Monitoring and Operations Committee Agenda

NOTICE IS GIVEN that the next meeting of the Monitoring and Operations Committee will be held in Council Chambers, Regional House, 1 Elizabeth Street, Tauranga and Via Zoom (Audio Visual Meeting) on:

Tuesday 6 September 2022 COMMENCING AT 9:30 am

This meeting will be livestreamed and recorded.

The Public section of this meeting will be livestreamed and recorded and uploaded to Bay of Plenty Regional Council’s website.  Further details on this can be found after the Terms of Reference within the Agenda. Bay of Plenty Regional Council - YouTube

 

Fiona McTavish

Chief Executive, Bay of Plenty Regional Council Toi Moana

29 August 2022

 


 

Monitoring and Operations Committee

Membership

Chairperson

Cr Kevin Winters

Deputy Chairperson

Cr Norm Bruning

Members

All Councillors

Quorum

Seven members, consisting of half the number of members

Meeting frequency

Quarterly

Purpose

·                Oversee and monitor the implementation of policies and strategies, promoting effective delivery and coordination between policy and implementation through recommendations to the Strategy and Policy Committee.

·                Monitor the implementation of Council’s activities, projects and services.

Role

Oversee and monitor:

·                Regulatory performance of permitted activities, resource consents and bylaw rules, including compliance and enforcement.

·                Delivery of biodiversity, catchment management and flood protection activities in the region.

·                Delivery of biosecurity activities, including implementation and monitoring of the Regional Pest Management Plan.

·                Effectiveness of navigation safety bylaw responses.

·                State of the Environment monitoring.

·                Implementation of specific programmes in place such as the Mount Maunganui Industrial Air Programme, and integrated catchment programmes (e.g. Rotorua Lakes and Tauranga Moana).

·                Receive information on environmental monitoring and performance monitoring trends and recommend to the Strategy and Policy Committee to inform policy review.

·                Monitor Council’s actions on Climate Change.

·                Operational activities that implement relevant national and regional plans and strategies, including:

§  science

§  flood protection

§  biosecurity

§  catchment management

§  rivers and drainage

§  compliance, monitoring and enforcement

§  resource consents

§  maritime

Power to Act

To make all decisions necessary to fulfil the role and scope of the committee subject to the limitations imposed.

The Monitoring and Operations Committee is not delegated authority to:

·                Develop, adopt or review strategic policy and strategy.

·                Approve Council submissions on legislation, policy, regulations, standards, plans and other instruments prepared by Central Government, Local Government and other organisations.

·                Identify, monitor and evaluate necessary actions by the organisation and other relevant organisations under co-governance arrangements.

Power to Recommend

To the Strategy and Policy Committee on matters necessary for reviewing plans, strategies and policies.

To Council and/or any standing committee as it deems appropriate.


 

Recording of Meetings

Please note the Public section of this meeting is being recorded and streamed live on Bay of Plenty Regional Council’s website in accordance with Council's Live Streaming and Recording of Meetings Protocols which can be viewed on Council’s website. The recording will be archived and made publicly available on Council's website within two working days after the meeting on www.boprc.govt.nz for a period of three years (or as otherwise agreed to by Council).

All care is taken to maintain your privacy; however, as a visitor in the public gallery or as a participant at the meeting, your presence may be recorded. By remaining in the public gallery, it is understood your consent is given if your image is inadvertently broadcast.

Opinions expressed or statements made by individual persons during a meeting are not the opinions or statements of the Bay of Plenty Regional Council. Council accepts no liability for any opinions or statements made during a meeting.

 


Bay of Plenty Regional Council - Toi Moana

Governance Commitment

mō te taiao, mō ngā tāngata - our environment and our people go hand-in-hand.

 

 

We provide excellent governance when, individually and collectively, we:

·        Trust and respect each other

·        Stay strategic and focused

·        Are courageous and challenge the status quo in all we do

·        Listen to our stakeholders and value their input

·        Listen to each other to understand various perspectives

·        Act as a team who can challenge, change and add value

·        Continually evaluate what we do

 

 

TREAD LIGHTLY, THINK DEEPLY,
ACT WISELY, SPEAK KINDLY.


Monitoring and Operations Committee                                                                   6 September 2022

Recommendations in reports are not to be construed as Council policy until adopted by Council.

Agenda

1.       Apologies

2.       Public Forum

3.       Items not on the Agenda

4.       Order of Business

5.       Declaration of Conflicts of Interest

6.       Minutes

Minutes to be Confirmed

6.1      Monitoring and Operations Committee Minutes - 29 June 2022         1

7.       Presentations

7.1      Western Bay of Plenty District Council - Three Waters and Marae OSET Reticulation Progress Update

Presented by: Wayne Henderson, Three Waters Project Engineer and Chris Nepia, Kaiwhakahaere Kaupapa Māori/Strategic Kaupapa Māori Manager

7.2      Tauranga Moana Biosecurity Capital

Presented by: Graeme Marshall and Carlton Bidois, Co-Chairs, Tauranga Moana Biosecurity Capital

8.       Reports

8.1      Chairperson's Report                                                                               1

Decisions Required

8.2      Regional Pest Management Plan Annual report for 2021/22 and Operational Plan for 2022/23                                                                 1

Attachment 1 - RPMP Operational Plan 2022-2023 DRAFT                                            1

Attachment 2 - Operational Plan Annual Report 2021-22 FINAL DRAFT                     1

Information Only

8.3      Mount Maunganui Industrial Area update                                             1

Attachment 1 - Spreadsheet of all PM10 exceedances to August 2022                       1

Attachment 2 - Mount Air Quality Working Party 23 August 2022 meeting minutes 1

Attachment 3 - Minutes of the Mount Industrial Network meeting                               1

8.4      Resource Consents Annual Report                                                         1

8.5      Climate Change Annual Report                                                              1

Attachment 1 - Climate Change Programme Annual Report Dashboard January 2021 - June 2022                                                                                                                            1

8.6      Environmental Volunteering supported by Council                             1

Attachment 1 - Land Estuary and Catchment Care Groups supported by Council 2021-22                                                                                                                                            1

8.7      Customer Service Performance                                                              1

8.8      Environmental Code of Practice for Rivers & Drainage Maintenance Activities - 2022 Annual Review                                                             1

Attachment 1 - Hapu/Iwi Resource Management Plans                                                 1

Attachment 2 - Rivers and Drainage Operations Complaint Register                           1

Attachment 3 - Rivers and Drainage Operations Completed Works                             1

8.9      Implementation of the Flood Protection and Drainage Bylaws 2020 1

Attachment 1 - Bylaws Applicable Areas                                                                          1

8.10    River Scheme Sustainability - Update report                                        1

9.       Consideration of Items not on the Agenda


Monitoring and Operations Committee Minutes

29 June 2022

 

Monitoring and Operations Committee

Open Minutes

Commencing:             Wednesday 29 June 2022, 9:30 am

Venue:                         Council Chambers, Regional House, 1 Elizabeth Street, Tauranga and Via Zoom (Audio Visual Meeting)

Chairperson:               Cr Kevin Winters

Deputy Chairperson:  Cr Norm Bruning

Members:                    Cr Bill Clark

Cr Stuart Crosby

Cr Toi Kai Rākau Iti

Cr David Love

Cr Matemoana McDonald

Cr Jane Nees

Cr Stacey Rose

Cr Paula Thompson

Cr Lyall Thurston

Cr Andrew von Dadelszen

Cr Te Taru White

In Attendance:            Sarah Omundsen – Acting Chief Executive, Chris Ingle - General Manager Integrated Catchments, Reuben Fraser – Acting General Manager Regulatory Services, Pim de Monchy - Coastal Catchments Manager, Kirsty Brown – Rivers and Drainage Assets Manager, Reece Irving - Senior Regulatory Project Officer, Sam Weiss - Acting Compliance Manager – Air, Industry & Response, Greg Corbett – Biosecurity Manager, Davor Bejakovich – Wallaby Programme Lead, Glenn Ellery – Data Services Manager, Alex Miller – Compliance Manager – Land & Water; Via Zoom: Rob Donald – Science Manager, Helen Creagh – Rotorua Catchments Manager

Apologies:                  Chairman Doug Leeder

 

Declaration of Public Recording

The Chair advised that the public section of the meeting was being recorded and would be made available on the Bay of Plenty Regional Council website and archived for a period of three years.

Recording of the Meeting: Monitoring and Operations Committee Meeting 29 June 2022 - YouTube

1.     Apologies

Resolved

That the Monitoring and Operations Committee:

1        Accepts the apology from Chairman Doug Leeder for absence tendered at the meeting.

Bruning/Iti

CARRIED

2.     Deputations

2.1

Western Bay of Plenty District Council - Progress Update on Three Waters and Marae OSET Reticulation

 

The Chair advised that due to illness the presenters were unable to present this item, therefore the item would be withdrawn from the agenda and deferred to the next meeting of the Committee on 6 September 2022.

 

3.     Items not on the Agenda

The Chair advised that a Verbal Update on the Climate Change Programme had been requested and would be provided under Agenda item 10.

4.     Declaration of Conflicts of Interest

None declared.

5.     Minutes

Minutes to be Confirmed

5.1

Monitoring and Operations Committee Minutes - 8 March 2022

Matters Arising

·      In relation to Minute Item 7.2 – Customer Service Performance, last bullet point (agenda page 14), an update was requested on what was being done to improve response rates of the pollution hotline satisfaction surveys.

 

Resolved

That the Monitoring and Operations Committee:

1        Confirms the Monitoring and Operations Committee Minutes - 8 March 2022 as a true and correct record.

Nees/von Dadelszen

CARRIED

 

6.     Presentations

6.1

Coastal Catchments and Regional Parks Operations Update

Presentation - Coastal Catchments Operations 2021/22: Objective ID A4130988   

Presented by: Pim de Monchy, Coastal Catchments Manager

 

Key Points:

·    The Coastal Catchments programme had an operating budget $5.5M and capital budget of $2M to deliver work across biodiversity, water quality, co-governance, coastal and community groups/volunteers and the Regional Parks Activity.

·    Provided an overview of project highlights and a dashboard snapshot of work distribution across the region.

·    The Ministry for the Environment’s Public Waterways Ecosystem Restoration (PWER)/Jobs for Nature Fund had provided $3M over three years for water quality, biodiversity and economic stimulus. Work to date was 70 percent complete with the remainder of the programme anticipated to be completed by the end of December 2022.

9:45 am – Cr McDonald entered the meeting.

·    Acknowledged volunteers, care groups and contractors that had contributed to the environmental outcomes achieved across the region.

In Response to Questions:

·    Dashboard reporting information was used internally to provide Long Term Plan reporting on key performance indicators.

·    Clarified the process undertaken to update covenant instruments. Further detail could be provided on request.

·    E. coli data trends in the Waiōtahe estuary were accessible on the Water Ecology Tool (WET) on Regional Council’s website. E. coli levels were still above Ministry of Health guidelines and further work was needed to consistently reduce E. coli concentrations in the estuary. Essentially, more retirement of land was needed to substantially reduce contaminant inflows on a regular basis, and new freshwater limits and incentives/agreements with landowners would play an important role.

Key Points - Members:

·    Sought consideration for discussion to be held with Quayside Holdings  regarding the opportunity to connect and create further open space with the Rangiuru Business Park’s wetland development that was in the early stages of design.

·    Congratulated the results, dedication and joined up approach achieved by staff, coast care volunteers and landowners who were assisting to deliver positive environmental improvements and outcomes.

Items for Staff Follow Up:

·      Consider forecasted changes over the next 10 years for discussion in the new triennium.

7.     Reports

7.1

Chairperson's Report

10:06 am – Cr Love withdrew from the meeting.

Key Points:

·    The Chair outlined key matters from the report.

·    Rob Donald,  Manager Strategy & Science provided an explanation of the
Te Teko groundwater bores, including related costs due to bore depths and overruns due to the Covid-19 pandemic. A demonstration was provided that showed the distribution of groundwater monitoring sites/bores across the region along with rainfall levels/parameters using live data that was accessible on the Environmental Data Portal on Bay of Plenty Regional Council’s (Regional Council) website.

10:14 am – Cr Love entered the meeting.

In Response to Questions:

·    Regional Council had an open data policy and worked closely with NIWA, GNS Science and all other Crown Research Institutes.

·    Regional councils from across the sector were working on the best model and one approach for managing Synthetic Nitrogen Fertiliser.

·    The Regional Search & Rescue (RSRF) funding that was provided to the Rotorua mountain bike club supported their role as first responders in assisting emergency services in remote trail locations.

·    Environmental Enhancement Fund reserve funding criteria was spread across the region.

·    Regarding community concerns about the Te Puna Business Park, Consent Team Leader Nick Barnes was providing community liaison support as part of the resource consent process and staff would be working collaboratively with the Western Bay of Plenty District Council.

·    An application from Transpower for consent renewal of anchor blocks in the Tauranga harbour was being processed. The anchor blocks were defined as ‘accommodated infrastructure’ and would not be subject to a right of veto by customary marine title holders. However, it was noted that a hearing had been scheduled at the end of the year to decide whether Rangataua Bay should be given wāhi tapu status, which may have implications on consent processes and what could be granted. Transpower were engaging with iwi/hapū. Current understanding was that if consent could not be granted, Transpower may carry out further works on the pā site at the end of Maungatapu, which they and iwi/hapū wished to avoid. Current focus was to facilitate a process and agreement between all parties about what should happen.

Key Points - Members:

·    Expressed concern regarding pollution hotline calls and odour complaints in Judea and to take stronger compliance.

Key Points – Staff:

·    Acknowledged the patience of the Judea community and their openness to provide information to staff to make further progress on odour issues. Staff would keep councillors updated on this matter. The Phone App and odour inventory was being undertaken in the Mount Maunganui industrial area and regular updates would be provided.

Items for Staff Follow-Up:

·    Provide advice on Rotorua Lakes Council’s contribution to RSRF funding.

·    Include regular reporting updates on the pollution hotline odour issues within the Judea industrial area.

·    Keep councillors informed of the Te Puna business park resource consent process and community liaison.

 

Resolved

That the Monitoring and Operations Committee:

1        Receives the report, Chairperson's Report.

Crosby/Bruning

CARRIED

Decisions Required

7.2

Building Future Sustainability and Resilience through Asset Management

Presentation - Building future sustainability and resilience through asset management: Objective ID A4130994   

Presented by: Kirsty Brown, Rivers and Drainage Assets Manager

Key Points:

·    Council took a whole-of-life approach in the management of its infrastructure assets, in line with national and international best practice.

·    Noted the opportunity to incorporate additional sustainability and resilience performance objectives/targets into the asset management framework at the next Long Term Plan/Asset Management Plan review.

·    Asset Management Plans enabled the setting of sustainability and resilience properties, levels of service and targets to support future measurement and reporting.

·    Linking objectives with the internal Sustainability Strategy (to be developed) would support a consistent approach across the organisation.

In Response to Questions:

·    Sustainability specifications and components were considered as part of the procurement process checklist.

·    Regional Council was not ISO 55000 certified, but used the standards and the International Infrastructure Management Manual as the guiding documents for Council’s asset management practices and processes.

Items for Staff Follow Up:

·    Report back to the September 2022 Monitoring and Operations Committee meeting on:

o River Scheme Sustainability Project progress.

o Implementation of the Flood Protection and Drainage Bylaws 2020, including co-designing of a Iwi Management Plan for Kōkōhinau urupa.

 

Resolved

That the Monitoring and Operations Committee:

1        Receives the report, Building Future Sustainability and Resilience through Asset Management.

2        Approves the proposed approach to further implement sustainability and resilience into our asset management practice.

Love/von Dadelszen

CARRIED

 

11:00 am – the meeting adjourned.

 

11:18 am – the meeting reconvened.

Information Only

7.3

Mount Maunganui Industrial Area update

Presented by:  Reece Irving, Senior Regulatory Project Officer and Sam Weiss, Acting Compliance Manager – Air, Industry & Response

In Response to Questions:

·    The monitor trial undertaken in the residential area to the east of the Mount Maunganui industrial area was carried out over three months and had been completed. It was confirmed that the monitors could not be used for compliance, but provided a better picture where there was a wider geographical area of interest.

·    Reductions in PM10 exceedances during the reporting period were not necessarily reflected in the greater wellbeing experienced at Whareroa Marae, as other factors also contributed to this. Staff continued to work towards addressing issues to improve the quality of life for the Whareroa Marae community.

·    An improvement in the way that odour and other issues affecting Whareroa Marae were managed may require a change to legislation or rules and a bigger discussion on how they are supported.

11:27 am – Cr White exited the meeting.

·    Methyl bromide fumigation reductions were a reflection of the fumigator’s ability to meet the recapture rate required by the buffer distance, and as set by the Environmental Protection Authority. Regional Council was actively working on processing the resource consents lodged by the fumigator.

11:30 am – Cr Thurston exited the meeting.

Key Points - Members:

·    Improvements in the quality of life for Whareroa residents had not been satisfied and considered further actions and considerations were required.

·    Port of Tauranga’s use of methyl bromide was a consideration for its Board of Directors, noting there were other alternatives that were being used.

·    Acknowledged that the regulatory function of Regional Council was kept separate to avoid any perceived conflict of interest, through the use of independent consultants and commissioners where relevant.

Items for Staff Follow Up:

·    Requested that the respective health providers who were represented on the Mount Maunganui Air Quality Working Party provide an update to the Working Party on the timeframe for when a report on the health impacts and quality of life at Whareroa Marae would be forthcoming.

·    Requested a more detailed update from Tauranga City Council at the next Monitoring and Operations Committee meeting on the work they are doing in the Mount Maunganui industrial area.

 

Resolved

That the Monitoring and Operations Committee:

1        Receives the report, Mount Maunganui Industrial Area update.

Love/Bruning

CARRIED

 

 

7.4

Rotorua Catchments Activity Updates

Presented by: Helen Creagh, Rotorua Catchments Manager

In Response to Questions:

·    No response had yet been received from the Ministry for the Environment in relation to the Minister’s decision regarding recommendations of the Rotorua Te Arawa Lakes Strategy (RTALSG) 20 April 2022 meeting, however officials were actively working on briefings to the Minister.

·    Demand for the Lake Rotorua Incentives Scheme was ongoing with about 35 tonnes achieved, another five tonnes in the pipeline and small agreements consistently being received. It was noted that the Minister had agreed to extend the scheme out to 2027.

·    The pending review of the RTALSG work programme and terms of reference arose from the Lakes Water Quality Society Annual General Meeting (AGM) where it was resolved to request RTALSG undertake an independent review. From this, Te Arawa Lakes Trust undertook to lead the scoping of an independent review, which would be brought back to the RTALSG meeting in September 2022. 

Key Points - Members:

·    Sought that when reviewing its work programme and terms of reference, RTALSG partners be reminded that the nitrogen reduction target for the Rotorua catchment was a statutory obligation and requirement as part of the Plan Change 10.

·    The review of the RTALSG was to ensure the group was fit for purpose in relation to catchment management.

 

Resolved

That the Monitoring and Operations Committee:

1        Receives the report, Rotorua Catchments Activity Updates.

Nees/Bruning

CARRIED

 

7.5

Dama Wallaby Annual Operational Plan 2022/23 and Programme update

Presentation - Wallaby Update and Annual Operation Plan 2022/23: Objective ID A4130995   

Presented by: Greg Corbett and Davor Bejakovich

Key Points:

·    Provided an update on the wallaby programme, surveillance, control work, night shooting and fencing, noting consultation with mana whenua and landowners was progressing.

11:50 am – Cr White entered the meeting.

·    Communication and awareness via online platforms/newsletters had been positive.

·    Outlined 2022/23 Operational Plan priorities, budget and key activities.

·    Multiple detection surveillance activities would be used in risk areas to gain a better understanding of their effectiveness.

·    A proposed containment fence for Whakarewarewa would be reported to Regional Council for approval due to the procurement scope.

·    Ground operations would start to get underway however, noted there had been unforeseen delays due to the unavailability of ground control toxin as a result of the Ukraine war and that the Ministry for Primary Industries (MPI) were working to negotiate a way forward.

In Response to Questions:

·    There were approximately 30 qualified night shooters comprising six contractors with a number of staff. Considered the market was competitive, including a strong interest from mana whenua to be involved in operations.

·    It was hoped that learnings would come from ground control operations on approaches to eradicate and learn about wallaby behaviour and changes.

·    MPI were currently undertaking a public perception survey on wallabies.

Key Points - Members:

·    Considered it was important to educate and change public perceptions regarding wallabies as a pest.

 

Resolved

That the Monitoring and Operations Committee:

1        Receives the report, Dama Wallaby Annual Operational Plan 2022/23 and Programme update.

Iti/Crosby

CARRIED

7.6

River Scheme Advisory Group Liaison with River Co-Governance Forums

Presented by: Kirsty Brown, Rivers and Drainage Assets Manager

Key Points:

·    The report informed how better communication was being facilitated between the respective river scheme advisory groups and co-governance river forums through regular reporting, which would be ongoing.

 

Resolved

That the Monitoring and Operations Committee:

1        Receives the report, River Scheme Advisory Group Liaison with River Co-Governance Forums.

Love/Bruning

CARRIED

8.     Consideration of Items not on the Agenda

8.1

Verbal Update on Climate Change

 

Presented by:  Laverne Mason, Integrated Catchments Programme Manager

Key Points:

·    The majority of Climate Change projects were one-year projects and there had been very little change for these since the last update in March.

·    Programme highlights since the March update:

o Community-led adaptation funding had been successful with five applications received.

o Regional risk assessment - stage one to develop a detailed risk workbook and summary on perspectives of climate change risk to Māori in the Bay of Plenty had been completed; stage two technical assessment and exploration of Māori perspectives would be delivered in the second half of the year; stage three would identify components for implementation.

o Wednesday Challenge had been launched by EnviroHub.

o Regional Business support events was a small funding initiative to encourage business communities to assess and develop tools, with workshops held in Tauranga, Whakatāne and Rotorua facilitated by the Sustainable Business Network.

o Regional Council’s carbon footprint update – a revised update of the 2015 work would cover the 2018 – 2021 years and involve some interaction with stakeholders (i.e. Port of Tauranga). The final report was anticipated at the end of this year.

o A climate change projections mapping tool had been completed and was available on the Regional Council’s website; and enabled the community to map climate change impacts in their area.

o Toitū carbon reduction audit result had been completed and preparation for the next audit had just commenced.

