Open Minutes
Commencing: Wednesday 10 November 2021, 9.30 am
Venue: Zoom (Audio Visual meeting)
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, Namouta Poutasi – General Manager Strategy & Science, Debbie Hyland – Finance and Transport Operations Manager, Mark Le Comte – Principal Advisor Finance and Transport Operations, Annabel Chappell – Manager, Special Projects, Zhivan Alach - Organisational Performance Manager, Tobias Fransson - Performance Analyst, Mereana Toroa – Finance Support Team Lead, Tone Nerdrum Smith – Committee Advisor
Apologies: Cr Matemoana McDonald, Cr Toi Kai Rākau Iti (late arrival)
1. Opening Karakia
A karakia was provided by Cr Thurston.
The karakia was followed by a mihi by Chairman Leeder in recognition of Tauranga Kaumātua Huikākahu Brian Kawe who had recently passed away.
2. Apologies
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That the Regional Council: 1 Accepts the apologies from Cr McDonald (whole meeting) and Cr Iti (for late arrival) tendered at the meeting. CARRIED |
3. Declaration of Conflicts of Interest
None declared.
4. Minutes
Minutes to be Confirmed
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Regional Council Minutes - 30 September 2021 |
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That the Regional Council: 1 Confirms the Regional Council Minutes - 30 September 2021 as a true and correct record. CARRIED |
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Regional Council Minutes - 19 October 2021I |
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That the Regional Council: 1 Confirms the Regional Council Minutes - 19 October 2021 as a true and correct record. CARRIED |
Minutes to be Received
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Rotorua Te Arawa Lakes Strategy Group Minutes - 14 May 2021 |
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That the Regional Council: 1 Receives the Rotorua Te Arawa Lakes Strategy Group Minutes - 14 May 2021. CARRIED |
9.36am – Cr Iti and Cr White entered the meeting.
5. Reports
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Chairperson's Report Key Points: · The meeting with Environmentalists Geoff Reid and Angus Robson regarding Intensive Winter Grazing mainly related to typographical considerations. Noted that an invitation had been extended for them to present to the Regional Sector Group. |
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That the Regional Council: 1 Receives the report, Chairperson's Report. CARRIED |
Decisions Required
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Regional Pest Management Plan: Implementing direction from the Environment Court Presented by Fiona McTavish – Chief Executive. Key Points - Members: · Recognised the challenges Council faced in achieving the desired pest management outcomes and the positive co-operation between Council and the Royal Forest & Bird Protection Society Inc. in the appeal process. Key Points - Staff: · Operational funding would be re-allocated within existing budgets in the current Annual Plan, with dedicated allocations being identified for the 2022/23 Annual Plan. |
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That the Regional Council: 1 Receives the report, Regional Pest Management Plan: Implementing direction from the Environment Court. 2 Modifies the Regional Pest Management Plan as directed by the Environment Court in its decision dated 23 September 2021. 3 Decides to make the remainder of the Regional Pest Management Plan operative, following compliance with the Environment Court’s direction, in accordance with s77(4)(a)(ii) Biosecurity Act 1993. 4 Delegates to the Group Manager Strategy and Science the authority to make minor alterations or corrections to the Regional Pest Management Plan. 5 Authorises the Chief Executive to make the remainder of the Regional Pest Management Plan 2020-2030 operative by affixing the seal of the Regional Council in accordance with section 77(1) of the Biosecurity Act 1993. 6 Notes additional funding is available for the implementation of the Regional Pest Management Plan including those pests included as Sustained Control pursuant to the Environment Court’s decision. 7 Disestablishes the Regional Pest Management Plan Appeals Subcommittee. CARRIED |
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Rates Collection Project Update Presented by Fiona McTavish – Chief Executive and Annabel Chappell – Manager, Special Projects. Key Points: · Clarified the legal parameters around rate collections and delegation to staff and that significant decisions would not be made under staff delegation without clear councillor visibility/confirmation · Outlined the implications for customers (ratepayers) of the different instalment options · Penalties directly related to an instalment amount that was missed, rather than the entire annual rates amount · An extensive communication plan was in place for the upcoming change, which included promoting electronic distribution of rates invoices (based on the data provided by the territorial authorities (TAs)) and payment plan options · Clarified direct debit arrangements, instalment and payment plans · A FAQ information sheet would be prepared for Councillors as part of the implementation plan · One annual instalment (invoice) did not mean customers were required to pay the full amount at once as individual payment plans could be agreed to. Key Points - Members: · Emphasized the importance of clearly communicating the change and its impact to the customers. · Both general rates and the majority of targeted rates (e.g. larger river schemes) were collected by the TAs on Council’s behalf, however a number of small river schemes/drainage schemes/consent holder fees were paid directly to Council, and the preference was for all rate charges to be included in the same invoice · The change represented increased visibility; transparency and identity for Regional Council. |
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That the Regional Council: 1 Receives the report, Rates Collection Project Update. 2 Notes the progress made towards Bay of Plenty Regional Council moving to an in-house rates collection service. 3 Confirms for the purposes of system configuration, policy development and change communications with customers that: (a) Bay of Plenty Regional Council will have one annual rates instalment with October as the instalment due date for all rates. (b) No early payment discount will be offered by Bay of Plenty Regional Council for early payment of rates. (c) A 10% penalty will be applied by Bay of Plenty Regional Council to overdue rates. 4 Notes the key focus of regional council rates collection and the associated collection parameters in item 3 above, is to provide a customer centric, cost effective service. 5 Delegates its statutory functions, duties and powers under the relevant rating legislation as set out in Attachment 2 “Rating Delegations - Recommended Additions to Council’s Delegations Manual” CARRIED |
Information Only
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Arotake Report: Our Quarter One Performance Presented by Debbie Hyland – Finance and Transport Operations Manager, Zhivan Alach - Organisational Performance Manager, Tobias Fransson – Performance Analyst, Mark Le Comte – Principal Advisor Finance and Transport Operations and Mereana Toroa – Finance Support Team Lead. Key Points: · The continuing Covid Alert Levels had impacted on some of the performance measures in the Long Term Plan (LTP) 2021-2031, being: o Regional Parks visitor numbers o Compliance (relating to in-the-field inspections, rather than desk-top assessments) o Public Transport patronage · Examples of non-financial performance measures where performance had been especially strong during the quarter included: o Processing of resource consent applications o Compliance service request respond times · Noted the increase of approximately 17 full time equivalent (FTE) staff positions since the previous financial year, with staff turnover sitting at less than 10% which was a positive · Outlined financial performance compared to LTP measures, noting further details regarding Treasury would be discussed in the public excluded section · Public Transport would be discussed at the upcoming Annual Plan Workshop on 24 November 2021. Key Points - Members: · Recognised the transparent and well-presented report · A revised works programme was in place for the deliverability of essential projects, recognising that the Covid Alert Levels had reduced the number of projects classified as ‘essential’ to one · Considered that the section on climate change was inadequate, bearing in mind that Council had declared a climate emergency · Suggested that FTE reporting be further broken down at the level of FTE by General Manager · Noted that Health & Safety updates were reported to the Risk and Assurance Committee |
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· Provide Elected Members with further information regarding the 18 State of the Environment reports/subject matters · Explore the possibility of including enhanced Health & Safety reporting in the Arotake Report. |
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That the Regional Council: 1 Receives the report, Arotake Report: Our Quarter One Performance. CARRIED |
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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:
CARRIED |
7. Closing Karakia
A karakia was provided by Cr White.
10.50 am – the meeting closed.
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Chairperson, Regional Council