of the following report attachments:

(a)   BanCorp Pre-funding Strategy under Section 48(1)(a)(i) Section 7 (2)(b)(ii) as withholding the information is necessary to protect information where the making available of the information would be likely to unreasonably prejudice the commercial position of the person who supplied or who is the subject of the information and that this attachment be released to the public on the Chief Executive’s approval.

(b)  BanCorp Borrowing Strategy under Section 48(1)(a)(i) Section 7 (2)(b)(ii) as withholding the information is necessary to protect information where the making available of the information would be likely to unreasonably prejudice the commercial position of the person who supplied or who is the subject of the information and that this attachment be released to the public on the Chief Executive’s approval.

9          Confirms the decision has a medium level of significance as determined by the Council’s Significance and Engagement Policy. Council has identified and assessed different options and considered community views as part of making the decision, in proportion to the level of significance.

Love/Thompson

CARRIED

10       Confirms all the in-principle LTP 2021-2031 decisions passed in today’s deliberations meeting.

Bruning/Rose

CARRIED

7.     Closing Karakia

A closing karakia was provided by Cr Te Taru White.

4:20 pm – the meeting closed.

 

 

Confirmed                                                                                                                                          

                                                                                                                         Chairman Doug Leeder

Chairperson, Regional Council