·    Joint submissions had been made in relation to the National Emissions Reductions Plan and Draft National Adaptation Plan.

In Response to Questions:

·    In relation to the Wednesday Challenge, the transport data team monitored traffic results which would be measured as part of the Emissions Reductions Plan.

·    Direct communication with community and organisation groups was adhoc and based on being invited to meetings/events, along with information outreach provided online via Regional Council’s website and Facebook page.

Key Points - Members:

·    Considered that more regular reports should be provided to this Committee to ensure councillors are updated and well informed alongside updates that were being provided to joint and co-governance committees.

 

Items for Staff Follow Up:

·    Requested a change to the frequency of Climate Change updates from six monthly to three monthly.

·    Requested traffic monitoring results be reported back to the Committee on a regular basis as part of the climate change updates.

 

9.     Consideration of General Business

On behalf of the Committee, the Chair thanked Sarah Omundsen for her contribution to the committee and organisation and wished her all the best in her new role.

12:15 pm – the meeting closed.

 

 

Confirmed                                                                                                                                          

                                                                                                                                   Cr Kevin Winters

Chairperson, Monitoring and Operations Committee


 

 

 

Report To:

Monitoring and Operations Committee

Meeting Date:

6 September 2022

Report Authoriser:

Chris Ingle, General Manager Integrated Catchments

 

 

Chairperson's Report

 

Executive Summary

This report provides an update on key matters of interest for Monitoring and Operations Committee members including:

·      updates on a new national instrument under the Biosecurity Act,

·      progress with the state highway 35 washout event,

·      jobs for nature, 

·      the implementation of the NES Freshwater and S360 regulations,

·      resource consents update,

·      regulatory compliance update; and

·      focus catchments update.

 

Recommendations

That the Monitoring and Operations Committee:

1        Receives the report, Chairperson's Report.

 

1.        Purpose

This report provides an update on key matters of interest for Monitoring and Operations Committee members.

2.        Matters of potential interest

2.1      National Pest Management Plan for kauri dieback

A National Pest Management Plan (NPMP) for the protection of kauri came into force on 2 August 2022. National Pest Management Plans are the strongest form of protection available under the Biosecurity Act 1993. The purpose of this NPMP is to help protect kauri from the soil-borne pathogen, Phytophthora agathidicida, which causes kauri dieback disease.

Biosecurity New Zealand has established a new Kauri Protection team called Tiakina Kauri as the management agency for the new NPMP. The role of Tiakina Kauri is to work in partnership with mana whenua and in collaboration with agencies including the Department of Conservation and regional and district councils in ‘kauri lands’ (Northland, Auckland, Waikato and Bay of Plenty), to implement the NPMP and lead/invest in key kauri protection activities.

While Phytophthora agathidicida has not been detected yet in the Bay of Plenty region, the southern extent of natural Kauri populations lies within our region. Kauri dieback is included as an exclusion pest in our Regional Pest Management Plan which means BOPRC conducts surveillance. If Phytophthora agathidicida is discovered in the region, Council may need to amend its pest classification in the Regional Pest Management Plan and ensure management of Phytophthora agathidicida aligns with the new NPMP requirements.

2.2      State Highway 35 washout update

Following the collapse of part of SH35 near the Motu River in July, staff have continued to be involved in the repair works. Our engineers have continued to provide advice and report that the rock stabilisation works that enabled the road to reopen have been bolstered.

To ensure adequate protection from undermining (scour) these are being complemented by proposed permeable groynes. The Regional Council engineering design team have provided a concept plan, drone footage and survey data. This will be used to rapidly design the final groynes by Waka Kotahi's designers. Without these, the SH35 road stability and robustness would not be secured.

These works are being carried out under the emergency works provisions of the Resource Management Act, and our compliance staff have also been on site recently. Their overall assessment of the site is that it is well kept and the water immediately below the dropout was crystal clear (a side pool that had been isolated from the main flow of the river) which is a good indication that there was no sediment discharge.

Regional Council staff seconded to the Regional Leadership Group are following up with affected communities and the range of agencies involved in the response to explore opportunities for improved service in the future.

2.3      Funding opportunities

2.3.1    Jobs for Nature update

In 2020 the Regional Council successfully won a Jobs for Nature funding bid from the Ministry for the Environment. This provided the Council with $3M to accelerate our focus catchments work, that seeks to improve water quality in our focus catchments, principally through fencing and planting of stream margins.

Integrated Catchments staff have continued to make steady progress delivering work with landowners as the project moves past the end of its second year. Completed works as of July 2022 include:

·       59 BOPRC/MfE co-funded Environmental Programme Agreements signed with landowners across Focus Catchments;

·       Over 160 km of new fencing erected, representing 96% of the MfE Deed of Funding project target of 174 km;

·       Over 378,800 native plants established, representing 84% of the MfE Deed of Funding project target of 450,000; and

·       Contractor, landowner and project management time towards delivering the MfE project has surpassed 50,000 people hours.

A new annual work plan has been developed and approved by MfE for the third and final year of the project. We have increased the original fencing and planting output estimates, due to efficiencies gained. This project will over-deliver on outputs delivered while remaining within budget.

Staff from MfE recently visited, to see the progress on properties in the Waihī Estuary Focus Catchment and were impressed with scale of progress. The year 2 audit of project finances and compliance with Deed of Funding conditions has also been completed with Grant Thornton Ltd. No audit issues were found.

2.3.2    Provincial Growth Fund

There are 275 projects now funded in the Bay of Plenty through the Regional Economic Development & Investment Unit – this includes the Provisional Growth Fund, COVID-19 recovery funding, the Sector Workforce Engagement Programme and the Regional Apprenticeships Initiative. The approved funding of these projects total $701M, with $467M paid already.

The full list and details of these projects can be found at:

https://www.growregions.govt.nz/established-funds/what-we-have-funded/

2.4      National Environmental Standards for Freshwater (NESF) and S360 Regulations: update

2.4.1    Synthetic Nitrogen fertiliser rules (N-Cap)

We now have a live web page (www.boprc.govt.nz/ncap) set up to provide farmers relevant information covering the new Nitrogen requirements. The web page should be the first point of call for anyone wanting to know information about the regulations or the reporting requirements. The page also has an email address for customers to contact staff if they have any further questions.

The new national data portal goes live on 29 August 2022. This will be able to be accessed through our web page once we receive the link. As previously reported, both the Ravensdown and Ballance Fertiliser Companies have updated their database systems to enable transfer of their farmers fertiliser records directly into the data portal. Therefore, farmers are being encouraged to work directly with their fertiliser suppliers to assist them meet their reporting obligations.

There is also an option for those farmers who do not purchase their fertiliser from either of the two large companies. They can calculate the required records using an online spreadsheet, before entering those manually into the data portal.

In July, we sent a letter out to all dairy farmers in our region advising of the new data portal system and how to prepare and submit their fertiliser reporting. In line with the agreed national direction, farmers will need to submit their reporting by the end of October. This has the added benefit of allowing farmers some time to submit after the end of the busy calving period.

We will be sending out an update to all dairy farmers in the region late in August once the link to the new data portal is available.

2.4.2    Freshwater Farm Plans

The Ministry for the Environment is progressing development of the Freshwater Farm Plan system with collaborative input from various stakeholders including the Regional Sector. A Farm Plan Cabinet Paper and Regulatory Impact Assessment is expected to be released soon providing much needed details to help continue preparing for implementation. Regulation drafting will occur between now and the end of the year. The system will probably be enabled gradually region-by-region between 2023-2025 in partnership with Councils.

Given the overall complexities of setting up the system, focus will be on ‘minimum viable product’ in the first tranche of work, with continuous improvement possible over time. There are many uncertainties to work through still including roles and responsibilities and how the Bay of Plenty will approach the phase-in and transitioning. Regional Council is expected to have a key role in providing catchment specific values and context information to inform content of plans, as well as accrediting certifiers and auditors to work in the region.  The overlap between the farm plan auditors and Council compliance monitoring and enforcement function is still to be confirmed. Further detail can be provided to Council committees following the release of decisions by MfE. 

2.4.3    Intensive Winter Grazing

Intensive winter grazing (IWG) generally occurs in the cooler parts of the Bay of Plenty where temperatures restrict grass growth in winter, so crops are required to meet feed deficits. The practice is not as widespread here as in the regions further south. Moving into spring/summer of 2022 winter crops will be sown for grazing in the autumn/winter 2023 period, and therefore be subject to the NES-F Intensive Winter Grazing (IWG) regulations. New guidance material is expected soon from MfE to help farmers with planning, as some conditions such as slope determine where crops can be sown. BOPRC may also provide some additional planning tools such as a slope map of the region to help with crop placement.

It appears unlikely there will be a pathway of compliance available using a certified Freshwater Farm Plan (as the system is not live), so BOPRC will be actively encouraging all those undertaking IWG activity in the region to meet all Permitted Activity conditions in the NES-F to avoid needing to seek a Resource Consent. To date no IWG consent application enquiries have been received and staff continue to provide advice where required. 

2.4.4    s360 Stock Exclusion Rules

RMA s360 stock exclusion regulation timeframes are now less than a year out, with dairy cattle required to be excluded from rivers wider than 1m on all slopes of land by 1 July 2023.  Stock exclusion is also required from wetlands identified in regional and district plans by the same date. Funding support is available from the Land Management team for new fencing works that go above and beyond the requirements of regulations in priority Focus Catchment areas.

2.4.5    Stock Holding Areas (SHAs)

As discussed in the last update, staff will be talking directly with farmers about their Stock Holding Areas (SHAs) when onsite undertaking routine compliance inspections, and during the dairy effluent consent renewal process.

We expect the effluent discharge from the majority of SHAs in our region to already be authorised by way of existing dairy effluent consents, however the new NES regulations may require additional authorisation due to proximity to waterways or due to the base material used.

There has also been some work done using aerial photographs to identify possible additional unconsented SHAs. These will be worked through over the coming year.

2.5      Resource consents update

The number of applications received up until the end of July is down compared to the same time last year. There is a general trend in the number of applications lodged dropping since a peak in mid-2020. The monthly average number of applications lodged is down by around 10 applications compared to previous years. 

Despite a lower number of applications received we have continued to process more decisions than the historical average. Even though the number of decisions made in 2022 is down on the previous year it is tracking to be higher than the four previous years.

Bore, lake structures and groundwater takes were the three major activities granted this year. Earthworks, dairy and discharges to land (Contaminated land remediation and stormwater discharges) were the next highest categories.

We continue to receive generally positive feedback from our applicants through the customer satisfaction survey, written guidance information and forms are found to be helpful and easy to understand. Customers appreciate the consents team clearly explaining the process to them, particularly being able to ring and get further information.

One customer was dissatisfied with their water take renewal consent application because of the time it took to process and the stress involved. This is a good reminder for us to keep applicants informed and where there are delays give them as much assurance as we can on the process. One very satisfied customer valued the opportunity to review draft conditions and work with the planner to develop conditions that were suitable for the application.

Recently a consultant who processes applications for us (and other councils) commented on what a superior job the Regulatory Coordination team do and their level of understanding of consent processes which makes everything work smoothly.

2.5.1    Matters of Interest

Whakatāne Boat Harbour

The proposal to construct and operate a boat harbour on Māori freehold land close to the left bank of the Whakatāne River, immediately downstream of the SH30 bridge was the first proposal in the Bay of Plenty to be accepted as part of the COVID-19 Recovery (Fast-Track Consenting) Act 2020 process. The application has been granted subject to conditions. The key findings of the decision were that:

(a)   The Project constitutes specified infrastructure for the purposes of the National Environmental Standard for Freshwater;

(b)   The extent to which the existence of areas of natural wetland will be destroyed is adequately compensated for by the restoration works proposed, and to be required as a condition of the grant of consent, on adjacent land;

(c)   The effects on existing boating activities can be minimised/regulated so as to be no more than minor;

(d)   Controls on the methodology of dredging can address concerns over sedimentation effects on other river users;

(e)   The relationship of Ngāti Awa and their culture and traditions has been recognised and provided for and Te Rūnanga o Ngāti Awa has offered conditional support;

(f)  While direct consultation with Te Hokowhitu a Tū Marae may have ensured a more robust process, the panel did not consider that there had been a failure by the applicant to consult or to consult adequately in terms of the Act; and

(g)   The Project will have a minor effect on Te Hokowhitu a Tū Marae, with a view shaft of particular relevance being protected.

AFCO Rangiuru

The AFFCO application for the range of activities associated with the operation of the Rangiuru plant (including the discharge to the Kaituna) was publicly notified and 31 submissions were received. AFFCO have presented to Te Maru o Kaituna as part of the engagement process. A hearing was held on the 16 and 17 of August, as a part of our approach to supporting our iwi partners one of our Senior Planners, Jacob Steens worked with representatives from Tapuika throughout the hearing process to provide planning support.

Addiction Petfoods

A hearing was held on 2 August for Addiction Petfoods in relation their application for air discharge at their Te Puke site. The site has been the subject of a number of odour complaints in the past.  Throughout the process a number of upgrades and process improvements have been made by Addiction which has seen a drop in odour complaints and submitters not wanting to speak at the hearing.  The focus of the hearing was agreeing on appropriate consent conditions. Addiction Petfoods are going to do two months of final odour testing before a final decision is made by the commissioner.

2.5.2    Appeals

The appeal on the Ngāti Tūwharetoa Geothermal Assets (NTGA) decision has been resolved out of court and a draft consent order has been provided to the Environment Court for approval. The Court has granted the order subject to us reprinting the consent with the changes included. As part of the mediation, NTGA offered a new condition, which imposes a restriction on it from applying for a change of conditions of the consent, or a new consent, to continue the east bank discharge after 1 May 2027. The Court commented that the offer to not apply for a new consent or to vary this one is significant and would ordinarily be beyond the scope of the jurisdiction of a consent authority or the Court but can be imposed because it has been offered by the consent holder

Ngāi Te Rangi’s appeal of our decision to grant consent to Rivers and Drainage to carry out work on non-scheme assets has also been resolved with a consent order being granted by the Court following agreement between the parties on conditions to address Ngāi Te Rangi’s concerns.

An Environment Court hearing was set down for the two weeks from 11 July for the Port of Tauranga Stella Passage proposal. Preparation was well underway for the hearing including caucusing between experts in relation to marine mammals, birds, landscape, and marine ecology. The experts were working to identify areas of agreement and disagreement to assist the Court in it’s deliberations. 47 briefs of evidence have been exchanged by Port of Tauranga (8), Toi Moana (3), Te Rūnanga o Ngāi Te Rangi (8), Ngā Hapū o Ngā Moutere Trust (10), Ngāti Tapu and Ngāti He (3), Ngāti Kaahu a Tamapahore Trust (1), Whareroa Marae Trust (3), Whareroa Marae Trust – Ngāti Kuku (2), Ngāti Kuku Hapū (4), Ngāti Ranginui Iwi (1), and Ngāti Ranginui Fisheries Trust (4). Unfortunately due to COVID illness the hearing was unable to proceed the Environment Court has now proposed for the hearing to be set down for three weeks from 27 February 2023.

2.6      Regulatory Compliance update

1.1.1       Pollution hotline and complaint response

·        213 service requests were received in July 2022, which is similar to the previous month (212), and 121 less than we received for July 2021. 26% of service requests were received after-hours.

·        38% (82) of service requests were related to air quality, the majority of those being related to odour or smoke, with a small number relating to dust or agrichemical sprays.

·         56 (26%) of calls were substantiated (i.e. a breach of the RMA, Regional Plan, NES, or other regulation was confirmed), which is consistent with longer term patterns.

·         91% of calls received were actioned on the day of receipt. 93.4% of calls were actioned within three working days. All three urgent complaints were actioned within 12 hours of receipt of the initial call.

 


 

Regional distribution of complaints received to the hotline are shown below:

1.1.1       Compliance monitoring

In July 2022, we completed 322 compliance inspections, and received and reviewed 1231 performance monitoring returns from consent holders.

71% of site inspections identified full compliance with consent requirements, and 80% of performance monitoring returns confirming that consent holders are meeting consented limits and/or reporting requirements. The majority of non-compliances observed are considered to be low risk with only 3.7% considered to be significantly non-compliant for site inspections.

1.1.2       Enforcement

Regional Council has issued 10 abatement notices and 2 infringement notices, totalling $1,500 in fines, in the reporting period in relation to breaches of Regional Plan rules and/or Resource Consent conditions.

We currently have 5 matters before the courts in relation to RMA Enforcement. Since 1 July 2022, we have received decisions from the courts in relation to five prosecutions.

2.7      Focus Catchments Update

2.7.1    Background

The Focus Catchment programme has continued to make excellent progress since the last update provided to the Committee on 7th December 2021. Staff have been busy on the implementation of active Environmental Programme Agreements, and in many cases are organising fencing and planting works rather than relying solely on landowners to do this - to ensure we meet expectations and delivery dates of our co-funding partners such as MfE and MPI. Focus Catchment monitoring, science, extension, and outreach work with stakeholders has also been ongoing.

 

An opportunity to re-evaluate Focus Catchment locations against the highest water quality priorities of the NPS-FM plan change work will likely occur around June 2023 after Issues and Options papers have been prepared for the various freshwater management units. In the interim, demand for our land management incentives remain very high as community awareness of water quality issues grows alongside knowledge of incoming regional and national regulations.

 

The following sections provide a brief update of recent works in each Focus Catchment, including Score Cards showing fencing, planting and other progress made, alongside investments from Council, landowners, and other partners.    

2.7.2    Waitao

The Waitao Focus Catchment has completed works on the bulk of priority stock-exclusion retirement and planting areas upstream of Kaiate Falls, with summer water quality monitoring of the bathing site due to begin in November. Various new Environmental Programmes are in negotiation with landowners and hapū throughout the remainder of the catchment. Council support is now also being extended in the slightly wider catchment area of the Rangataua Bay, where sediment remains a priority contaminant of concern for the estuary.


2.7.3    Kopurererua

Kopurererua Focus Catchment has targeted engagement with landowners in the upper catchment resulting in a number of fencing and planting projects being completed, along with the completion of the first detainment bund for the catchment to aid with sediment and phosphorus retention during storm events. Design work is also underway for a second detainment bund in the upper catchment, which will be built this coming summer. Landowner engagement will now continue down onto the smaller mid-catchment mixed land use properties. The joint project between Tauranga City Council, BOPRC, and Ngāi Tamarawaho to re-align and restore the path of the lower Kopurererua stream, along with the creation of sedimentation wetlands is well underway. This involves a significant BOPRC investment for the earthworks and planting components.

 

 

Further towards the mouth of the Kopurererua stream, BOPRC staff are actively working with TCC and Ngāi Tamarawaho to restore connectivity to the Koromiko wetland to create and provide habitat for native fish (funded by Port of Tauranga’s Ngā Matarae Trust). The scoping and investigation work for that project is nearing completion with on-ground works planned for Autumn 2023. Engagement and planning is currently underway to develop a plan to support Ngāi Tamarawaho with restoration activities on Motuopae Island in the Waikareao Estuary.

 

2.7.4    Uretara & Te Mania 

The Uretara & Te Mania Focus Catchments have had steady progress pushing for larger Environmental Programmes representing a good return on investment. The partnership between the BOPRC and Project Parore catchment group has been strengthened significantly, leveraging co-funding into our programmes and providing connection to a growing community initiative. Additional funding from the group allows us to offer an attractive package to landowners while keeping Council investment down around 50%. The group now have a dedicated works crew that supports local employment and works delivery further simplifying the process for landowners and providing a continuity of service for works that are invariably multi-year. 

 

 

This Focus Catchment area has been informally extended into the northern Tauranga Moana area, to align with Project Parore’s operational area, thus ensuring both our organisation’s co-funding is maximised.

2.7.5    Ford Road & Waitepuia

Ford Road & Waitepuia Focus Catchments in the Kaituna/Maketū Catchment have ramped up works considerably. Best practice drains upgrade work is continuing across up to 10 properties. Water quality monitoring continues on the paired drain best practice upgrade experiment, with all battering, fencing and planting now complete. This will be compared with similar drains with no enhancements applied to determine effectiveness of the treatment. The large treatment wetland construction at TAML farm is now 75% complete, with Rivers & Drainage staff completing earthworks once the winter stand down period is over.  

 

A farmer field day on TAML farm with BOPRC and DairyNZ was successfully delivered in May. The field day showcased the drains upgrade and treatment wetland works in Waitepuia, with Council context provided around water quality issues in catchment and upcoming Regional Plan change. Nearly all landowners within the catchment have been contacted, and while landowner uptake has been slow for larger scale agreements, this is an important step in building trust and progressing onto larger works over time.

2.7.6    Kopuaroa

Kopuaroa Focus Catchment has ongoing challenges around slow uptake of works in the lower lying areas, but progress is starting to build over time and some good upper catchment works are underway. For example 14 ha of erosion prone land has been transitioned into natives providing a crucial habitat corridor to link the Pāpāmoa Hills Regional Park with the Ōtawa Bush and Ōtānewainuku. This could eventually lead to the self-reintroduction of kokako into the Regional Park given the careful provision of pest animal control operations along this corridor.

Some dairy farmers have also expressed an interest in farm environment planning and farm systems analysis with Council which is positive, and opportunities around best practice drain upgrades are underway with the Rivers & Drainage Team. Interest in feasible capital projects such as treatment wetlands have been low but this is partly due to difficulties of the very low-lying nature of land behind stop-banks. This Focus Catchment could be extended into the wider Kaituna area later next year.


 

2.7.7    Waihī Estuary

Waihī Focus Catchment continues to deliver a significant work programme with a large number of land owners. Among new fencing and planting projects two large constructed treatment wetlands have now also been completed, with intensive water quality monitoring to determine effectiveness underway. Feasibility scoping is progressing for other new capital projects in the catchment, with some of this work focusing on the Waihī Drainage society pump stations with the support of Western Bay District Council. This work includes new water quality monitoring of pump station discharges and the possibility of water quality treatment systems.

         

Other water quality monitoring is underway in the catchment with a network of new telemetered auto-samplers, the data of which is supporting a Science PhD project on water quality and monitoring techniques. The Waikokopu catchment group remains active, and a new collective of iwi called Te Wahapu o Waihī has sought co-funding for the catchment from MfE.

Ngāti Whakahemo, Waihī District Drainage Society, DOC and Fonterra are restoring a 2km stretch of the Pongakawa canal riparian strip with re-battering and native planting, with scope to potentially extend these works along a further 4.5 km of the riparian strip of the Pongakawa canal, below the state highway. 

2.7.8    Upper Rangitāiki 

Upper Rangitāiki enjoys significant investment by MfE and MPI in addition to Council and landowner contributions. BOPRC are in regular contact with all pastoral farming operations in the catchment and have Environmental Programmes with four out of the five large properties. We’ve also brought these enterprises together as a group to share learnings and discuss approaches and commissioned a nutrient analysis of operations to help understand farm system effects and possible mitigations.

One of the large dairy farms in the catchment has recently been purchased by Todd Energy Limited, and it is likely that over the course of the next few years will be converted into a “solar farm”. This will reduce the number of cows in the catchment and contribute towards water quality improvements (approximately 10% reduction in nitrogen load). BOPRC have met with the new owners who have plans to protect and enhance riparian margins and wetlands on this property.

The farmer group has also been supported regarding recent changes to the intensive winter grazing regulations. Upper Rangitāiki is one area in the region where winter grazing on crops occurs, given the cooler temperatures. Farmers have indicated they expect to operate winter grazing under existing permitted activities.

As part of the wider NPS-FM work underway we expect that the Issues and Options paper for Rangitāiki will provide further guidance for land management approaches for the focus catchment, especially in terms of the N reductions required.

2.7.9    Ōhiwa Harbour

Ōhiwa Harbour Focus Catchment is prioritising stock-exclusion and retirement of erosion-prone land, to address sediment and bacterial contamination risks. Co-funding support has ensured delivery of much more work than would otherwise have been possible, including working at the more challenging sites and where areas were expensive to fence. If successful, the pending BOPRC application to the MPI hill country erosion fund will have good application for treating the erodible steep land and stream banks creating sediment issues within the harbour.   

2.7.10  Waiōtahe

Waiōtahe Focus Catchment continues to focus on managing critical source areas for bacterial run-off, especially stock exclusion. The catchment group remains active and the new Council co-funded coordinator role at Landcare Trust means there is a dedicated person to support the catchment group’s administration.

Fonterra and Ōpōtiki District Council have also supported our work at Ahiaua Estuary Reserve, along with a number of volunteers. More than 70 volunteers from Waiōtahe Valley School, Waiōtahe Water Care catchment group, Bryans Beach care group, Fonterra and the regional council planted around 1,500 plants. Native plants were also donated to the Maromahue marae.

This project has also extended to the nearby Back Road reserve area, with removal of pest plants and new native planting underway with the community. Monitoring of shellfish in the estuary is ongoing.

 


 

 

 

Report To:

Monitoring and Operations Committee

Meeting Date:

6 September 2022

Report Writer:

Greg Corbett, Biosecurity Manager

Report Authoriser:

Chris Ingle, General Manager, Integrated Catchments

Purpose:

To seek the Committee’s approval for the Regional Pest Management Plan 2022/23 Operational Plan and present the 2021/22 Annual Report.

 

 

Regional Pest Management Plan Annual report for 2021/22 and Operational Plan for 2022/23

 

Executive Summary

The Biosecurity Act 1993 requires the preparation of an annual report on the implementation of the Regional Pest Management Plan. It also requires that Council reviews and if appropriate amends the Operational Plan for the Regional Pest Management Plan (RPMP), each year.

Section 3 of this report summarises the 21/22 RPMP Annual Report, which is attached to this paper. Staff have reviewed the RPMP Operational Plan and made minor amendments to pest programme budget allocations to reflect Council’s Annual Plan biosecurity activity budget and third-party contributions to regional pest management. The amended Operational Plan is attached for the Committee’s consideration and approval.

 

 

Recommendations

That the Monitoring and Operations Committee:

1        Receives the report, Regional Pest Management Plan Annual report for 2021/22 and Operational Plan for 2022/23.

2        Approves the 2022/23 Operational Plan for the Bay of Plenty Regional Pest Management Plan.

 

1.        Introduction

This paper presents the Bay of Plenty Regional Pest Management Plan 2020-2030 (RPMP) Annual Report for 2021/22. It also presents an amended RPMP Operational Plan for the 2022/23 year for the Council’s approval.

1.1      Legislative Framework

The Biosecurity Act requires Council to provide regional leadership for pest management within its region (section 12B). Council delivers this role through the Biosecurity Activity within its Long Term Plan, which includes implementing the RPMP.

The RPMP became operative on 17 December 2020. Council’s Monitoring and Operations Committee then approved an Operational Plan to implement the RPMP. An amended Plan was subsequently approved by the Committee on 7 December 2021.

Section 100B(1) of the Biosecurity Act requires that the RPMP Operational Plan be reviewed annually and amended if necessary.

Section 100B(2) of the Act requires a report on the implementation of the Operational Plan be prepared each financial year. This report must be provided to Council and then made publicly available.

1.2      Alignment with Strategic Framework

 

A Healthy Environment

We develop and implement regional plans and policy to protect our natural environment.

The Way We Work

We look to partnerships for best outcomes.

Through the implementation of the RPMP Council aims to protect our natural environment from the most harmful pests threatening our region. In doing this work we look to partner with other organisations for mutual benefit.

1.2.1    Community Well-beings Assessment

Dominant Well-Beings Affected

þ Environmental

High - Positive

þ Cultural

Medium - Positive

þ Social

Medium - Positive

þ Economic

High - Positive

 

Pests can threaten our natural environment, regional economy, cultural values and how we lead our lives. Reducing or preventing the impacts of pests on these values are key drivers for the Biosecurity Activity and the RPMP. Secondary benefits of our pest management work include local employment and improving the connection of our communities to their environment.

 

2.        Regional Pest Management Plan 2022/23 Operational Plan

This Committee approved the original Operational Plan for the new RPMP at its meeting on 9 March 2021. The Biosecurity Act requires that the Operational Plan be reviewed annually and, if necessary, amended. Staff have reviewed the Plan and made minor amendments to reflect Council’s 2022/23 Annual Plan budgets and third-party contributions for the Biosecurity Activity. The amended Plan is attached for the Committee’s consideration and approval.

3.        Regional Pest Management Plan 2021/22 Annual report

The RPMP Operational Plan Annual Report 2021/2022 is attached for the Committee’s information.

Overall, the report shows solid progress towards achieving RPMP objectives with the number of programmes determined to be ‘on-track’ (96%) exceeding Council Long Term Plan goal for 2021/22 of 85%. No incursions of exclusion pests were detected and there was a net reduction of 125 ha in the area infested by ‘eradication’ and ‘progressive containment’ pest plants. Council’s new pest plant data management system, Geopest, has been instrumental in improving reporting, increasing efficiency and strengthening programme management.

Partnering with Māori, one of Council’s strategic priorities, continues to be a focus for the biosecurity activity. Māori increasingly see the opportunity to express their role as kaitiaki by working to protect their rohe from pest impacts. The report highlights the contributions made by Te Arawa Lakes Trust with aquatic pests and Manaaki Te Awanui with Asian paddle crabs. The work by Mana Whenua at Matakana Island on coast tea tree, at Mt Tarawera on wilding conifers, at Ruatāhuna on old man’s beard and in the eastern Bay of Plenty on various pest plants is also acknowledged.  

While a significant number of pest programmes are tracking well, the report shows the LTP goal for 2021/22 relating to eliminating wallaby ‘satellite populations’ was not achieved. The goal measures progress in eliminating the seven satellite populations known to be present outside the Containment Area as of 30 June 2021. As reported to this Committee earlier this year, the level of consultation required to ensure some landowners are comfortable with proposed works has been taking longer than initially anticipated. This has delayed some operations. That said, one population is now considered to have been eradicated and another three are believed to be ‘functionally eradicated’ i.e., monitoring has not detected wallabies this year, or only a single animal is known to be present. Two other populations have control operations in progress and the final population has had initial control completed but multiple survivors have been detected and additional work is needed.

The report also shows a decline in the level of general compliance with RPMP pest plant rules compared with last year. This is largely related to increased effort on woolly nightshade and reflects the result of initial inspections. It is expected the compliance will improve as staff and contractors’ follow-up with non-compliant landowners.

It is pleasing to report good progress with marine pests with a reduction in the number of Mediterranean fanworm sites detected and the number of Asian paddle crabs caught. More significantly, no clubbed tunicates were detected for the first time since Council commenced its marine biosecurity programme.

Significant progress has also been made with the attempted eradication of hornwort, Egeria, lagarosiphon and elodea in Lake Ōkāreka with no weeds detected this year following large-scale control programmes in recent years.

4.        Considerations

4.1      Risks and Mitigations

There are no significant risks associated with this matter/subject/project/initiative.

4.2      Climate Change

The matters addressed in this report are of a procedural nature and there is no need to consider climate change impacts, noting that the pest management activities generally have positive effects on climate change, particularly the control of browsing animal pests such as wallabies.

4.3      Implications for Māori

Māori generally have a strong interest in managing pests through their kaitiaki role and are increasingly involved in the delivery of the RPMP. Collaboration continues with Te Arawa Lakes Trust to manage the catfish programme, undertake boat ramp inspections and manage aquatic pest plants. Strong relationships have been built with hapū on Matakana Island, eastern Bay of Plenty and at Ruatāhuna where Council have engaged hapū to manage biosecurity issues in their communities. Strong relationships continue to flourish with Ruawahia 2B Trust to manage wilding pines on Mount Tarawera. The relationships are mutually beneficial and through the Biosecurity programme more opportunities will be investigated moving forward.

4.4      Community Engagement

 

Adobe Systems

INVOLVE

Whakaura

To work directly with affected communities throughout the process to ensure that their issues and concerns are consistently understood and fully considered in Council’s decision making.

 

One of the aims of Council’s biosecurity work is to increase the effectiveness pest management carried out by our communities and landowners. We do this by providing technical advice, best practice guidelines and look to engage in community events to inform and educate on key biosecurity issues.

4.5      Financial Implications

If the recommendation is adopted by Council, will it result in:

-   Unbudgeted work during the current financial year?

-   Unbudgeted work for any of the years remaining in the current Long Term Plan?

If the answer is ‘no’ to both questions please select the dropdown option 1 and complete appropriately.

If the answer is ‘yes’ to either question please select “Budget Implications” in the building block below and liaise with your Management Accountant in order to complete the Financial Impact table.

There are no material unbudgeted financial implications and this fits within the allocated budget.

5.        Next Steps

Next Steps: What next? What resources are needed? Further analysis? Timeframes ahead. Any consultation planned. Remind Council of the process ahead. Next update to Council?

Conclusion: Short concluding remarks. Referring back to recommendations. No new content.

The RPMP Annual Report will be made publicly available on Council’s website, with hardcopies available to public upon request. 

Attachments

Attachment 1 - RPMP Operational Plan 2022-2023 DRAFT

Attachment 2 - Operational Plan Annual Report 2021-22 FINAL DRAFT


Monitoring and Operations Committee                                                        6 September 2022

PDF Creator

 

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator


Monitoring and Operations Committee                                                                         6 September 2022

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator


 

 

 

Report To:

Monitoring and Operations Committee

Meeting Date:

6 September 2022

Report Writer:

Reece Irving, Senior Regulatory Project Officer

Report Authoriser:

Reuben Fraser, General Manager, Regulatory Services

Purpose:

To update the Monitoring and Operations Committee on activities underway to improve air quality and the overall environment in the Mount Maunganui Airshed.

 

 

Mount Maunganui Industrial Area update

 

Executive Summary

This report provides an update on activities undertaken to improve air quality and the wider environment in the Mount Maunganui industrial airshed. The report covers the period from June until August 2022.

During this period, nine breaches of the PM10 National Environmental Standards for Air Quality (NES) were recorded within the airshed. All of these were recorded over two days (18/19 August) during a time of heavy sea fog blanketing the Mount Industrial area. The exceedances were recorded over five separate monitoring locations. The climatic conditions are a strong indicator natural sea salt is highly likely to have caused this number of simultaneous exceedances. An application will be made to the Ministry for the Environment for dispensation to be granted for these breaches. The total number of confirmed PM10 exceedances for this NES reporting year remains at six (1 September 2021 to 31 August 2022). Only one exceedance per year is allowed under the NES.

The report gives an overview of meetings and community engagement that has taken place recently, including the Mount Industrial Network, liaising with Clear the Air Community Group regarding residential air quality monitoring and relationship building between Clear the Air and asphalt manufacturers Allied and Higgins.

 

Recommendations

That the Monitoring and Operations Committee:

1        Receives the report, Mount Maunganui Industrial Area update.

 

 

1.        Introduction

This update continues regular reporting on activities and actions undertaken to mitigate the impacts of industrial discharges to air and the wider environment in the Mount Maunganui industrial area. Air quality in the area has been perceived as degrading over time as industrial activities and vehicle movements have increased significantly in recent years.

Bay of Plenty Regional Council has an extensive work programme underway to improve air quality in this area. Measured breaches of National Environmental Standards (NES) for PM10 and SO2 have been reducing year on year, however the community remain concerned that airshed pollution is impacting human health. The objectives of the programme are:

Short term: meet our legislative requirements for air, land, and water quality

Long term: deliver on the community’s expectation to live in a healthy environment

The Mount Air Quality Working Party remains active in bringing together various central and local government agencies, iwi / hapū, community groups, councillors, commissioners, and industry representatives. This group is working towards better outcomes for all stakeholders in the Mount Maunganui airshed and surrounding residential areas with several actions being worked through in 2022.

1.1      Legislative Framework

The Mount Maunganui Airshed was gazetted as a polluted airshed under the NESAQ Regulations 2004, coming into effect in November 2019. The gazetting was based on breaches of the limits for fine particulate matter, PM10. As per the regulations, five continuous years with no NESAQ PM10 breaches must be recorded for the polluted status to be reviewed. Whilst year on year the number of PM10 breaches recorded has been reducing, we have yet to record a year since the air-shed was gazetted with zero breaches of the NES regulations.

1.2      Alignment with Strategic Framework

 

A Healthy Environment

We develop and implement regional plans and policy to protect our natural environment.

Freshwater for Life

We collaborate with others to maintain and improve our water resource for future generations.

Safe and Resilient Communities

We work with our partners to develop plans and policies, and we lead and enable our communities to respond and recover from an emergency.

A Vibrant Region

We work with and connect the right people to create a prosperous region and economy.

The Way We Work

We look to partnerships for best outcomes.

1.2.1    Community Well-beings Assessment

Dominant Well-Beings Affected

þ Environmental

Medium - Positive

þ Cultural

High - Positive

þ Social

High - Positive

þ Economic

Medium - Negative

Local communities, including hapū connected with Whareroa Marae, residents of Mt Maunganui from Pilot Bay, Marine Parade to Ōmanu and users of sport and recreation facilities have expressed their desire to live and play unaffected by industrial activity and emissions. Overall, a reduction in industrial activity will have positive benefits on environmental, cultural, and social well-beings, however a converse impact on economic wellbeing will be felt if new industries do not develop or existing industries are forced to move away from the area.

2.        Updates – June to August 2022

2.1      Monitoring and exceedances in the current reporting period

The full list of PM10 exceedances since the monitoring network was established is included in Appendix 1. Investigations of PM10 exceedances continue to show a single pollution source is seldom the cause and the cumulative effect of emissions from multiple sources is generally responsible.

During this reporting period nine PM10 NES exceedances were recorded over two days in mid-August when heavy sea mist was blanketing the Mount. Early investigations indicate natural sea salt is highly likely to have caused the exceedance events detected at five separate monitoring locations. Application to the Ministry for the Environment will be made for exceptional circumstances for all nine of these breaches.

Investigations into the three breaches recorded on 21 April are on-going with the paper monitor tapes currently being analysed under electron microscopy. It is suspected natural sea-salt was the key contributor to the exceedances. One of the exceedances was reported from Ballance’s private monitoring network.

The total number of confirmed PM10 exceedances for this NES reporting year (1 September to 31 August), excluding the nine recorded in mid-August is six (two in September, one in December 2021 and three in April 2022). Only one exceedance per year is allowed under the NES.

2.2      Mount Maunganui Air Quality Working Party

The Mount Air Quality Working Party held its third hui of 2022 on 23 August.

Clear the Air gave a presentation outlining the lived experience of the Mount community down-wind of the Mount Industrial area and the community’s goal for an odour/pollution free future.

TCC Commissioners and Planners gave an overview of progressing the Long-Term Plan, how zoning may affect future development, the long-term vision for the Mt Industrial Area and an update on including a LIM notice on Mt Maunganui residential properties.

Ballance updated on recent investment and upgrades made to reduce discharges from their plant, and Regional Council outlined compliance and improvements in the Industrial Area over the past four years.

Working Party members discussed the difficulties faced by community members volunteering their time to work on the issues and represent communities in the Working Party. A request was made for funding to be provided for a community representative to work on the issues.

For a full record of the meeting and presentations, the meeting minutes are attached as Appendix 2.

A dedicated webpage for the Mount Maunganui Air Quality Working Party, where reports, meeting agendas and minutes will be stored for members has been developed. This can be viewed at: www.boprc.govt.nz/mount-industrial-air-quality-working-party 

2.3      Pollution Hotline Complaints Response

From 16th June to 16th August 2022, 35 calls were received through the Pollution Hotline relating to events within the Mount Industrial Airshed. Of these, 33 related to air quality with 24 of these relating to odour. Currently, across our region, odour complaints related to pet food company(s) were the main cause of calls to the Pollution Hotline, making up 79% of all calls received.

All urgent calls were responded to within 12 hours and non-urgent calls responded to within three working days.

Bitumen-like odour complaints made up 3% of all calls in the Mount Industrial Airshed during this time (a total of 1 call related to this specific odour) – see table below.

Pollution Hotline Complaint Categories 16th June to 16th August 2022– Mount Industrial Area

Category

# calls

% calls

Water and Land

1

3

Coastal

1

3

Air

33

94

Total

35

100

Pollution Hotline Complaint Sub-Categories 16th June to 16th August 2022 – Mount Industrial Area

Sub-Category

# calls

% calls

Water & Land – Discharges to Water

1

3

Coastal – Discharges

1

3

Air – Agrichemical

1

3

Air – Dust

4

11

Air – Industrial

1

3

Air – Odour

24

68

Air – Smoke

2

6

Air – Unknown

1

3

Total

35

100

2.4      Communications and Media

Newsletters were distributed to community and industrial stakeholder groups in July covering a range of air quality related updates including:

·      June Monitoring and Operations Committee report

·      Report-It odour reporting App

·      Recent monitoring and PM10 dust exceedances

·      Industrial Pollution Prevention audit programme

·      24/7 Pollution Hotline reports

·      Fumigation updates

The community newsletter can be viewed at www.boprc.govt.nz/mountindustrial

2.5      Consents

There are currently eight businesses that have applied for discharge consents within the Mount Industrial air shed. There has been no change in the status of these applications since last reported in June to this committee except that Allied Asphalt and Higgins have agreed to provide the technical information requested for their consent applications, by the end of August. This will allow technical reviews of this information to be undertaken while they continue undertaking their consultation.     All other applications are awaiting further information to be provided and/or consultation regarding cultural effects.

Consents currently in process are:

Renewals:

·      Waste Management

·      Lawter

·      Allied Asphalt

·      Higgins

 

New applications:

·      HR Cement

·      TPT Forests Ltd

·      Matariki Forests

·      Timberlands Ltd

2.6      Policy Matters

Since the last report there has been little change to the development of the high-level framework of provisions for Plan Change 18 – Mount Maunganui Airshed (PC 18). This is due to Plan Change 13 – Air Quality (PC 13) remaining before the Environment Court, and a series of developments involving central government legislation and external agencies, which continue to affect its preparation.

To ensure consistency within the Regional Natural Resources Plan, PC 18’s progress will be limited until the resolution of the remaining PC 13 appeal. It also requires clarity in relation to the NES, which is in the process of being amended by the Ministry for the Environment. It is understood that the NES amendments are themselves reliant on Ministry analysis of two other sources of information: the “Health and Air Pollution in New Zealand” (HAPINZ) study, which was released in July, and the World Health Organization’s “Global Air Quality Guidelines”, released in September 2021.

Council staff have been in regular contact with the Ministry to seek updates on the timing of the possible release of the NES amendments. The Ministry website initially suggested that the NES would be released by mid-2021, but Council staff understand that there is now no definite timeline for their release.

Once the matters detailed above, which have delayed the development of PC 18, are resolved, the draft framework will be updated to reflect their requirements, and it will be discussed with key stakeholders in the Airshed, and their feedback sought.

In July, staff collaborated on an application to the Ministry for an “Exceptional Circumstances” application for a breach of the PM10 standard of the NESAQ. The breach, recorded at Rata Street, is believed to have been caused by sea spray from elevated weather conditions.

2.7      Meeting updates

2.7.1    Bitumen odours

Staff convened a meeting with Clear the Air community group, Higgins, and Allied Asphalt to discuss the bitumen odours being experienced by the community in Mount residential areas. Both asphalt companies have consent processes underway to upgrade their sites and short, medium and long term options around odour mitigation were discussed.

For the short term, a process has been set up that allows Clear the Air representatives who live in the vicinity of the plants to message the companies directly when odours are escalating. We are also refocusing the “Report It” odour reporting app for the Mount area (previously trialled in Truman Lane) and will provide targeted communications to residents around what to do if they smell unpleasant odours.

For the medium term, industry will keep Clear the Air up to date on the consent processes. For the longer term, we shared information about Plan Change 18, specific rules for industry operating in the Mount Maunganui air-shed.

2.7.2    Mount Industrial Network

In April 2021 organisation of the Mount Industrial Network was handed over to industry at their request. That was the last meeting in which Regional Council played a role. Ballance Agri-nutrients requested council support to convene another Industrial network meeting. The meeting was well attended with 30+ business and industry representatives around the table.

Graeme Marshall (Chair of the Mount Air Quality Working Party) opened the meeting with a challenge to industry to meet their social license to operate. Ballance presented on the investments they continue to make to improve air quality and reduce discharges from their manufacturing and transporting processes. There was robust discussion amongst industry representatives about sharing mitigation measures. Tauranga City Council gave an overview on planning for the Mount’s future – this was also presented to the Air Quality Working Party hui on 23 August. Regional Council presented on compliance observations over four years, and the impacts of changing legislation on the consents process.

Please find the meeting minutes attached as Appendix 3.

2.8      Dust (PM) Monitoring in Mount residential areas

Staff met with Clear the Air representatives to discuss options for monitoring in Mount Maunganui residential and recreational areas, and to get their feedback on what they would like to see going forward. Support was expressed for a network of air monitors the same or similar in concept to the Clarity low-cost air monitors that were trialled by Regional Council in January 2022.

The advantages of the smaller Clarity type units are that a network can be established across a wider area, data can be readily accessed online, the units are easily installed on existing infrastructure and are solar powered. As the Clarity type monitors are of lower data quality than the existing NESAQ compliant monitors located in the Mount Industrial zone the data will be used to show overall trends in air quality and compliment the high-quality data we receive from the existing network.

2.9      Health and Air Pollution in New Zealand (HAPINZ Report)

The Ministry for the Environment, Waka Kotahi New Zealand Transport Agency, Te Manatū Waka Ministry of Transport, and Manatū Hauora Ministry of Health released a report “Health and air pollution in New Zealand 2016 - He rangi hauora he iwi ora (HAPINZ 3.0)”. This is the third iteration of the Health and Air Pollution in New Zealand study.

The report, and associated documents are available at www.mfe.govt.nz. A summary of the key findings are highlighted below.

Health costs of air pollution in the Bay of Plenty

In 2016, it was estimated the Bay of Plenty region incurred health costs of $1.01 billion (premature deaths, hospitalisations, restricted activity days) due to PM2.5 and NO2 pollution (nationally, it was estimated there were more than 3,300 premature deaths, and total cost of $15.6 billion). Vehicle emissions contribute most air pollution health costs (NO2 and PM2.5) to our region. Rotorua has an even split between domestic fire and vehicle emission costs ($132m/$142m), showing the higher wood burner use there, while in Tauranga, costs related to domestic fires are roughly ¼ of vehicle emission costs ($103m/$380m).

This table shows the total anthropogenic costs that have been estimated for districts in our region, with Hamilton and Christchurch also shown as an example of districts elsewhere in the country.

Costs of all anthropogenic air pollution by TA in 2016 (in 2019 NZ$)

District

Population

Social costs by source ($million)

 

 

domestic fires

motor vehicles

industry

windblown dust

total

Kawerau

7,120

6

17

1

1

$25

Ōpōtiki

9,295

6

14

0

2

$21

Rotorua

72,285

132

142

0

8

$282

Tauranga

131,130

103

380

1

16

$499

Western Bay

49,380

28

70

0

6

$103

Whakatāne

35,950

23

58

0

5

$86

 

 

 

 

 

 

 

Hamilton City

160,770

98

363

0

14

$475

Christchurch City

374,600

640

1,466

1

54

$2,161

National NO2 Costs

NO2 pollution is assumed to result in its entirety from motor vehicles and its contribution of $9.5 billion is considerably higher than PM2.5’s $6.1 billion. An increase in population and kms travelled by motor vehicle contributed, but a sharp rise in diesel vehicle use was also recorded.

National PM2.5 Costs

The $6.1 billion costs of PM2.5 are attributed, nationally, as follows:

·    Domestic fires: 74%

·    Motor vehicles: 17%

·    Windblown dust: 8%

·    Industry: 0.1%

2.10    Industrial Activity update

Port of Tauranga Ltd

The Port of Tauranga continue to make changes to improve air quality beyond their boundary, the new wind fence along the southern end of Tasman Quat and along the corridor with Kiwi Rail and the Rail Yard South monitoring station has now been completed.

The efforts made by POTL, and Kiwi Rail has resulted in a noticeable reduction in PM10 exceedances over the past four years, NES breaches detected at the Rail Yard South monitoring site since 2019 are as follows:

·      16 PM10 exceedances in 2019

·      6 PM10 exceedances in 2020

·      1 PM10 exceedances in 2021

·      Of the nine exceedances detected across the monitoring network on 18/19 August for which exceptional circumstances dispensation is being sought, two were recorded at the Rail Yard South monitoring site.

Port of Tauranga and several industry partners trialled an alternative enclosed ship unloading technology for handling dusty stock foods.  The trial identified that the technology in its current form is not suitable in this application for multiple reasons.  It is likely that considerable research and development would be required to address key failings of the ‘off the shelf’ technology and it is unclear at this time if a practicable solution can be identified, however, some further works are being undertaken in this area.  Other improvement opportunities and engineered solutions are also being investigated.

2.11    Pollen in the air and stormwater

It is that time of year when pollen is very visible in the air, on property and in the water. This has resulted in an increase in dust complaints recently. Pollen particles are generally too large to be picked up by our PM10 or PM2.5 monitors but some spikes on the Total Suspended Particulates (TSP) may be attributed to pollen.

   

Figure 1: A pollen plume entering the harbour via the stormwater drains in front of Regional House.

3.        Considerations

3.1      Climate Change

Improving air quality in the Mount Maunganui Industrial Area will not in and of itself impact on climate change. However, cleaner air will certainly ensure potential effects from contaminant discharges will be mitigated. Methyl bromide is an ozone depleting substance and having strict controls on its use as guided by the EPA is important and we can see the impact of these on the reduction in MeBr application at the Port so far in 2022.

3.2      Implications for Māori

Ngāi Tukairangi and Ngāti Kuku ki Whareroa are the Ngāi Te Rangi hapū affiliated with Whareroa Marae and with whom Regional Council staff have been endeavouring to foster closer relationships to ensure council actions will have direct and positive impacts on the Taiaho Place and papakainga communities. Staff have also been working hard to ensure the communities relate to agencies such as Ministry for the Environment and Toi te Ora and surrounding business and industry.

The establishment of the Air Quality Working Party has provided another platform for engagement with iwi and hapū and for their concerns to be heard around a wider table. This is a space of ongoing commitment from all parties involved as there is clearly still a degree of distrust of government agencies and actions held by the Whareroa community.

3.3      Community Engagement

 

Adobe Systems

CONSULT

Whakauiuia

To obtain input or feedback from affected communities about our analysis, alternatives, and /or proposed decisions.

 

3.4      Financial Implications

If the recommendation is adopted by Council, will it result in:

-   Unbudgeted work during the current financial year?

-   Unbudgeted work for any of the years remaining in the current Long Term Plan?

If the answer is ‘no’ to both questions please select the dropdown option 1 and complete appropriately.

If the answer is ‘yes’ to either question please select “Budget Implications” in the building block below and liaise with your Management Accountant in order to complete the Financial Impact table.

There are no material unbudgeted financial implications and this fits within the allocated budget.

4.        Next Steps

Next Steps: What next? What resources are needed? Further analysis? Timeframes ahead. Any consultation planned. Remind Council of the process ahead. Next update to Council?

Conclusion: Short concluding remarks. Referring back to recommendations. No new content.

Staff will continue to update this Committee on all work underway to improve air quality in the Mount Maunganui Industrial Area. There is a wider focus on all environmental discharges and ensuring the minimal impact on human health resulting from industrial activity. The six-monthly updates on these works requested by the Minister for the Environment from Bay of Plenty Regional Council continues to be provided with the most recent sent to the Ministry in June.

 

Attachments

Attachment 1 - Spreadsheet of all PM10 exceedances to August 2022

Attachment 2 - Mount Air Quality Working Party 23 August 2022 meeting minutes

Attachment 3 - Minutes of the Mount Industrial Network meeting  

 


Monitoring and Operations Committee                                                        6 September 2022

PDF Creator

PDF Creator


Monitoring and Operations Committee                                                        6 September 2022

PDF Creator

PDF Creator

PDF Creator

PDF Creator

PDF Creator













































Monitoring and Operations Committee                                                        6 September 2022

PDF Creator

PDF Creator

PDF Creator


 

 

 

Report To:

Monitoring and Operations Committee

Meeting Date:

6 September 2022

Report Writer:

Ella Tennent, Principal Advisor, Consents

Report Authoriser:

Reuben Fraser, General Manager, Regulatory Services

Purpose:

To inform the committee on the activities and performance of the Resource Consents Team during 2021-2022.

 

 

Resource Consents Annual Report

 

Executive Summary

This report provides a summary of the activities and performance of the Resource Consents team in 2021/22. KPIs were exceeded this year with just 2.8% of applications receiving discounts (target is no more than 5%) and an 88% customer satisfaction score. Other key points are:

·        97% of non-notified applications were processed within statutory timeframes;

·        53% of applications were processed within 40 working days;

·        714 resource consent applications were received (similar to last year) and 685 were completed (five more than last year and a record high);

·        Discharge consents were the most numerous issued although high numbers of land use, lake structure, and water take consents were also issued;

·        The number of applications that were returned due to being incomplete is the lowest of the last five years; and

·        A range of notable consents were progressed during the year including the Whakatane Harbour (fast track).

 

Recommendations

That the Monitoring and Operations Committee:

1        Receives the report, Resource Consents Annual Report.

 

1.        Introduction

This report provides an update to Council on the activities and performance of the Consents Team during the 2021/22 financial year. The team has met Key Performance Indicators (KPIs) for discounts on consent processing fees and customer satisfaction. Application numbers were similar to the previous year, five more consents were completed this year and the complexity of applications continues to increase. The team were involved in a number of high profile and interesting applications during the year and these are summarised below.  In addition to consent application processing, the Consents Team has been involved with providing feedback on RM reform, the essential freshwater 2024 plan change and various changes to national planning instruments such as the National Environmental Standards for Freshwater and National Policy Statement for Freshwater Management.

1.1      Alignment with Strategic Framework

 

A Healthy Environment

We develop and implement regional plans and policy to protect our natural environment.

Freshwater for Life

We listen to our communities and consider their values and priorities in our regional plans.

The Way We Work

We provide great customer service.

 

1.1.1    Community Well-beings Assessment

Dominant Well-Beings Affected

¨ Environmental

 

¨ Cultural

 

¨ Social

 

¨ Economic

 

This report is for information only and although the work of the Consents Team does impact community well-beings no changes are proposed here.

2.        Consent Processing

2.1      Statutory Timeframes

97% (654) of all non-notified consents were processed within the statutory timeframes, similar to 2020/21 (98%) and up from 95% in 2019/2020. This resulted in just 19 applications (2.8%) receiving discounts which achieves the KPI of <5%. 53% of applications (362) were processed within 40 workings days which is similar to the previous year.

Figure 1: Consent processing efficiency between 2018 and 2022

2.1.1    Statutory Timeframes and ‘Clock Stops’

The Resource Management Act 1991 (RMA) states how long a consent authority has to process an application, which differs depending on the notification pathway the consent is processed through and is known as the statutory timeframe.

The RMA also articulates the mechanisms which allow for these timeframes to be paused or extended, known in the RMA, as time excluded periods and extensions of time periods or, informally, clock stops and timeframe extensions. An example of one of the mechanisms that invokes a clock stop is a request for further information (known by our planners as a ‘Section 92’ because this is the section within the RMA which legislates this mechanism).

We are legislatively mandated to meet statutory timeframes, which are highlighted in blue in Figure 1. We also monitor the percentage of applications that take less than 40 total days, highlighted in green, because this provides us with an appreciation of how efficient we are being when utilising these clock stops.

2.1.2    Why might an application take longer than 40 working days to process?

A request for further information is the most common reason applications take longer than 40 working days to process. Applicants are given 15 working days to respond to us, however, this response can be outlining the likely timeframes to retrieve and return this further information. During this time the statutory clock is paused.

Some of these further information requests take significant time for the applicant to gather all of the information. For example, for a water take with a dam where we need more information on the suitability of the dam (safety and design) the applicant would need to engage an engineer. A longer response timeframe is very typical for applications where further information is required on technical matters, for example engineering, ecology, air quality, or where applicants are engaging with tangata whenua about their application.

Another reason for a longer processing timeframe is in relation to replacement consents. The Consent Holder needs to lodge the replacement application within a specified timeframe to secure s 124 rights.  S 124 rights allow the Consent Holder to keep using their existing consent, even after its expired, until the new consent is decided. It has become common for Applicants to lodge their replacement application within the specified timeframe (in order to obtain s 124 rights) and ask for the processing to be put on hold whilst they provide information that is usually required at the time of lodgement. Often this provides for consultation with tangata whenua to be completed. This is a major contributor to the number of applications which take more than 40 working days to process.    

Another factor that can contribute to applications taking longer than 40 working days to process is because we often send draft conditions to be reviewed by the applicant. While this is not required by the RMA, it is good practice to send applicants a draft set of conditions prior to making a decision on their application. This gives them a heads up on any requirements of the consent that they might need to get organised, and allows them to provide any feedback they may have in regard to suitability of the conditions, for example, whether the conditions are feasible, if there are any errors etc. This typically only takes a couple of days, however for larger/more complex consents this might take weeks, especially if the applicant needs their consultant or an expert to go over the conditions. During this time the statutory clock is extended with the applicants’ agreement.

2.1.3    Applications

During the 2021/22 financial year, 714 applications for resource consents and 290 applications for changes to resource consents were received. This results in an average of approximately 84 applications per month. There is a decreasing trend in the number of change applications received each year.

685 applications were processed to completion during the year. This is a small increase in applications completed compared to the previous year and a record high.

Of the applications received in the 2021/22 year, 91% were allocated to staff and 9% were allocated to consultants for processing.  This is similar to the previous year with 90% allocated to staff and 10% to consultants.

Figure 2 – Total number of applications received and granted

2.1.4    Activity Type and Location

Discharge to land consents were the most common during 2021/22. Lake structures, water takes and earthworks consents are also numerous. Much less-common consents include discharges to air and water, which are more likely to be processed with notification.  Consents to drill bores (not water takes) are processed by the Regulatory Administration Team and are not included in the graph below. 139 bore applications were processed by the Regulatory Administration Team and decided upon by the Consents Team. 

The highest number of granted consents came from within the Rotorua district, followed by Western Bay of Plenty district. The high number from within the Rotorua district is likely to be attributable to the number of lake structure consents granted during this period. During the previous year 45% of applications were received from within the Western Bay of Plenty.

Figure 3: Applications by activity type for 2021/22

Figure 4 – Consents by district for 2021/22

 

2.2      Returns and Withdrawals

Resource consent applications are returned at the start of the process if they do not contain the information required. Consents planners provide guidance to applicants in relation to the gaps in returned applications.  

Applications can also be withdrawn by applicants at any stage in the process. This generally happens if the applicant’s plans change or consents are unlikely to be supported.

During 2021/22 only 14 applications were returned which is approximately half of the returned applications from the 2020/21 year and the lowest number recorded in the last five years. This may be due to an increase in pre-application advice and the use of processing time extensions to allow replacement applications to be received whilst some information is still outstanding.

Thirteen consents were withdrawn which is similar to last year.

Figure 5: Returned and withdrawn applications between 2017 and 2022

2.3      Processing Efficiency

The average amount of staff time it takes to process an application is the same as the previous year, 15.5 hours. This is less than 2019/20 and 2018/19 despite increasing complexity with more national direction and case law. 

Figure 6: Average application processing times

3.        Customer Service

Customer service remains a priority for the team and we are continuously improving in this area and have been receiving training in dealing with difficult customers. All decisions sent to consent applicants are accompanied by a customer satisfaction survey. In the 2021/22 year around 13% of applicants responded to the survey resulting in an 88% satisfaction score, which achieves the team KPI of 84% and is a 4% improvement from the previous year.

Figure 7: Customer satisfaction from 2018 to 2022

4.        Team Activity

4.1      Enhancing Cultural Awareness and Relationships

As part of the wider plan to improve cultural awareness while building stronger relationships with tangata whenua the team have undertaken some new initiatives.

Figure 8: The consents team hui at Waitahanui Marae

With exception due to Covid interruptions, the Consents Team meetings have continued to be held at marae around the region.  This provides an opportunity for the team to engage with tangata whenua but also allow iwi and hapū to articulate their aspirations and challenges, which provide a platform to collaborate and identify ways to work better together.

In addition, monthly hui are held with two iwi groups - Ngāti Ranginui and Ngāti Awa - who have wanted to engage in this manner. 

Members of the Consents Team have utilised the Te Reo training that Toi Moana has offered and appreciate this opportunity.

4.2      Improving How We Work

4.2.1    Combined Reports

The team has largely transitioned to using a combined report for both notification and substantive decisions on non-notified consent applications.  This creates a more efficient process for the processing planner and the decision maker. 

4.2.2    Template Conditions and Reports 

Work has continued on creating and/or refining template consent conditions and reports. 

5.        Projects and Significant Consents

5.1      Notable Applications and Hearings

5.1.1    Whakatāne Harbour Fast Track Application

The proposal to construct and operate a boat harbour on Māori freehold land close to the left bank of the Whakatāne River, immediately downstream of the SH30 bridge is the first proposal in the Bay of Plenty to be accepted as part of the COVID-19 Recovery (Fast-Track Consenting) Act 2020 process. The applications for resource consents from Toi Moana and Whakatāne District Council were lodged directly with the Environmental Protection Agency (EPA) for a decision by a panel appointed by panel convenor Judge L J Newhook.

Toi Moana (and Iwi, hapū and stakeholders) were given the opportunity to comment on the application and draft conditions. This required the engagement of experts, such as engineers and ecologists. In order to meet the tight timeframes these technical reviews were commenced with the draft application. Lucy Holden, Senior Consents Planner, provided input to the EPA and coordinated the other experts. The panel granted consents for the harbour in June 2022. 

5.1.2    Stellar Passage Direct Referral

The Port of Tauranga applied for consents for works to extend the Sulphur Point and Mount Maunganui wharfs, along with associated dredging of the shipping channel to enable the expansion and ongoing operation of port activities (known as the Stellar Passage proposal).  The Environment Court hearing was set down for two weeks in July 2022 but unfortunately due to Ngāi Te Rangi Covid infections the hearing has been delayed.  Consultants process Port of Tauranga applications instead of Toi Moana Consents staff in order to avoid any conflict of interest.

The Fast Track and Direct Referral processes have very limited ability for cost recovery.

5.1.3    Ziwi Limited – Discharge to air (odour)

The notification period for the Mount Maunganui based pet food manufacturers, Ziwi Limited, closed on the 18 Jun 2021 with 123 submissions. There was one submission in support, three with conditional support and 119 in opposition of which 25 submitters wish to be heard. The hearing was held in December 2021.  Improvements to the plant had been undertaken during the consent application processing and resulted in an improvement in odour and most of the opposing submitters withdrawing their wish to be heard prior to the hearing. The applicant is relocating its factory to the Hawkes Bay and so amended their application to seek only a short duration.  Jacob Steens, Senior Consents Planner, processed the application and attended the hearing.  Consent was granted and was not appealed. 

5.1.4    Toi Moana Instream Works

Toi Moana Integrated Catchments Group applied for and were granted consent for instream works. The application was notified, processed by a consultant, considered at a hearing and consent granted by independent commissioners. The decision was appealed by Ngāti Pikiao and has recently been resolved through mediation. 

5.1.5    Rotorua Lakes Structures

Toi Moana coordinates the approval processes for lake structure owners for the Rotorua Lakes. Structures require consent from Toi Moana and may also require various approvals from Te Arawa Lakes Trust, Land Information New Zealand, Department of Conservation, and Rotorua Lakes Council.

We put together specific packs for each structure owner so that they get all the relevant paperwork together and then distribute it to the relevant agencies once it has been returned. After a significant amount of work all 666 required packs have been sent out, and 651 packs (98%) have been received back. As part of the process, Toi Moana commissioned a series of cultural mapping reports which were facilitated and written by Te Arawa Lakes Trust following engagement with relevant iwi and hapū. These reports identified whether each structure had effects that were, in the views of tangata whenua, less than minor, minor, or more than minor and have been used to inform Council’s notification decisions.

122 resource consents have so far been granted for structures on Lake Rotomā, Lake Tarawera, Lake Rotoiti and Lake Rotorua. Those Lake Tarawera structures identified as having minor or more than minor adverse cultural effects have been limited notified to Te Arawa Lakes Trust, Tūhourangi, Ngāti Rangitihi and Ngāti Raukawa.  The processing of the Lake Tarawera limited notified consent application is on hold for more information from the Applicants.  Limited notification has also occurred for structures at Lake Rotoiti with notification to Te Arawa Lakes Trust, Ngāti Pikiao, Ngāti Mākino Ngāti Tamateatutahi – Ngāti Kawiti and Ngāti Rongomai. A pre-hearing meeting with Te Arawa Lakes Trust is scheduled for August 2022 for the Lake Rotoiti structures. Lucy Holden and Eleanor Christensen have been processing the limited notification consents and Sherryn Owen is progressing the non-notified applications. 

5.1.6    Tauranga Bridge Marina Extension 

An application to extend the Tauranga Bridge Marina was processed with limited notification to tangata whenua.  A hearing was held in August 2021 and thereafter a decision to grant was released by independent commissioners. The decision was appealed by Ngāti Kuku of Whareroa Marae. Marlene Bosch (Principal Advisor, Consents) and Rachel Boyte (Legal Counsel) have been involved in mediation and preparing evidence in preparation for an Environment Court hearing. 

5.1.7    Omanawa Falls Tourism Development

A joint hearing was undertaken with Western Bay of Plenty District Council in September 2021 for the Omanawa Falls development proposed by Tauranga City Council. Lucy Holden, Senior Consents Planner, processed the application and attended the hearing. Consent was granted by the hearing commissioners and the district council consent has been appealed. A commencement order was granted by the Court to allow for some work to proceed while the appeal is resolved.

5.1.8    Waiu Dairy Factory

Following issues with the discharge from the Waiu dairy factory going to the Kawerau District Council’s wastewater system, a resource consent application was lodged for discharge of the Waiu wastewater to land. The application was processed by Jo Cranswick, Consents Planner, and granted on a non-notified basis after consultation with tangata whenua.

5.2      Court Processes

5.2.1    Cresswell New Zealand Limited

The Court of Appeal heard the appeal of the High Court’s decision on the Creswell water bottling application. This follows consents being granted by Whakatāne District Council and Toi Moana, and those decisions upheld by both the Environment Court and the High Court.

The Court decision is expected to be released shortly. 

5.2.2    Transpower New Zealand Limited

The Tauranga Environmental Protection Society appeal of Toi Moana’s decision to grant consent to the realignment of transmission infrastructure over Rangataua Bay was remitted by the High Court back to the Environment Court. The Court of Appeal declined Transpower’s application for leave to appeal the High Court decision. In light of the High Court’s binding findings of fact and law, Transpower’s assessment is that there is not a viable consenting pathway for the proposed realignment project. Therefore, Transpower have surrendered the resource consents that were granted by both Regional Council and Tauranga City Council. 

Following Transpower’s surrender of resource consents associated with the proposed realignment of transmission lines over Rangataua Bay, Transpower confirmed that their intention is to maintain the existing infrastructure as it currently is. This means that an application to renew the resource consent for anchor blocks in Tauranga Harbour will need to be progressed. Transpower is carrying out further engagement with iwi and hapū about the surrender, long term plans, and the anchor blocks.

This decision also means that the High Court decision stands, which will have implications for future resource consent processes. In particular, the High Court found that:

·       When the view of tangata whenua is that a proposal would have an adverse impact on an area of cultural significance and on the Māori values of an outstanding natural feature/landscape, it is not open to resource consent authorities to decide that it would not;

·       There are cultural bottom lines in the Bay of Plenty Regional Coastal Environment Plan; and

·       Infrastructure development in and around Tauranga Harbour which might cause significant adverse environmental or cultural effects must not proceed if there is an alternative which is technically possible (although not necessarily financially feasible).

The precedent created by the recent High Court decision is being reflected in other decisions around Aotearoa. For example, the decision of Auckland Council to refuse consent to mine coastal sand near Pakiri (Council rejects 35-year Pakiri sand mining bid) carefully considers the High Court findings.

5.2.3    Ngāti Tūwharetoa Geothermal Assets

Ngāti Tūwharetoa Geothermal Assets Limited (NTGA) sought a variation to their consents to continue their discharge of geothermal fluid to the Tarawera River for another 14 years. After a hearing, the decision provided NTGA with three years to switch to reinjection rather than the 14 years sought. NTGA appealed the decision and Ngāti Awa joined the appeal. The appeal was settled out of Court with 1 May 2027 being the date by which the discharge to the river (under normal circumstances) must cease. 

5.2.4    Dawson Groundwater Take Appeal

Allan and Nell Dawson were granted resource consent to take groundwater for kiwifruit orchard irrigation and frost protection following notification to a neighbour with an affected artesian bore.  The Dawson take causes the neighbour’s bore to stop being accessible with a surface pump and the consent was granted with a condition that required that the neighbour be compensated for the cost of a submersible pump.  The Dawsons then appealed the decision seeking deletion of, or amendments to, the subject condition.  After a short period of mediation, the Dawsons withdrew their appeal and no changes were made to the consent conditions.

6.        Considerations

6.1      Risks and Mitigations

There are no new risks associated with the matters reported here.

6.2      Climate Change

The matters addressed in this report are of a procedural nature and there is no need to consider climate change impacts.

6.3      Implications for Māori

The consenting process results in most applicants engaging with tangata whenua about their proposal, and staff have regular contact with iwi and hapu resource management representatives. However, the engagement process for resource consents can be frustrating for both tangata whenua and applicants and improving the way we engage continues to be one of the main focus areas for the team.

The Regional Policy Statement provides direction that only tangata whenua can identify and evidentially substantiate their relationship with their ancestral lands, water, sites, waahi tapu and other taonga. Currently applicants are directed to consult with tangata whenua based on the official areas of interest provided by central government originating from Waitangi Tribunal claims or settlements, from rohe provided in iwi or hapū management plans, or areas identified during direct engagement with iwi/hapū. Work is ongoing with tangata whenua in regard to refining the areas of interest, consultation and consent processes.

6.4      Community Engagement

The matters addressed in this report are of a procedural nature and there is no need to consider community engagement impacts.

6.5      Financial Implications

There are no material unbudgeted financial implications and this fits within the allocated budget.

7.        Next Steps

This year has been a successful year for the consents team, meeting all KPIs while deciding upon more consent applications than last year and providing feedback on national and regional proposals such as resource management reform. The team has become more efficient and improved in some key areas, leading to better decisions and ultimately enhancing community outcomes. The team will continue to focus on these targeted areas in order to continue providing a better service to our customers.

There is a programme of work on the horizon to manage the renewal process of a large number of consents that are due to expire and need replacements in 2026 (approximately 1000 applications are expected). More than half (around 600) of these renewals are water takes which were granted prior to the RMA coming into force in 1991. The Consents Team is working with Water Compliance Officers to identify and contact Consent Holders who no longer use their water take consents in order to prompt a surrender of the consents.

Only limited work to prepare for these applications can be done ahead of new planning provisions being notified in mid-2024. The details of those planning provisions will largely determine how efficiently these applications can be processed. For example, a water allocation framework that recognises and provides for cultural values and the relationship of tangata whenua with water has the potential to remove the requirement for engagement on individual consent applications, with benefits for tangata whenua, applicants, and Council. Staff will also implement lessons learnt from the lake structures re-consenting project mentioned above and the unconsented water takes project undertaken a few years ago.

 

 

 


 

 

 

 

Report To:

Monitoring and Operations Committee

Meeting Date:

6 September 2022

Report Writer:

Alicia Burningham, Programme Coordinator Integrated Catchments and Laverne Mason, Integrated Catchments Programme Manager

Report Authoriser:

Chris Ingle, General Manager, Integrated Catchments

Purpose:

Climate Change Programme Annual Report

 

 

Climate Change Annual Report

 

 

Executive Summary

This report provides an update of climate change actions set out in the Climate Change Action Plan. Delivery and reporting of these actions occurs through the Climate Change Programme.

 

Recommendations

That the Monitoring and Operations Committee:

1        Receives the report, Climate Change Annual Report.

 

1.        Introduction

Climate Change is a strategic priority and one of the 3 Impact Areas for the Bay of Plenty Regional Council. Council is focused on strengthening the long-term resilience and sustainability of the Bay of Plenty region through climate change action and awareness.

Council adopted a climate change position statement in the Long-Term Plan, and delivery of our climate change actions are being managed through the Climate Change Programme, ensuring coordinated delivery, monitoring, and reporting.

 

1.1      Alignment with Strategic Framework

 

A Healthy Environment

We develop and implement regional plans and policy to protect our natural environment.

Freshwater for Life

We collaborate with others to maintain and improve our water resource for future generations.

Safe and Resilient Communities

We provide systems and information to increase understanding of natural hazard risks and climate change impacts.

A Vibrant Region

We work with and connect the right people to create a prosperous region and economy.

The Way We Work

We look to partnerships for best outcomes.

1.1.1    Community Well-beings Assessment

Dominant Well-Beings Affected

þ Environmental

 

þ Cultural

 

þ Social

 

þ Economic

 

 

 

2.        National Policy developments

Climate change continues to be a key focus in Central Government policy making. Central Government activity is monitored by staff as well as staff having direct participation in some policy development forums. The knowledge gained at these forums informs the development and delivery of projects through our Climate Change Programme.

National Emissions Reduction Plan

The Government released Aotearoa New Zealand’s first Emissions Reduction Plan on 16 May, as required under the Climate Change Response Act 2002. The Plan sets out various strategies to meet the first national emissions budget for the period 2022-2025.

The Plan has an overall vision of ‘A productive, sustainable and inclusive economy’ with three over-arching themes:

·      Empowering Māori

·      Equitable transition

·      Working with nature

Some of the critical actions include: establishing the Climate Emergency Response Fund, developing an equitable transitions strategy, establishing a platform for Māori climate action, promoting lower emissions and climate resilience through the RMA reforms, decarbonisation of the transport system and implementing emissions pricing for agriculture.

National Adaptation Plan

The first National Adaptation Plan was released on 3 August. It covers the period 2022-2028 and sets out what actions the Government will take over the next six years to help all New Zealanders.

The plan has four priorities:   

1.    Enabling better risk-informed decisions;

2.    Driving climate-resilient development in the right places;

3.    Laying the foundations for a range of adaptation options including managed retreat;

4.    Embedding climate resilience across government policy.

Some of the critical actions include: updating national climate projections, developing a national information portal, a rolling programme of guidance for local government, the suite of RMA reforms (including direction from the National Planning Framework), the Climate Adaptation Act to address the complex legal and technical issues associated with managed retreat, and a case study for co-investment in flood protection.

Councils will need to have regard to both the Emissions Reduction Plan and the National Adaptation Plan in their plan making processes from 30 November 2022. A fact sheet for local government has been produced - Climate change and local government | Ministry for the Environment.

3.        Climate Change Programme

Council’s Climate Change Action Plan identifies 19 Action Plan projects aligned to four goals:

1.    Bay of Plenty Regional Council is net zero carbon by 2050;

2.    Reducing regional greenhouse gas emissions;

3.    As a region we understand, are preparing for and adapting to a changing climate;

4.    Our Bay of Plenty community is aware, engaged, and resilient.

The Action Plan provides the framework for the climate change programme reporting, as covered in the dashboard attached – Appendix 1.

3.1      Programme Highlights January – June 2022

Community and iwi-led adaptation to climate change – This LTP funding supports grassroots climate change adaptation planning directly by communities, at their scale. Over two rounds of applications, five community-led climate change adaptation projects have been approved to receive $15,000 each, from Council. Three are coastal hapū; the Ōhinemutu village on the shores of Lake Rotorua; and an iwi-wide food security initiative. These projects will support adaptation planning including identification of risks, key priorities, and next steps.

Phase One of the Regional Climate Change Risk Assessment project was completed this year to identify potential climate change risks to our region. Information was gathered through a survey of stakeholders and tangata whenua, and a series of workshops and hui. The key outputs are a detailed risk workbook and a summary ‘He tirohanga Māori ki ngā tūraru mō te āhuarangi ki roto o Te Moana-a-Toi / Perspectives on climate change risks to Māori in the Bay of Plenty’. Phase Two is now underway with the first in a series of around 16 workshops being held over the next few months. Parallel to this process is a further exploration of Māori perspectives of climate change risks within the region.

The Wednesday Challenge is being administered by Envirohub with funding provided by BOPRC, TCC and Waka Kotahi. The initiative launched in March 2022 and aims to facilitate a step change reduction in car dependency in Tauranga / Western Bay with a target to achieve 20% mode share, one day a week, within a year.

Regional Business Support - Two Climate change action workshops run by the Sustainable Business Network to introduce their Climate Action toolbox were held on 15th June in Rotorua & Whakatāne. Council funded these free workshops to support local regional businesses to start on or to take the next steps on their sustainability journey. The workshops were hosted by the local EDAs.

Bay of Plenty Regional Carbon Footprint update

Regional Council is updating the 2015 Regional Carbon footprint, including a breakdown by district and greater detail around transport emissions. The update will cover the years 2018/19, 2019/20 and 2020/21 and will provide some insight into the impact of the COVID-19 restrictions. The final report is expected by the end of this year.

Climate Change narrative and story maps - The Regional Council GIS team has developed an online mapping tool which displays climate change projections for Bay of Plenty for 2040 and 2090, based on two different scenarios. This tool brings to life the climate change data and impacts identified in the 2019 NIWA report available on our Climate Change webpage along with a short summary video.

As an organisation, BOPRC continues to work towards its goal of being net zero by 2050: The 2020-21 Toitu Carbon Reduce certification has now been finalised and received. Verified emissions for financial year 2020-21 show the Council generated 999 tonnes CO2-equivalant. This represents as 3.8% reduction in emissions from 2019-20, and 15.3% reduction from the 2018-19 baseline year.

3.2      Information sharing/Collaborations

Invitations to share knowledge - In June staff were invited to present and share knowledge on regional climate projections at two forums. The first was the Bay of Plenty Federated Farmers AGM and the second a Rotorua Lakes Council public lecture on climate challenges for Growth and Housing.

Presentation to Tauranga Carbon Reduction Group - In May 2022, staff presented an overview of the climate change work currently underway and supported by the regional council. The regional pilot of the Future Fit tool was identified as a good opportunity for collaboration, to promote uptake of the tool across the community and encourage climate action.

Deep South research project – Innovations for Climate Adaptation – Toi Moana was invited to partner on a Deep South research project “Innovations for Climate Adaptation” led by Janet Stephenson at the Centre for Sustainability, University of Otago. The project commenced at the end of July 2022 and will run for two years. Western Bay of Plenty District Council is also participating in the project.

Collaboration on local emissions models - During June 2022, staff initiated a meeting with interested councils across NZ around collaborating on the development of a consistent local emissions model that could be used across all local authorities to understand potential emissions projections and the impact of interventions that could help reduce emissions. BOPRC will be co-ordinating further discussions around this.

4.        Considerations

4.1      Risks and Mitigations

Climate change is listed on Council’s Key Risk Register, due to the impact this will have on our council’s decision-making processes over the longer term.

4.2      Climate Change

 

Mitigation

Adaptation

Reduce GHG emissions

Produce GHG emissions

Sequester carbon

Anticipate climate change impacts

Respond to climate change impacts

The Climate Change Programme delivers, monitors, and reports on Council’s response to climate change in terms of priorities and actions around both mitigation and adaptation.

4.3      Implications for Māori

Climate change could potentially have significant impact on hapū and iwi in the region. Many marae in the Bay of Plenty region are located in coastal or low-lying areas, potentially exposed to flooding and coastal hazards.

The economic livelihood of many of the region’s iwi are linked to natural resources, through activities such as farming, forestry, aquaculture & tourism. These sectors may be impacted by the forthcoming national Emissions Reduction Plan and associated carbon budgets, as well as being potentially vulnerable to ecosystem changes caused by climate.

Our regional climate risk assessment process is helping to tease out both local Māori perspectives on climate change along with more specific risks. The funding we are providing for community adaptation planning (Action Plan project 14) is supporting hapū and iwi to develop their own climate change understanding and response.

Climate change is beginning to be identified specifically in iwi management plans with the inclusion of natural hazards as a key topic. Providing accessible and useful information around the climate impacts and hazard risks for the region through our climate change story maps (Action Plan project 17) will help to inform the response by iwi and hapū.

Community Engagement

 

Adobe Systems

INFORM

Whakamōhio

To provide affected communities with balanced and objective information to assist them in understanding the problems, alternatives and/or solutions.

There is no community engagement required in relation to the content of this paper which is for information only. However, engaging with our community around climate change and specific actions related to climate change is a core part of our climate change work programme.

4.4      Financial Implications

There are no material unbudgeted financial implications and this fits within the allocated budget.

5.        Next Steps

The Climate Change Programme will report back to Council quarterly. Council will be kept updated on changes in legislation responding to direction received from Central Government.   

Attachments

Attachment 1 - Climate Change Programme Annual Report Dashboard January 2021 - June 2022  

 


Monitoring and Operations Committee                                                                         6 September 2022

PDF Creator

PDF Creator


 

 

 

Report To:

Monitoring and Operations Committee

Meeting Date:

6 September 2022

Report Writer:

Graeme Howard, Corporate Planning Lead

Report Authoriser:

Chris Ingle, General Manager, Integrated Catchments

Purpose:

Information on environmental volunteering supported by Council in 2021/22.

 

 

Environmental Volunteering supported by Council

 

Executive Summary

This paper provides a summary of environmental volunteering supported by Council investment, including information on the number of groups, individuals and volunteer hours that have been supported by Council.

During 2021/22, Council continued to provide direct financial and non-financial (Council staff time) support for environmental volunteering in the Bay of Plenty through several programmes of work. Council also provided increased funding through the Long Term Plan 2021-2031 to support the capability and capacity of the environmental volunteering sector.

In 2021/22, 100 groups or projects were supported by Council through the programmes covered in this report and collectively these groups contributed over 80,745 volunteer hours during the year, equivalent to 43.9 FTEs.

Over this period Council invested $1.323 million to support these volunteer groups and projects (excluding staff time) and to help grow the sector’s capability and capacity.

Examples of the work delivered by the volunteer groups that are supported, was provided in the Council report ‘Summary of care group and environmental volunteer activity 2021’ presented to this committee in March 2022.

A brief presentation will be given by Bay Conservation Alliance (BCA) to illustrate work they have been delivering to support the capability and capacity of environmental volunteering in the Bay of Plenty.

 

Recommendations

That the Monitoring and Operations Committee:

1        Receives the report, Environmental Volunteering supported by Council.

 

1.        Introduction

Environmental focused volunteering provides a critical resource to help deliver environmental protection and restoration work across the Bay of Plenty. This volunteering activity supplements and augments the work undertaken by central and local government organisations. Recognising this fact, Council has provided direct and indirect support to enable and facilitate environmental volunteering activity through a range of programmes over many years. Other organisations including local and central government agencies and local Trusts and Charities also provide considerable direct funding and indirect support to this sector.

Through its Long Term Plan 2021-2031, Council identified Community Participation and Constructive Partnerships as a priority area for Council to focus on and increase its impact. Aligned to this priority, Council allocated an additional $500,000 per annum to provide needed support to develop the capability and capacity of the environmental volunteer sector in the Bay of Plenty.   

1.1      Alignment with Strategic Framework

 

A Healthy Environment

We work cohesively with volunteers and others, to sustainably manage and improve our natural resources.

Freshwater for Life

We collaborate with others to maintain and improve our water resource for future generations.

Safe and Resilient Communities

A Vibrant Region

The Way We Work

We look to partnerships for best outcomes.

Environmental focused volunteering helps to deliver environmental protection and restoration work across the Bay of Plenty. This volunteering activity supplements and augments the work undertaken by central and local government organisations. It directly contributes to Councils ‘A healthy Environment’ and ‘Freshwater for Life’ community outcomes and the environmental wellbeing & also contributes to the social, cultural and economic wellbeing of our community.

1.1.1    Community Well-beings Assessment

Dominant Well-Beings Affected

þ Environmental

High - Positive

¨ Cultural

Low - Positive

þ Social

Medium - Positive

¨ Economic

Low - Positive

 

 

2.        Environmental Volunteering supported by Council

2.1      Definitions and measures

Through Council’s Community Participation Action Plan, one action identified for staff was to define key terms relating to volunteers, including the definition of volunteers. Following the completion of this action, the following definition and related measures have been confirmed and are used in this report.

Definition of environmental volunteer: A person who chooses to work voluntarily for the environmental good of the community and is supported directly or indirectly by Bay of Plenty Regional Council.

To enable the monitoring of Councils involvement and impact on environmental volunteering in the BOP, the following measures have been identified.

Measure 1:          Number of people who contributed time to environmental volunteering during the financial year in groups supported by Council.

         Measure 2:          Number of environmental volunteer hours invested during the financial year in groups supported by Council.

Measure 3:          Number of care or catchment volunteer groups directly supported by Council during the financial year.                                    

These measures are intended to provide a simple basis for measuring the environmental volunteering supported by Council. They are not intended to cover volunteering that is not directly supported by Council such as environmental volunteers supported by NGOs funded by Council, DOC, other Councils or hapū/iwi.

2.2      Environmental Volunteering directly supported by BOPRC

The table below provides a summary of four key work areas that contribute to environmental Volunteering and receive direct funding support from Council.

Measure

Catchment, Land & Estuary Care Groups

Coast Care

Environmental Enhancement Fund

Total

Measure 1: Number of people who contributed time to environmental volunteering during the financial year in groups supported by Council.

2,445

3,203

3,525

9,286

Measure 2: Number of environmental volunteer hours invested during the financial year in groups supported by Council (also shown as FTEs[1]).

62,703

(34.1 FTEs)

6,139

(3.3 FTEs)

11,903

(6.5 FTEs)

80,745

(43.9 FTEs)

Measure 3: Number of care or catchment volunteer groups directly supported by Council during the financial year.

78 (3 new groups)

1

n/a

79

3.        Council Programmes supporting Environmental Volunteering

The following section provides a brief overview of the work areas in the above table. Further detail, including examples of the work delivered by the volunteer groups, is available in the Council report ‘Summary of care group and environmental volunteer activity 2021[2] presented at the 8 March 2022 Monitoring and Operations Committee meeting.

3.1      Catchment, Land, & Estuary Care Groups

Land Care, Estuary Care Groups typically focus on protecting or enhancing biodiversity or amenity values at a site. Care groups interested in their local environment approach Land Management staff with an idea. This idea is explored and developed and if the proposal meets Council’s criteria, staff work with the group to produce a care group plan. Work delivered may involve planting, pest control, weed control, interpretation signage or ecological monitoring. The groups have ownership of their projects – they are not Council projects. Council staff provide technical support, advice and funding for materials to be utilised by the group.

In recent years Council has also supported the formation and running of catchment groups. They are groups of landowners whose properties lie within a catchment where one or more water quality attributes are failing to provide for the ecological, cultural or community use values. Catchment groups are supported by Council, but also by other agencies such as MPI, MfE, Fonterra and NGOs such as NZ Landcare Trust.

3.1.1    Volunteering 2021/22

The table below summarises the location of groups across the region together with the number of volunteers and volunteer hours contributed over the year.

Land, Estuary and Catchment Care Groups 

District

Number of Groups

Number of Volunteers[3]

Volunteer hours[4]

Equivalent FTE

Rotorua

11

495

4088

2.22

Rotorua and Western BOP

2

218

5293

2.88

Western Bay of Plenty

36

1031

33,756

18.35

Tauranga City

9

204

4303

1.33

Ōpōtiki

8

229

2664

1.45

Ōpōtiki & Whakatāne

1

45

1318

0.72

Whakatāne

11

336

11,281

6.13

Total

78

2558

62,703

34.08

A list of the 78 Care groups is included as Appendix 1.

Three new care groups were established during 2021/22 and either have a care group plan in place or are working with LMOs to set one in place, these were:

·      Matatā Conservation Estate

·      Pheasant Lane Environmental Care Group

·      Raukorore Church Restoration Project

3.2      Coast Care

Coast Care is a coastal restoration programme, run in close partnership with local communities, local authorities, care groups and schools, that aims to restore and protect the sand dunes along our Bay of Plenty beaches.

The Coast Care Bay of Plenty programme began in 1994 as a partnership between coastal volunteers and the agencies with an interest in coastal management. Regional Council delivers the programme on behalf of the funding partner agencies, which include Tauranga, Western Bay of Plenty, Whakatāne and Ōpōtiki District Councils and the Department of Conservation.

3.2.1    Volunteering 2021/22

The table below summarises the location of groups across the region together with the number of volunteers and volunteer hours contributed over the year.

Coast Care

District

Number of Groups

Number of Volunteers[5]

Volunteer hours[6]

Equivalent FTE

Region Wide

1

3,203

6,139

3.3

The majority of environmental volunteering through the Coast Care Programme is delivered via our schools programme and corporate or public planting days.

3.3      Environmental Enhancement Fund

The Environmental Enhancement Fund (EEF) provides funding for community-based projects that; improve the environment, raise environmental awareness and use the enthusiasm and skills of the community.

He Matapuna Akoranga a Hawea Vercoe - Hawea Vercoe Memorial Fund grants are also funded through the EEF to help Kura Kaupapa Māori, Kohanga Reo and bi-lingual schools in the region with environmental projects.

3.3.1    Volunteering 2021/22

Environmental Enhancement Fund grant funding of up to $300,000 is available each year. It is allocated on a first come first served based for eligible projects. The table below provides a summary of the funding allocated, number of projects supported and volunteer hours contributed. 

Environmental Enhancement Fund

Year

Number of projects

Volunteer hours

Equivalent FTE

Funding Allocated

2021/22

18

11,903

6.5

$322,837

The budget of $300,000 was slightly overallocated in 2021/22. This was due to a review of the EEF reserve balance against commitments which identified additional budget capacity due to some older projects not requiring funds that had been committed. EEF projects may take up to three years to complete once approved and funding allocated.

In 2019/20 and 2020/21 the EEF was under subscribed. This is due in part to COVID-19 having a negative impact on applicants’ ability to organise and deliver community based projects. In 2021/22 the EEF was fully allocated and indications are that 2022/23 will also be fully allocated with applications for over $340,000 received (as at 15 August 2022) and currently being assessed. The reduction of COVID-19 related restrictions on community activity together with Councils increased promotion of and focus on volunteering have contributed to this increase in applications. 

A list of the individual projects funded each year is updated regularly on Councils website at: https://www.boprc.govt.nz/living-in-the-bay/community-funding/environmental-enhancement-fund.

3.4      Supporting Volunteer Capability and Capacity

Though the Long Term Plan 2021-2031 Council allocated an additional $500,000 per annum to provide support to develop the capability and capacity of the environmental volunteer sector in the Bay of Plenty. The table and information below provides a summary on the allocation of this funding.

Volunteer Capability and Capacity - Additional funding LTP 2021-2031

Funding programmes

Allocated via LTP 2021/22

Spent or committed in 2021/22

Additional funding for Care Groups

$215,000

$215,000

Funding for Volunteer Sector Capability and Capacity

·      Bay Conservation Alliance

·      NZ Landcare Trust

·      Envirohub

 

$85,000

$100,000

$100,000

 

$85,000

$100,000

$100,000

Total

$500,000

$500,000

Additional funding for Care Groups

$215,000 per annum was allocated to support care groups through the Long Term Plan. In 2021/22 the full $215,000 was allocated but it was slightly underspent during the year with the remaining funding rolling over to the current year. A NZ wide shortage of traps meant some orders could not be filled in a timely manner. Volunteer hours supported by this funding are included under section 3.1 (Land, Estuary and Catchment Care) above.

Volunteer Sector Capability and Capacity  

Council confirmed funding of $285,000 per annum for three groups through LTP 2021-2031 deliberations. This funding provides professional support and training to enable the environmental volunteer sector organisations to operate effectively and to grow the sector. Funding agreements are in place all three organisations.  

·      Bay Conservation Alliance (BCA) - funding for professional operational support.  This includes field, planning and administrative support to BCA member groups across the region, growing the number of BOP Care Groups supported by BCA and training to build capability of volunteers.

·      NZ Landcare Trust - funding to provide coordination support to existing catchment groups (unless the group already has a funded coordinator) across the region, to grow the number of Care Groups and facilitate training to build capability of volunteers.

Due to delays in recruiting staff, progress by Landcare Trust against deliverables in their funding agreement was delayed. As a result, only $25,000 of the committed budget was paid with the remaining $75,000 held in reserve until milestones are met. Landcare Trust successfully recruited in early 2022.  

·      Envirohub – funding to deliver a suite of programmes and initiatives that raise awareness and promote individual action around climate change, biodiversity, pollution and resilience. These programmes engage with individuals and organisations throughout the Bay of Plenty and act as a catalyst for change to help tackle climate change and promote regeneration of our natural environment.

4.        Council investment supporting Environmental volunteering

The table below summarises the direct funding that has been spent or committed in 2021/22 to support environmental volunteering.

Council funding directly supporting Environmental Volunteering

Work programmes

Actual and committed Spend 2021/22

Volunteer hours

Catchments – Coastal and Rotorua Lakes

$253,001

62,703

LTP 2021-2031 additional funding for Care Groups

$215,000

Coast Care

$246,662

6139

Environmental Enhancement Fund

$322,838

11903

LTP 2021-2031 funding for Volunteer Sector Capability and Capacity

$285,000

N/A

Total

$1,322,501

80,745

During 2021/22, Council invested $1.323 million to directly support these volunteer groups and to help grow the sectors capability and capacity. This excludes staff time

Note: 2021/22 financial information is still draft until the Annual report is finalised. 

5.        Considerations

5.1      Climate Change

The work of volunteers often has a positive impact on the mitigation of climate change emissions, for example through control of pest animals at a biodiversity site, or restoring an area with native tree or wetland planting. 

5.2      Implications for Māori

Iwi and hapū are often supporters of the work of care groups and other environmental projects and are often engaged in the projects in some way. Iwi are key partners in some of the larger projects. Māori are also involved in some of the farmer-led catchment groups and also regularly access EEF funding.

The environmental enhancement work achieved by care groups has positive implications for Māori, as for the public generally.

5.3      Community Engagement

 

Adobe Systems

EMPOWER

Whakamanahia

To place final decision-making in the hands of affected communities.

 

Environmental volunteering projects whether delivered through Care Groups or via EEF is very much led and driven by the community. Ensuring this continues and that appropriate support advice and training is delivered or facilitated by Council, helps to ensure that a high level of engagement and independence is maintained.

5.4      Financial Implications

There are no material unbudgeted financial implications related to this work and this fits within the existing allocated budget.

6.        Next Steps

Staff will keep a watching brief in regard to total environmental funding available to communities (council, government, other) as it may impact on the demand for council funding. Staff will also continue to monitor the measures outlined in this report with the intention to report annually to the Committee.

 

 

Attachments

Attachment 1 - Land Estuary and Catchment Care Groups supported by Council 2021-22   


Monitoring and Operations Committee                                                                         6 September 2022

PDF Creator

PDF Creator

PDF Creator

PDF Creator


 

 

 

Report To:

Monitoring and Operations Committee

Meeting Date:

6 September 2022

Report Writer:

Rachael Burgess, Customer Contact Manager

Report Authoriser:

Mat Taylor, General Manager, Corporate

Purpose:

To update the committee on customer service performance

 

 

Customer Service Performance

 

Executive Summary

Considerable operational changes have been made over the past four years to improve the way we engage with our customers in terms of the technology we use, the processes we follow and the functionality of our public interfaces. These initiatives are resulting in an improved service and are having a positive impact on customer satisfaction levels. They also support our readiness for collecting our own rates payments as part of the rates transition project.

Improving the customer experience has been highlighted as a significant focus for the Rates transition project and to achieve this outcome we have worked to understand our different customer groups and their service expectations. Our technology solutions and payment options have been further enhanced to ensure the transition to collecting our own rates is as seamless as possible, and results in a positive customer experience for ratepayers.

 

Recommendations

That the Monitoring and Operations Committee:

1        Receives the report, Customer Service Performance.

 

1.        Introduction

A series of initiatives included in the Customer First work programme that commenced in early 2019, have ensured that we now have fit-for-purpose systems and streamlined processes in place to support an improved service delivery. The improvements include more comprehensive data reporting metrics and customer feedback surveys that measure the quality of customer service being provided. By analysing this data, we can gain an insight into where further improvements can be made.

Extensive research has been carried out to ensure the most customer-centric, effective, and efficient in-house rates collection function, to comply with legislation, and to communicate this change to ratepayers.

From the research we have conducted with other councils, our customer service delivery model is well set up to be able to support the new rates team with queries and payments. A detailed communications plan has been developed to inform ratepayers of the change as well as promoting the various payment methods available. In preparation for invoices going out, we have scaled up our resources to respond to expected peaks in customer enquiries and interactions.

1.1      Alignment with Strategic Framework

 

The Way We Work

We provide great customer service.

 

We deliver value to our ratepayers and our customers

 

We continually seek opportunities to innovate and improve

 

2.        Customer Service Performance

2.1      Customer Contact Centre Highlights

In the 12 months ending 31 July 2022, approximately 64,500 customer queries were received across our six customer service channels. For queries that require a response, service tickets are generated in Zendesk, our customer relationship management system (CRM).

There were just over 70,000 Zendesk service tickets generated and resolved during this 12-month period. This is 15,000 more queries than were received during the previous reporting period ending 31 January 2022. While queries to many of our business activity areas have reduced over the past year, this increase can be attributed to the rates-related queries that have been received since the rates communication campaign was launched in April 2022. Over the last four months, we have received more than 7,000 rates-related queries and processed over 20,000 direct debit sign up requests.    

Phone

Reception

Email

Web Query

Social Media

Antenno

Total Queries

Zendesk Service Tickets

42,506

66%

10,027

15.5%

10,411

16%

1,317

2%

184

0.3%

135

0.2%

64,580

71,037

2.1.1    Call Volumes

Calls remain the most popular method of contact with 42,500 calls received during the 12 months ending 31 July 2022. While this is a 2.6% decrease in calls compared to the previous reporting period ending 31 January 2022, the increase in rates-related calls since April 2022 has resulted in call volumes starting to trend upwards.

Volume of calls received from July 2021 to July 2022

Towards the end of July, letters and emails were sent to 42,000 ratepayers who had a direct debit arrangement in place with their local territorial authority, encouraging them to set up a direct debit with Bay of Plenty Regional Council. This caused an influx in calls to the call centre during the last two weeks of July 2022 with 3,200 rates-related calls received as a result of this mail-out.

We are also monitoring other events such as media releases, BOPRC mail-outs and the different phases of our communications campaign to measure the impact these have on our customer service channels. This monitoring helps us to understand the effectiveness of the different ways we are sharing information with the community, and it also helps us to ensure we have adequate resourcing in place to respond to increases in customer queries.

Rates-related queries have remained steady over the past four weeks with around 150 daily calls. The peak number of calls to date has been 400 per day. Rates-related calls currently make up half of all calls received into the call centre.

Rates calls received during July and August 2022

Chart

Description automatically generated

2.1.2    Call Categories

There are five separate phone lines that are managed by the call centre. These include the BOPRC general query phone line, the Baybus phone line, the pollution hotline, the 0800 5KNOTS maritime line and a new rates phone line that was introduced in April when the rates communication campaign was launched.

Having a dedicated rates phone line allows the team to better manage the calls coming into the call centre as the rates team can join the call answering during busy periods. It also provides better visibility of rates call patterns for reporting purposes and it means that specific rates messaging can be used while callers are waiting for their call to be answered.

The following graph shows the volume of calls received to each of these phone lines for the 12 months ending 31 July 2022.

Phone Line Statistics from July 2021 to July 2022

Baybus calls fluctuate between 1,000 and 2,000 calls each month and totalled 16,000 calls for the 12-month reporting period. Call data shows Baybus calls have been decreasing since May 2022 as people have adjusted to the weekend timetable that is currently in place. Maritime calls have remained consistent with approximately 800 calls received over 12 months. General queries have reduced by 3,800 calls in the 12-month period ending 31 July 2022. The reduction in general calls isn’t attributed to a specific business activity, all call categories have reduced when compared to the previous reporting period.

When looking at monthly call volumes, April saw a significant drop in calls across the four existing phone lines. This is consistent with call patterns for the Christmas holiday break where calls reduced while people took leave over Easter. The rates communication campaign went live in April and initially the call centre received approximately 150 rates-related calls per day. The graph shows these calls then increase significantly in July after the direct debit letters were sent to ratepayers. A total of 5,800 rates calls have been received since April.

Calls to the pollution prevention hotline have reduced by 40% over the last 12 months. There is a noticeable reduction in calls from August last year when the compliance team introduced a proactive media campaign to raise awareness around issues that commonly occur during certain times of the year. A combination of regular social media posts as well as leaflet drops were used to communicate pollution related issues in the community, and this has resulted in less pollution hotline calls and complaints being received.

2.1.3    Call Abandonment

Abandoned calls are disconnected before the customer can connect with a staff member. A call may be abandoned for many reasons, including the wait time in the queue, a connection error or a distraction meaning the customer is no longer available to make the call. The service level measure for call abandonment is based on the percentage of calls that are able to be answered each month. The service levels are monitored as these provide an insight into the impact that peak call periods have on call centre operations and where staff scheduling might need to be adjusted to meet the demand during certain times of the day.

Call abandonment was low during May and June with the call centre answering 96% of calls. This has dropped to 84% of calls being answered during July when we were receiving larger volumes of rates related queries. Our telephony system offers a call back service which enables customers to retain their place in the queue and have a customer service advisor call them as soon as they are available rather than having to wait on the line. Feedback from our customers has been extremely positive about the call back service.

A total of 5,800 rates related calls have been received through the dedicated rates phone line over a four-month period. 60% of these calls have been answered and resolved by the call centre immediately, 27% have requested a call back, and 12% have been abandoned. Call patterns show that rates calls are particularly heavy on Mondays between 10am and 2pm so this is helping to inform when emailed invoices will be released and what level of staff resourcing is needed at the beginning of the week.

Call Answer Service Level from July 2021 to July 2022

2.1.4    Call Resolution

The Customer Contact Centre has a Key Performance Indicator (KPI) to resolve 97% of calls at the first point of contact. While call resolution has been around 95% in recent months, the KPI target was exceeded in July 2022, achieving a call resolution rate of 98%. With the introduction of the new rates service and the high volume of calls received in July, this achievement demonstrates that the systems and processes put in place to support the new rates collection service have been effective. The average call handing time for rates calls is between 3 – 5 minutes, and this reflects that most enquiries are being dealt with at the first point of contact.

Call Resolution Service Level from July 2021 to July 2022

2.1.5    Visitor Numbers

Just over 10,000 people visited our offices in the 12 months ending 31 July 2022. This is a 24% decrease compared to the previous reporting period ending 31 January 2022, when 12,400 people visited our offices. This significant reduction in visitors is consistent across all offices with 370 less visitors in Whakatāne, 660 less visitors in Rotorua and 500 less visitors in Tauranga during the 12-month period. 

Bee Card queries remain the most common reason for people visiting our office sites, particularly in our Tauranga and Rotorua offices where approximately 60% of people visit our offices to obtain a bee cards or top-up.

Visitor numbers per site from July 2021 to July 2022

When looking at the monthly trends, visitor numbers were also low in April due to the Easter break. Visitor numbers increased again in May when we started to receive rates queries at our service centres.

A total of 1,500 rates customers have visited our offices - 53% of these were in Tauranga, 27% in Rotorua and 20% in Whakatāne. Many of these people have requested assistance in setting up their direct debit payment so our customer service agents have been able to show people through this process using the online form at one of the two customer service kiosks we have located at each of our offices.

In person rates queries during July and August 2022

The customer kiosks allow people visiting our service centres to access the services we provide on our website or over the phone such as topping up their Bee Card, accessing their rates details and visiting the Baybus website for bus route information. The kiosks enable customers to familiarise themselves with how to find the information they need to solve their query, with a customer service agent on hand if they need assistance. The key benefit of the customer kiosks is that customers can then complete the process themselves once they get home, without needing to travel into our offices each time they need to top up their Bee card for example.

A person working on a computer

Description automatically generated with medium confidence

There are two customer service kiosks available for use in all three office locations.

2.2      Customer Satisfaction Feedback

Our Customer Relationship Management (CRM) system provides the ability to develop customer satisfaction measures that enable customer service performance management and monitoring across a variety of different customer service touchpoints. This includes comprehensive data reporting to help us better understand our customers and their needs, as well as customer satisfaction surveys that provide valuable feedback in regard to the quality of our service.

Customer Satisfaction surveys are sent to customers who contact us by email or provide their email address over the phone. The survey is voluntary, so only a very small proportion of people reply. For example, we are currently receiving responses from only 4% of our pollution hotline callers who are sent a survey. We are looking at ways that we can improve this response rate so we can obtain more feedback from customers. 

From August 2021 to July 2022, a total of 43,100 surveys were sent to customers, with 2,623 responses received. This is an overall response rate of 6%, up from 3.5% during the last reporting period ending 31 January 2022.  Collecting this data over a 12-month period has enabled us to analyse the trends that emerge during times where there are issues arising in the community. We can then focus extra attention on these services areas to ensure the contact centre have the correct information they need to respond to queries and that response timeframes are reasonable.

Recent customer satisfaction results show that satisfaction levels have improved by 11% across all categories. The general call line experienced a minor reduction, dropping by 1%. Customer Satisfaction for rates calls during the first four months were well received at 79%.  

Customer Satisfaction Survey Results from August 2021 to July 2022

CALL CATEGORY

No. of Responses

SATISFIED

DISSATISFIED

Change from Jan 22

General Call Queries

1542

76%

24%

-1

Rates Calls

436

79%

21%

NA

Baybus Calls

357

65%

35%

+4

Consents Calls

168

85%

21%

+4

Pollution Hotline

46

66%

34%

+2

Maritime 0800 5 KNOTS

74

76%

24%

+2

The comments that are extracted from survey data are also valuable as they provide further opportunities to improve our service delivery both internally and externally. We receive a wide range of both positive and negative feedback, and these are recorded and shared with the respective team activity areas, to ensure that reoccurring issues are followed up as quickly as possible.

2.2.1    Mystery Shopper Survey Results

Mystery Shopper surveys are carried out monthly and include a series of calls to each of our call lines as well as visits to our reception counters when Covid restrictions allow. Call quality is measured in terms of the service provided, the knowledge and understanding of the issue and whether the mystery caller was satisfied with the response. On-site visits also include the office surroundings and customer interaction aspects of the service being provided in person.

The following table provides an overview of the mystery shopping results for both calls and site visits. Since December last year, satisfaction results over 93% have been achieved for calls managed by our internal call centre. Survey results are slightly lower for our after-hours call service which dropped below 80% in July 2022. We currently receive very few rates calls after hours; however, we are providing additional support to our external call service provider as we approach the release of rates invoices to ensure they have the information they need to resolve our non-technical rates queries.

Mystery Shopper survey satisfaction results from July 2021 to July 2022

2.2.2    ALGIM Customer Experience Survey Results

Each year the Association of Local Government Information Management (ALGIM) carry out their own Customer Experience Mystery Shop survey across all councils in New Zealand. The survey provides a snapshot of the local government sector with guidance on where councils can improve their customer service delivery. In 2021, a total of 78 councils were surveyed and ranked in terms of their survey results.

At the recent ALGIM awards held in Wellington in June 2022, Bay of Plenty Regional Council was announced runner up for the 2021 Customer Experience Award, behind Ashburton District Council. Bay of Plenty Regional Council received an overall score of 88%, 3 points behind the winning council. In 2018, Bay of Plenty Regional Council was ranked 64th out of 80 councils.

Of the 78 councils surveyed, only 18 were classed as having an excellent customer service experience.

ALGIM Customer Experience Results 2021 – All Councils by Ranking

2.3      Rates Customer Experience

Progress has been made in preparation for delivering a customer-centric rates collection service with our customer service delivery model now well set up to be able to support the new rates team with queries and payments. The key focus for the rates project has been ensuring that the customer experience is positive and as seamless as possible.

To prepare for the new service over the last six months we have made improvements to our technology systems and payment processes to ensure they are robust and responsive to the needs of our rates customers. The Customer Services team has also increased the number of fixed term and permanent resourcing in readiness for the increase in enquiries we expect to have once customers receive their invoices.

2.3.1    Direct Debit Uptake

On the 25 July, letters and emails were sent to 42,000 ratepayers who had a direct debit arrangement in place with their local territorial authority, encouraging them to set up a direct debit with Bay of Plenty Regional Council. Extensive communication campaigns were also carried out to promote the benefits of direct debit payment plans which enable people to smooth their payments over the year to avoid penalties for any remaining balance outstanding on the instalment due date.

Over the past month, approximately 20,000 ratepayers have set up a direct debit. This is around half of the number of direct debits that the TAs have across the region. Over the next four weeks 148,000 assessments and invoices will be sent to ratepayers, 107,000 of these are by post and 41,000 by email. It is expected that this will result in additional people setting up direct debits.

2.3.2    Rates Payment Options

The Bay of Plenty Regional Council has approximately 148,000 ratepayers. Many of these people live in urban areas where payment and internet facilities are easily accessible, and others live in isolated communities where access to payment facilities and internet coverage is limited. To ensure the Rates Transition Project is successful, we have ensured that our services cater to people of all ages, cultures and digital literacy.

We have worked to increase our understanding around the level of digital exclusion in our communities so that we can offer alternative options to these customers. This includes promoting the various payment methods available, including the benefits of direct debit payment plans to enable people to smooth their payments over the year and the option to pay weekly, fortnightly, monthly or annually.

NZ Post will be used as a payment agency to meet the needs of customers who choose to pay their rates over the counter, and to provide broad coverage across the region for this payment option. We are also offering extensive online services and the opportunity to pay in person at one of our three office locations.

2.3.3    External Agency and TLA Engagement

In recent months we have engaged with several social service organisations in the community to improve our understanding of the barriers that exist in certain parts of society. Particularly where affordability may be a factor in preventing some people from paying their rates. This engagement has included budget advisory agencies, citizens advice bureaus, grey power and age concern groups who were asked to respond to a survey in order to provide an insight into what payment options might work best for these people and how we can improve our communication with them. A total of 25 survey responses were submitted and this information is being used to help inform payment options and payment support. Leaflets are also being provided to the social service providers that requested them, widening our support network of external agencies that can help our customers through this transition. Targeted advertising is also being used to inform ‘hard-to-reach’ audiences.

Monthly TLA meetings have occurred since March 2022 to ensure that the city and district council staff stay informed. A good flow of information exists between the TLA customer service centres and the Bay of Plenty Regional Council to ensure their customer service teams have the resources they need to assist customers and that they can access our internal call centre for additional support.

TLA support also includes the production of customised leaflets and display stands directing ratepayers where to pay their regional council rates locally. An iPad has also been temporarily loaned to the Kawarau council to support their Customer Services team to answering customer queries.

2.3.4    Website

From May to August there has been a 200% increase in website traffic compared to the same period as last year and 40% of total website use is based on visits to the rates-related pages. During this time, the top ten pages on the rates ‘Information Hub’ have received 225,000 views. The most frequently visited rates page is the property search page which contains the Rating Information Database. This is followed closely by the rates homepage and the direct debit information page. The new Information Hub with key rates related FAQs has proven to be highly popular and is likely to have reduced the number of enquiries coming through to the Customer Services team.

Top Ten Rates Webpages viewed from May to August 2022

All advertising directs people to the rates section of website and based on analytics has been successful in driving website traffic. 75% of website visitors who entered on the rates landing page, then go on to look at other pages on the website, increasing the visibility of the work that Council does.

3.        Considerations

3.1      Risks and Mitigations

There is a risk that the increased volume of customer enquiries in relation to the new rates service are much higher than expected once the invoices are received, meaning call response rates drop leading to customer dissatisfaction. This could also result in urgent services such as pollution hotline notifications and maritime emergency calls are stuck in a queue rather than being answered quickly. This situation can be mitigated easily through monitoring of the separate phone lines and placing a priority queue response on the pollution and maritime phone lines. Additional resources are in place to respond to larger call volumes during the rates invoicing period with an option to scale up with more temporary resources if necessary.

3.2      Climate Change

Anything we can do to reduce carbon emissions is important, no matter how small, and that includes how we engage with our customers through our various customer service channels. We have four separate service channels available that provide an opportunity for our customers to connect with us digitally. This is important as recent customer service data shows a growing trend in people wanting to access customer services and process their bill payments online.

Our customers are able to access answers to many frequently asked questions through our website or send us a request by email or via social media. We also use the Antenno app which helps ensure members of our community are informed about issues affecting their area and enables another channel to log requests. In addition to this our customers can call us 24/7 and speak to a call centre agent. As part of the rates project planning, it was important that our customers are able to pay their rates locally as this reduces the need for people to travel into one of our offices as this contributes to a reduction in travel emissions.

3.3      Implications for Māori

The Bay of Plenty region is growing and changing, and this is reflected in our increasingly diverse population. Embracing cultural differences in customer service empowers our people to better predict and accommodate the needs of their customers, as well as connecting with them on a more meaningful and human level. Our customer service model is designed to provide inclusive and accessible customer service that all our customers can use and benefit from. Our staff training focusses on the need to be flexible, patient and empathetic to ensure that our customers have a positive customer experience.

Throughout the rates project planning, considerable effort has been made to ensure our rates messaging is reaching Māori in our community. 390 emails were sent out to key mana whenua partners to introduce Council’s new Māori Land Rates Specialist. Responses from 35 organisations have been received, requesting further information with several large Hui set up in the coming weeks.

3.4      Financial Implications

There are no material unbudgeted financial implications and this fits within the allocated budget.

4.        Next Steps

4.1.1    2023 Residents Survey

In 2018, a benchmark study was carried out to build a representative and holistic view of Council’s performance. The survey helped Council to identify opportunities for operational improvement and it heavily influenced the 2019-2020 customer service improvements and communications campaigns. In 2020, the residents survey was completed a second time to assess how well Council was performing in relation to the community’s expectations and perceptions, against the 2018 benchmark survey.

The 2020 survey concluded that resident’ perceptions of Regional Council’s performance remained consistent with 50% satisfied residents in 2018, and 51% in 2020. Satisfaction with Regional Council’s overall reputation increased from 51% to 55% and residents who had contact with Council were more likely to be satisfied with Council’s performance across key measures than those who had not contacted Regional Council. In 2018, the survey findings found that residents who had contact with Council were likely to be dissatisfied with the main service attributes.

One of the key drivers behind Regional Council moving to collect its own rates is to raise its profile and be more transparent and accountable for the work they do for the community. We are therefore planning to carry out the Residents Survey for the third time in February next year, to measure the impact of the rates collection change on customer satisfaction, public awareness and councils’ reputation. By gaining a better understanding of what the community knows about Council’s services, this information can further inform our communications, customer service, and community engagement work.

 

 

 

  


 

 

 

Report To:

Monitoring and Operations Committee

Meeting Date:

6 September 2022

Report Writer:

Bruce Crabbe, Rivers and Drainage Operations Manager

Report Authoriser:

Chris Ingle, General Manager, Integrated Catchments

Purpose:

 

 

 

Environmental Code of Practice for Rivers & Drainage Maintenance Activities - 2022 Annual Review

 

Executive Summary

Rivers and drainage scheme routine operational works are generally authorised by permitted activity under the Regional Natural Resources Plan[7], subject to a range of conditions including that works are carried out in accordance with the Environmental Code of Practice for Rivers and Drainage Maintenance Activities.

One of the requirements of the Code of Practice is to report annually to Council. This report covers rivers and drainage maintenance activities for the 2021-2022 financial year.

Overall, 958 separate rivers and drainage maintenance activities were carried out during the 2021-2022 financial year, and 20 complaints were received and investigated (see attachment 3).

55 Hapū and Iwi Management Plans are currently in existence and these guide and inform operations activities and consultation.

 

Recommendations

That the Monitoring and Operations Committee:

1          Receives the report, Environmental Code of Practice for Rivers & Drainage Maintenance Activities - 2022 Annual Review.

 

1.        Introduction

The Environmental Code of Practice 2019 (ECoP) covers maintenance activities undertaken by the Rivers and Drainage Operations Section of Bay of Plenty Regional Council (BOPRC), on the major river schemes and drainage control schemes in the Bay of Plenty region.

The purpose of the ECoP is to set out operational procedures that will apply to all maintenance activities on major rivers and drainage schemes, regardless of whether an activity requires a consent or not.

Section 6.2.6 of the ECoP requires an annual report, covering the following:

·      Number of complaints and corrective action(s) taken

·      Summary of recommended changes to procedures resulting from comments made in checklists

·      Analysis of types of work carried out, and any areas where complaints or problems continue to occur

·      Recommendation whether an independent audit is required

·      Listing of authorised Iwi Management Plans

This review is not a formal audit. An audit is to be undertaken once in every five year period, of at least 3% and up 10% of any works carried out in a single year. As the current ECoP was reviewed in 2019, the 5-yearly audit is not due till 2024.

This annual review covers the period from 1 July 2021 to 30 June 2022.

1.1      Legislative Framework

Soil Conservation and Rivers Control Act 1941

Land Drainage Act 1908 and the Rangitāiki Land Drainage Act 1956

Resource Management Act 1991

1.2      Alignment with Strategic Framework

 

Safe and Resilient Communities

We support community safety through flood protection and navigation safety.

1.2.1    Community Well-beings Assessment

Dominant Well-Beings Affected

þ Environmental

Low - Positive

þ Cultural

Medium - Positive

þ Social

High - Positive

þ Economic

High - Positive

 

The Rivers & Drainage Operations activities provide and maintain important, long-term infrastructure which supports our community by protecting people, property and livelihoods from flooding and land drainage issues.

2.        2022 Annual Review

2.1      Rivers and Drainage Operations Activities

The Rivers and Drainage Operations team undertakes a range of activities, as listed in Part 4 of the ECoP.

Activities include, but are not limited to, vegetative protection works, hard engineering protection works, river channel maintenance works, drainage management and flood protection works.

Major floodgate, pump station and stopbank construction projects do not have Environmental Guidelines prepared for them, as they are generally covered by project-specific resource consents. Maintenance of stopbanks and floodgates are set out in the Rivers and Drainage Asset Management Plan.

2.2      Review of procedures

2.2.1    Complaints

Minor concerns and enquiries are not recorded, and generally can be addressed verbally. A complaint is considered major, or formal, where some investigation and written acknowledgement is required.

Formal complaints are recorded in the Complaints Register. The register includes details of when the complaint was received, complainant’s details, investigation, remedial actions, and information provided back to the complainant.

There were 20 complaints received in the 2021/2022 financial year. The details of complaints were varied, including:

·      Three complaints regarding contractor behaviour and health & safety issues. All complaints were investigated, and action was taken where required.

·      Three complaints regarding stock on stopbanks. All complaints were resolved appropriately.

·      Eight complaints received regarding flooding and/or drainage issues. Each case was investigated, and action was taken/advice given to resolve those issues.

·      Five complaints regarding physical works. All complaints were responded to and dealt with on a case by case basis, and resolved.

·      One complaint received regarding the build-up of gravel in Horomanga River, Galatea. Operations staff are continuing to support and encourage sustainable gravel extraction.

Some complaints were referred to other teams, where appropriate, within the organisation.

All minor complaints have been responded to directly, and where appropriate, procedures have been put in place to prevent similar events.

2.2.2    Consultation

Landowners and occupiers are consulted or notified (where appropriate) when works are proposed on their property or boundaries. Consultation is undertaken by phone (or in person if appropriate) by the Works Coordinator/Foreman responsible for the job.

Some groups require more in-depth consultation before works are notified, and BOPRC work with these groups to ensure adequate consultation is made.

Works Notifications are sent via email on a weekly basis, outlining the river, location, river distance, and type of works involved. Notification sites are also uploaded to ArcGIS, and an embedded link in the weekly notification email shows where the planned works are located on an aerial map.

Consultation with landowners is an informal process and is not recorded.

2.2.3    Recommended changes

The current version of the ECoP has been in place since 2019, and this is its third annual review. An annual review is a requirement of the ECoP.

It was previously recommended that more efficient internal reporting on completed works commence to assist with future reporting. The migration from the Fulcrum data collection application to the organisations TechOne Asset Management system and Contracts module will improve reporting on works completions. This migration is ongoing, with training being rolled out.

2.2.4    Analysis of works

Works continue to be recorded using the Fulcrum data collection application, whilst the organisation transitions to a TechOne Asset Management system, which will capture data and report on activities taking place within the schemes. Both systems are used to record works.

A summary of the types of rivers and drainage works completed during FY2021/2022 follows. A detailed list of completed works by scheme can be found in Appendix 2. Efforts to move towards more vegetative methods show a downwards trend of rock protection works.

N.B. The Flood Repair Project was completed in 2021, therefore is no longer included in the Analysis of Works. Additionally, the “Safeguarding our Stopbanks” Project has been excluded as a separate capital project that does not have environmental effects on or near the waterway.

 

 

Types of Works

Total Completed

(All Schemes)

1.

Vegetative protection works

163

2.

Hard engineering protection works

23

3.

River channel maintenance works

200

4.

Drainage management

374

5.

Flood protection works

198

2.2.5    Independent Audit

An Independent Audit is not recommended at this time. The ECoP has only relatively recently been renewed (FY2018/19). Independent audit is recommended every five years approximately.

2.2.6    Hapū/Iwi Resource Management Plans

Hapū/Iwi Resource Management Plans are documents developed and approved by hapū and/or iwi. These plans describe resource management issues of importance to tāngata whenua.

The plans may also contain information relating to specific cultural values, historical accounts, descriptions of areas of interest (hapū/iwi boundaries/rohe) and consultation/engagement protocols for resource consents and/or plan changes.

A list of Iwi/Hapū Management Plans are included in Appendix 1.  Please Note: Toi Moana Bay of Plenty Regional Council website is regularly updated, those plans with hyperlinks are available to view when clicking on the link, and those plans with no hyperlink can be requested by contacting the relevant Iwi or Hapū.

3.        Considerations

3.1      Climate Change

While matters addressed in this report are of a procedural nature, river scheme asset planning and operational activities are focused on adapting to climate change impacts, particularly applying ‘room for the river’ thinking, for ongoing community resilience and safety.

3.2      Implications for Māori

Council acknowledges that the relationships it has with Māori are central to the fulfilment of its statutory responsibilities and will continue to utilise a range of different mechanisms to engage with the wider Māori community and ensure Māori views are appropriately represented in the decision-making process.

At an operational level, efforts to engage with Māori are ongoing through various forums including the established co-governance groups (e.g. Rangitāiki River Forum and Te Maru o Kaituna).

At an operational level staff are working hard to work more collaboratively with Iwi/Hapū to discuss and agree on work programmes and working with Iwi/Hapū contractors if resources and skills are appropriate. Collaborative hui are held with Hapū river committees including Ngāti Ira, Ngāi Tamahaua, Ngāti Ngahere, Ngāti Awa, Ngāti Manawa, Ngāti Rangitihi, Ngāti Tura Ngāti Te Ngakau and Ngāti Ngararanui.

3.3      Community Engagement

 

Adobe Systems

INFORM

Whakamōhio

To provide affected communities with balanced and objective information to assist them in understanding the problems, alternatives and/or solutions.

 

3.4      Financial Implications

There are no material unbudgeted financial implications and this fits within the allocated budgets.

4.        Next Steps

Deliver works and services in keeping with the Environmental Code of Practice 2019.

 

Attachments

Attachment 1 - Hapu/Iwi Resource Management Plans

Attachment 2 - Rivers and Drainage Operations Complaint Register

Attachment 3 - Rivers and Drainage Operations Completed Works  

 


Monitoring and Operations Committee                                                        6 September 2022

PDF Creator

PDF Creator

PDF Creator


Monitoring and Operations Committee                                                                         6 September 2022

PDF Creator

PDF Creator

PDF Creator


Monitoring and Operations Committee                                                        6 September 2022

PDF Creator


 

 

 

Report To:

Monitoring and Operations Committee

Meeting Date:

6 September 2022

Report Writer:

Kirsty Brown, Rivers and Drainage Assets Manager

Report Authoriser:

Chris Ingle, General Manager, Integrated Catchments

Purpose:

The purpose of this report is to provide an update on implementing the Flood Protection and Drainage Bylaws 2020. An overview of the Safeguarding our Stopbanks Project is also provided.

 

 

Implementation of the Flood Protection and Drainage Bylaws 2020

 

Executive Summary

The Flood Protection and Drainage Bylaws 2020 regulates and safeguards Council’s flood protection and drainage assets from damage and misuse. 

This report provides an update on the activities and performance in implementing the Bylaws since its last review in 2020 and becoming operative 1 February 2021.

This report also includes an overview of a programme of work referred to as the Safeguarding our Stopbanks Project, where Council has been working through a process with urban landowners where structures on their property have encroached on council owned land. These encroachments are potentially impacting the integrity of the flood protection asset and restricts Council’s access to maintain and monitor the asset’s condition and performance.

 

Recommendations

That the Monitoring and Operations Committee:

1        Receives the report, Implementation of the Flood Protection and Drainage Bylaws 2020.

 

 

1.        Introduction

The Flood Protection and Drainage Bylaws 2020 (Bylaws) is Council’s main legislative tool to protect and safeguard its flood protection and drainage infrastructure assets from damage and misuse.  

This report provides an update on the activities and performance in implementing the Bylaws since its last review in 2020 and becoming operative 1 February 2021. An overview of the Safeguarding our Stopbanks Project is also provided.

1.1      Alignment with Strategic Framework

 

Safe and Resilient Communities

We support community safety through flood protection and navigation safety.

A Vibrant Region

We invest appropriately in infrastructure to support sustainable development.

The Way We Work

We deliver value to our ratepayers and our customers.

 

1.1.1    Community Well-beings Assessment

Dominant Well-Beings Affected

þ Environmental

Medium - Positive

þ Cultural

High - Positive

þ Social

High - Positive

þ Economic

High - Positive

 

 

2.        Implementation of the Flood Protection and Drainage Bylaws 2020

2.1      Background

The Flood Protection and Drainage Bylaws 2020 regulates and safeguards Council’s flood protection and drainage assets from damage and misuse.  The Local Government Act 2002 (LGA) requires Council to undertake a comprehensive review of its bylaws ten years after it was last reviewed and within a two-year time frame from that review date. This is to ensure they are fit-for-purpose, informed by the latest science and data, and in this case, the learnings from flood events in the intervening years. The review also took into account climate change projections, land use changes and increased pressure from land development.

The Floodway and Drainage Bylaws 2008 have been operative since mid-2008 and a formal review of the Bylaws started early in 2019, with adoption by resolution of Council in December 2020.  The 2020 Bylaws became operative on 1 February 2021.

2.1.1    Resourcing

It was identified during the Bylaws review process, that additional staff resourcing would be required to lead and facilitate the implementation of the reviewed Bylaws.  An FTE position was approved in the LTP 2021-31.  However, successful recruitment for this role took 12 months, with the new Assets Engineer (Bylaws) joining the Rivers and Drainage Assets team in May this year.

To build capacity and to manage the changes and increases in Bylaw Authority applications while recruitment was underway, a secondment role was created to progress the non-technical implementation of the Bylaws, supported by staff and contractors through the Engineering Panel contract.  

2.1.2    Education Programme

In line with the Bylaws education programme, staff have delivered a number of initiatives to raise awareness and understanding of the Bylaws, making information more accessible, engaging with applicants to support their application process, and generally supporting Regional Council’s mahi to safeguard the region’s flood protection and land drainage assets.  These include:

·      On-line information query form and pre-application advice process. This has raised knowledge of the Bylaws and resulted in applications being received with all the necessary information supplied for assessment.

·      A specific webpage to provide information about the Bylaws, where they can apply, why they are important, landowner responsibilities, and the process for making a Bylaw Authority application.

·      On-line interactive map enabling address searches to check if a property is within a Bylaw Applicable Area and linking back to the Bylaws webpage for information about making an application if needed.

·      Information flyers including ‘Living next to a stopbank’ and to support the work of the Safeguarding Our Stopbanks Project.

·      Creation of several explainer videos to support the work of the Rivers and Drainage and Engineering Teams and the Bylaws.

·      Relationship development with key stakeholders to raise awareness of the Bylaws e.g. real estate agents, TLAs and engineering companies.

·      Bylaws geospatial layer updated with the new 2020 Bylaw Applicable Areas and shared with Whakatāne District Council to support inclusion in their Land Information Memorandum (LIM) process. That information now includes a property map showing the bylaw applicable area and text identifying that the Bylaws apply and referencing the specific applicable area and distance and linking to the Bylaws webpage for more information.

·      Bylaws information provided to district councils for inclusion in LIM reports and property files.

2.1.3    Bylaw Authority Applications and Bylaw Breaches

Under the Bylaws, there are Bylaw Applicable Areas where landowners are required to obtain Bylaw Authority to carry out particular types of works (e.g. planting, construction or removal of structures, earthworks) in the vicinity of scheme assets.  The purpose of bylaw authorities is not to restrict landowners use of the land but to ensure the work is carried out in a manner that does not inadvertently damage or compromise the integrity and performance of the asset.  

Attachment 1 sets out the different Bylaw Applicable Areas where Bylaw Authority is required.

The below graph provides an overview of the pre-application information requests; Bylaw Authority applications received; and Bylaw breaches investigated from 2018 to August 2022.  Increased awareness of the Bylaws has resulted in a steady rise in activity over the years.   We are also seeing an increase in complex applications e.g. Te Rāhui Herenga Waka (Whakatāne Boat Harbour) and solar farm developments.

Of the 82 bylaw authority applications received in 2021, 75 were issued, 6 withdrawn and one put on hold.  Of the 75 bylaw authorities issued, 77.6% were processed in line with the internal KPI target that 75% of applications are issued within 20 working days.  For the year-to-date, 72.7% have been issued within the timeframe.

So far in 2022, 13 bylaw breaches have been investigated and actioned. Most of these breaches have been earthworks without Bylaw Authority, primarily in urban areas. Where applicable, retrospective Bylaw Authorities have been issued for works that could be retrofitted to meet appropriate conditions that would have been required in any issued Bylaw Authority.  

There have also been two incidents of over grazing of stopbanks in both rural and urban situations which have been resolved.

2.1.4    Bylaw Authority Management Plans

The 2020 Bylaws, provide for landowners who undertake activities that could require multiple Bylaws Authority applications to co-design specific Bylaw Authority Management Plans for those activities. These activities could include seasonal activities, routine maintenance and emergency works (e.g. territorial authorities, utilities providers and industry). 

The following management plans are currently under development:

·      Fonterra (Edgecumbe site) - site routine maintenance and emergency works.

·      Whakatāne District Council for Open Spaces – routine works and general maintenance activities (e.g. tree planting, removal, garden creation, seating, walkways and fencing).

·      Whakatāne District Council for Roading and 3 Waters – routine works and scheduled maintenance, emergency works.

2.1.5    Fencing and Ploughing

The lower reaches of the Kaituna, Rangitāiki and Tarawera Rivers have layers of pumiceous soils that are susceptible to seepage and piping failures during flood events. To minimise this risk, additional clauses have been included in the Bylaws for fencing and ploughing within these lower reaches, as stipulated in Part II of the Bylaws.  Outside of the areas defined in Part II, ploughing and land cultivation to a depth of 300 mm is allowed (under the earthworks definition) without the need for Bylaw Authority. 

Development and enforcement of ploughing rules was identified as a programme of work that would be staged over several years. This would allow time to further develop specific rules and rationales, work with industry to balance the risk with the practicalities of ploughing as farming practices, carry out an education programme and finally begin to apply this part of the bylaw.

In summary, staff’s approach is to:

·      Research ploughing techniques including running through seepage modelling.  

·      Work with stakeholders and maize growing contractors to develop best practice guidelines within bylaw applicable areas.

·      Identify sites of high risk where we know that there are seepage issues.

·      Develop and manage annual maize growing through seasonal Bylaw Authority Management Plans.

2.1.6    Iwi/Hapū Bylaws Authority Management Plans

As part of the Bylaws 2020 review, an investigation was undertaken on the impact the Bylaws could have on tangata whenua traditional cultural practices and sites of waahi tapu. As a result, for the first time, iwi/hapū who exercise traditional cultural practice or manage waahi tapu in the bylaw applicable areas, may co-design an Iwi/Hapū Bylaw Authority Management Plan to provide for ongoing management and protection of both Council’s infrastructure and cultural practices.

Council does not wish to prevent the undertaking of cultural practices, nor direct tangata whenua on how to manage waahi tapu areas. The Bylaws include the fundamental principle that only tangata whenua can identify and evidentially substantiate their relationship, and that of their culture and traditions, with their ancestral lands, water, sites, waahi tapu and other taonga. 

However, due to the importance of protecting the integrity of the adjacent council assets, staff are working with iwi and hapū to co-design Iwi/Hapū Bylaw Authority Management Plans before 1 February 2023 as outlined in clause 12.2.2, when these activities will cease to be permitted.

Summary of progress to-date

·      Based on a prioritised risk rating, targeted initial engagement has been made with 10 hapū, inviting the opportunity to co-design Bylaw Authority Management Plans for marae overlapped by the bylaw applicable areas. This has resulted in six hapū expressing an interest in further discussion. Further engagement is planned with the four remaining hapū. 

·      Hapū have identified several matters that will likely be addressed through the management plans, including swimming/bathing sites, access to waterways, erosion management to protect sites of significance, mahinga kia, and waahi tapu protection.

·      Based on the prioritised risk rating as well as liaison with Te Rūnanga o Ngāti Awa, the lower Rangitāiki River, in particular the Kōkōhinau urupa (see photo below) has been identified as the highest priority for the work programme.

Kōkōhinau marae and urupa beside the Rangitāiki River and stopbank

·      Kōkōhinau Papakāinga Trust and the Kōkōhinau Marae Committee have expressed an interest in developing a co-designed management plan for the urupa. Geotechnical investigation was undertaken in December 2021 and again in August 2022.  Further discussion is planned with the hapū once the recommendations from the geotechnical analysis are available (September).

·      Through engagement with haukainga of marae in the lower Rangitāiki, the perspectives of tangata whenua have been articulated. While some of the views are negative towards the Bylaws, there also appears to be a willingness to explore co-design opportunities. The concept of a ‘cultural connectivity’ for instance has been identified, to account for hapū connection with their awa. Further engagement with hapū is required to explore this further.

·      Engagement with representatives from Waitetī Marae (Ngāti Ngararanui/Ngāti Tuteati hapū) and Te Kuirau/Utuhina Marae (Te Roro o te Rangi hapū) commenced in July 2022. Dialogue has been successful in growing a greater awareness and understanding of the Bylaws, and council staff understanding of cultural values has also improved. Te Kuirau/Utuhina Marae have notified their desire to co-design a management plan and this will be progressed over the next 2-3 months. Waitetī Marae is currently considering Council’s invitation and a response is expected from them in due course.   

3.        Safeguarding our Stopbanks Project

3.1.1    Background

Separate from the Flood Protection and Drainage Bylaws 2020, the Council has been working through a process with urban landowners where structures on their property have encroached on council owned land. This is part of the Safeguarding Our Stopbanks Project.

The Safeguarding Our Stopbanks Project is a staged work programme to ensure stopbanks and other Council assets can be accessed and remediated to ensure community flood protection defences are well maintained. As an example, staff recently worked with 3 property owners on the Waingaehe Floodway in Rotorua to relocate encroaching fences onto the legal boundaries, which recovered 6,000 m2 of floodway land, enabled the removal of large problem trees and has improved maintenance and capacity of the floodway.

In Whakatāne, the focussed initially was on the encroachments most proximate to the stopbanks in the urban areas alongside the Whakatāne River. This is because these areas have been identified as high risk in the asset performance and condition assessment work undertaken since the April 2017 floods. The existing defects, including the encroaching trees and structures, are within an identified “hot spot” warranting priority action. The current stage of the Project focusses on those encroachments which are on council-owned public land and which either individually or cumulatively present a risk to the integrity of the flood protection assets. 

In many cases these encroachments have damaged and continue to impact the flood protection structure to the extent that remediation of the stopbank is needed to ensure the integrity of the flood protection system.  The encroachments, including the existing fencing, also prevent Council from having free and unimpeded access to the landward batter and the crest of the stopbank to maintain, monitor and control the use and condition of the stopbank. Removal of encroachments is informed by geotechnical engineering advice and guidance.

Stage one of the Whakatāne River stopbank work is complete, and stage two is in progress with physical works planned from October 2022 to March 2023. Stages three and four cover the Riverside Drive area and are planned for the subsequent two construction seasons (2023/24 and 2024/25).

The Council is not relying on the Flood Protection and Drainage Bylaws for this Project.  The encroachments to be removed are located on council land and present a risk to the integrity of the flood protection assets.  

Engagement with property owners for this project has drawn attention to the provisions of the Bylaws which many owners have had a very cursory knowledge of. While the project has provided an opportunity for detailed communications on the Bylaws with residents it has highlighted a need to improve communications and understanding of the Bylaws for urban property owners.

The below aerial photo is an example of adjacent landowner encroachments onto Council owned land along Henderson Street, Whakatane.  The blue line/shading indicates the resident’s legal title and the yellow line indicates the crest of the stopbank. This section of the stopbank has now been fully remediated as part of stage one works.

Example of encroachment into stopbank structure and council land.

 

3.1.2    Riverside Drive Residents Group

As a result of communication with affected property owners regarding the Safeguarding our Stopbank Project, a number of residents in the Riverside Drive area have formed a group to represent their collective interests.

One of the key concerns for the group relates to their ability to undertake activities on their properties and the perceived effect the Bylaws has on their property values. For most of these owners their entire property is within the Bylaw Applicable Area. Although the applicable areas have been there since the Flood Protection and Drainage Bylaws 2008 took effect, during the 2020 Bylaws review Area 3 on the Whakatāne River increased from 20m to 40m (see below diagram).

While the consultation on the Bylaws is considered appropriate, the matters raised by the group have highlighted the need to improve education throughout the region in urban areas where the Bylaw applies. Several improvements are planned:

·      Development of an urban focused information pack including specific guidance notes for likely activities being carried out.

·      Continued targeted media and social media campaigns including the development of additional explainer videos specifically on the Bylaws. 

·      The development of a regular and ongoing communications and education plan targeting relevant urban areas.

The Bylaw Authority process is not intended to be a burdensome one. Council has and will continue to work with landowners to provide for activities to be undertaken in a way that mitigates risk to the stopbank.

Several of the submissions to the Bylaw review raised issues similar to those being raised by the group, including effects on property values. These were considered by the Hearing Panel as part of their deliberations. The decision, after taking those concerns into account, was to retain the increased to 40m in Area 3 in line with the expert’s recommendations.   

4.        Considerations

4.1      Risks and Mitigations

Although an inclusive Bylaws education programme has been undertaken, if the community continues to be unaware of the Bylaws or understand how they might be affected, there could potentially be reputation as well as asset failure risks. To mitigate, staff will continue to develop and undertake education and communication initiatives around the Bylaws.  

4.2      Climate Change

 

Mitigation

Adaptation

Reduce GHG emissions

Produce GHG emissions

Sequester carbon

Anticipate climate change impacts

Respond to climate change impacts

 

Climate change is a significant challenge. The most at-risk infrastructure for Council is its flood protection and drainage assets, as changes in weather patterns are resulting in more frequent and intense weather events, which in turn is affecting the magnitude and frequency of flooding. These assets are important in mitigating the risk to our communities from the impacts of climate change and it is crucial they function properly when needed.

The fundamental purpose of the Flood Protection and Drainage Bylaws 2020 and the Safeguarding our Stopbanks Project is to protect, maintain and restore the integrity of Council’s flood protection and drainage assets. The review undertaken for the 2020 Bylaws considered climate change projections, land use changes and increased pressure from land development.

4.3      Implications for Māori

Implications for Māori is covered in section 2.1.6 of this report.

4.4      Community Engagement

 

Adobe Systems

INFORM

Whakamōhio

To provide affected communities with balanced and objective information to assist them in understanding the problems, alternatives and/or solutions.

Consultation on the 2020 Bylaws followed and complied with the obligations required under the Local Government Act.  Staff initially undertook informal consultation with river scheme advisory groups, territorial authorities, iwi, and the general public in the form of workshops and open day sessions in the latter half of 2019. Feedback was generally supportive and was used to further refine proposed changes.

Formal consultation was undertaken in March/April 2020. New Zealand went into COVID-19 lockdown on 25 March 2020.  Formal consultation was continued after Council’s decision 24 March. The premise for continuing formal consultation during lockdown was that if the Bylaws were not reviewed as required under the LGA, they would be revoked in July 2020.

Public notification of formal consultation included two sets of letters to all landowners within the bylaw applicable areas across all the rivers and drainage schemes in the Bay of Plenty region, public advertisements in regional newspapers, on local radio stations and Council’s website and social media. 

Although awareness of the Bylaws has increased since becoming operational, gaps have been identified particularly for urban areas where the Bylaws apply, and improvements can be made.  Communication and education will be a priority for these areas as implementation of the Bylaws continues.

 

4.5      Financial Implications

There are no material unbudgeted financial implications and this fits within the allocated budget.

5.        Next Steps

Staff will:

·      Continue to progress the Bylaws implementation programme focusing on Bylaws Authority Management Plans for iwi and hapū, TLAs and industry as well as commencing the fencing and ploughing requirements this financial year. 

·      Undertake the improvements planned for the ongoing Bylaws education and communication programme.

·      Continue to work on and engage with residents regarding the Safeguarding our Stopbanks Project.

 

Attachments

Attachment 1 - Bylaws Applicable Areas  

 


Monitoring and Operations Committee                                                                         6 September 2022

PDF Creator


PDF Creator


 

 

 

Report To:

Monitoring and Operations Committee

Meeting Date:

6 September 2022

Report Writer:

Katalin Maltai, Senior Projects Engineer

Report Authoriser:

Chris Ingle, General Manager, Integrated Catchments

Purpose:

To provide an update on the current status of the River Scheme Sustainability project.

 

 

River Scheme Sustainability - Update report

 

Executive Summary

This report provides an update on the current status of the River Scheme Sustainability project and on the progress since the last update in November 2020.

In two catchments, high-level long-term flood mitigation options have been developed and options are currently being refined. Work has started in a third catchment (Waioeka-Otara) with a collaborative team and initial workshops.

For the Rangitāiki-Tarawera catchment the first set of options has been implemented, and preparation has started for the next steps.

For the Whakatāne-Tauranga catchment high level investigations continue to inform the feasibility study and costing work.

Next steps will be finalising the Whakatāne-Tauranga feasibility study, pricing of the options and developing high level flood mitigation options for the Waioeka-Otara.

 

Recommendations

That the Monitoring and Operations Committee:

1        Receives the report, River Scheme Sustainability - Update report.

 

 

 

1.        Introduction

The River Scheme Sustainability (RSS) project investigates alternative flood management options when considering that, due to climate change, increasingly costly upgrades to our flood protection schemes are likely to become necessary over coming decades.

It is not sustainable to build increasingly higher stopbanks in our river schemes and alternative approaches need to be considered, including upper catchment works where possible. The project also seeks to balance the current level of service with escalating scheme funding requirements over time.

The project findings are being built into the Infrastructure Strategy and Rivers and Drainage Asset Management Plan. Budget for the work is included in the Regional Flood Risk Coordination Activity.

1.1      Alignment with Strategic Framework

 

Safe and Resilient Communities

We provide systems and information to increase understanding of natural hazard risks and climate change impacts.

The River Scheme Sustainability project seeks to future proof the council’s river schemes against the impact of climate change, ensuring that levels of service continue into the future provided that is affordable for the benefiting communities.

1.1.1    Community Well-beings Assessment

Dominant Well-Beings Affected

þ Environmental

 

¨ Cultural

 

þ Social

 

þ Economic

 

 

2.        RSS Project Update

2.1      Project Phases

2.1.1    Project Phase 1 and 2 Complete

The River Scheme Sustainability Project consists of 4 Phases and the first two phases have been completed. In the phase 1 the Philosophy and Vision of the project was developed.

The vision is to have a 100 year Sustainable River Management Strategy which achieves:

1.   Reduction in flood risk in the Bay of Plenty

2.   Environmentally and economically sustainable land use practices

3.   Adaptability to climate change

4.   Community stakeholders support and engagement

5.   Affordability

During Phase 2, investigations were undertaken into factors that are affecting the schemes and establish the foundations of the project. Four initial workstreams (Economic Analysis, Flood Gap Analysis, Rating Assessment and Communications) were established then 3 further workstreams were added (Optioneering, Climate Effects and Ownership & Governance). The findings of these 7 workstreams provides the basis of the current Stage 3 assessment.

2.1.2    Project Phase 3

The Optioneering workstream during Phase 2 developed a toolbox that contains 33 possible flood mitigation solutions (both structural and non-structural). During Phase 3 the effects of climate change on each catchment is assessed and tested against the possible options and their combinations.

These options are further assessed during the feasibility stage of the project and high level costs developed which enables us to carry out an affordability assessment.

2.2      Climate Change Resilience Rangitāiki-Tarawera Catchment

The strategy agreed with the Community for the Rangitāiki Catchment was to upgrade the downstream capacity of the stopbank infrastructure to convey a 1% Annual Exceedance Probability (AEP) flood event (100 year flood). This was based on the 2016 1% AEP of 804m3/s flood flow.

The key to the downstream capacity upgrade is the Rangitāiki Floodway upgrade. The floodway’s stopbank infrastructure upgrade is now complete and the last task is constructing the new spillway, scheduled for this financial year. Once this has been completed the only work needed in the future is to maintain the current capacity of the floodway stopbanks. This work addresses any stopbank settlement and sea level rise effects in the lower Rangitāiki River.

For approximately the next 30 years, subsequent increases in the 1% AEP flow estimate, due to climate change and refinement, would be taken up by utilising storage within the Matahina and Aniwhenua Dams. Three options were identified for future effects of climate change beyond 30 years. Utilising the Matahina Dam for storage is part of the Lake Matahina Flood Management Plan so this arrangement is already in place and is functioning well.

An initial meeting has been held with Southern Generation regarding utilising the Aniwhenua Dam for flood storage. The plan is to utilise a similar arrangement to the Matahina Dam. Council’s engineers have commenced an assessment to model the Aniwhenua Dam to best utilise available storage during a flood event.

2.2.1    Preliminary Saltwater Intrusion Investigation

The land in low-lying coastal parts of the Rangitāiki River Catchment is in agricultural use. The groundwater is very shallow, controlled and is in the Rangitāiki Drainage Scheme. Due to sea level rise, coastal groundwater levels are predicted to rise; which could lead to challenges in sustaining current agricultural practices and land drainage. This may result in the need for alternative farming methods or even retreating from the area.

These changes could have a significant effect on the operation and funding of Council’s drainage and river schemes therefore gaining better understanding of these processes is essential when planning for the future.

The questions to be addressed include the following:

·    Identifying the relationship between sea-level rise and groundwater levels in the lower Rangitāiki Floodplain (in particular, saltwater intrusion).

·    Determining the effect the Rangitāiki Drainage Scheme has on groundwater levels now and into the climate change-affected future.

·    Investigating peat shrinkage and the effect increased pumping has on ground levels.

·    Investigating possible solutions to delay the effects of saline intrusion and peat shrinkage.

·    Investigating alternative land uses that would be sustainable in locations where saline intrusion and peat shrinkage occur.

·    Determining when these alternative land uses would be economically better than dairy farming in terms of farming profit.

Prior to being able to answer these questions we need a better understanding of the shallow groundwater system in the lower Rangitāiki catchment. The preliminary study included investigating the current state of saltwater intrusion, identifying knowledge gaps and developing a field investigation and monitoring programme to be able to assess the full extent of the saltwater intrusion. This information will form the basis of the assessment into the future.

The results of the May 2021 salinity survey in surface waters across the coastal part of the Rangitāiki River Catchment suggest a large-scale impact of saltwater intrusion in shallow groundwater and surface water in that area. While salinity measurements were carried out from a limited number of locations, a zone affected by saline water can clearly be distinguished. High salinity measurements have been recorded in the land drains near Bennett Road which indicates that the shallow groundwater system has become fully saline beneath this area.

Figure 1: Area north of the Old Rangitāiki River Channel affected by saltwater.

Left Photo: Affected paddock near Bennett Rd. Right Photo: Taken near Bennett Rd

 

Saltwater intrusion will possibly progress further inland due to effects of climate change and further increase the salinity of the shallow groundwater and surface water.

There is limited monitoring data available on the current state of saltwater intrusion and the ongoing processes in the area. The next stage of the project is to extend the monitoring network. This is needed to gain a better understanding of the relationship between shallow groundwater and surface water.

As part of the Whakatāne Coastal Review project we are planning development of a shallow groundwater monitoring network in the lower Rangitāiki and Whakatāne catchments.

 

 

Figure 2 Indicative schematic North-South cross section of saltwater intrusion near Bennett Road.

 

2.3      Climate Change Resilience Whakatāne -Tauranga Catchment

2.3.1    Whakatāne-Tauranga optioneering

Following initial assessments during which 33 different types of options were assessed for the Whakatane River, a number of promising options were identified. A map showing the location of these options was presented at the Monitoring and Operations Committee on 15 September 2020.

The next step was to develop high level costings for each of the options.

Currently we are in a process of developing hydrodynamic models for some of the options while our survey team has completed the first stage of the floor level survey. The modelling will enable us to finalise the basic design which is required for the costing.

2.3.2    Iwi and District Council engagement

Initial high-level discussions have taken place with Ngāti Awa and Whakatāne District Council.

Facilitated by our Engagement Team, Tūhoe has been approached a number of times with the aim of starting discussions concerning both the immediate maintenance needs and the long-term future of flood mitigation in the Whakatāne-Tauranga river catchment. An initial meeting was held on the 19 May 2022 where the main points of discussions included:

·      shared responsibility around the health of the river

·      how Tūhoe can be involved with undertaking the work itself.

·      How to involve individual hapū in different parts of the river.

We are working towards culturally accepted and supported long term flood mitigation options and prefer to continue the discussions with Tuhoe before engaging with other groups.

2.4      Climate Change Resilience Waioeka-Otara Catchment

In the last two years, catchment specific foundation work was carried out to enable the River Scheme Sustainability investigations. This included:

·      Building and calibrating the Waioeka-Otara model which is now ready for assessing alternative flood management options.

·      Geotech investigations carried out at different parts of the stopbanks of both rivers to identify any weaknesses.

A collaborative project team has been set up that includes representatives from Ōpōtiki District Council, Whakatōhea Iwi, Ngāti Ngahere Hapū and Ngāti Ira Hapū.

A first introductory workshop was held in June 2022, at which the basis of the project was established. This was followed by a second workshop in August at which the team was involved in identifying possible flood mitigation options. The intention is to then assess these options, utilising the Waioeka-Otara model.

2.5      Climate Change Resilience Kaituna Catchment

While Phase 3 of the Kaituna Catchment hasn’t officially been started yet, there are a few related projects in this catchment that have. These will be incorporated into the wider study in due course.

2.5.1    Te Puke Stormwater Project

Te Puke township is the second biggest residential area in the Kaituna Catchment. Significant development has occurred since the development of the river scheme and more is planned for the future. We are working alongside staff at the Western Bay of Plenty District Council to manage the potential increases in stormwater runoff from the township.

A collaborative project team was set up to gain a better understanding of:

·      the impact of development in Te Puke over the last 20 years;

·      the effectiveness of the Kaituna flood scheme, built pre 1999;

·      possible stormwater and flood mitigation options.

A detailed hydraulic model was built for the catchment to carry out these assessments and to enable Council to assess current levels of service.

The model was further developed by analysing different climate change scenarios, which now provide the basis for the next stage of the project. Flood mitigation options are going to be assessed collaboratively between WBoPDC and BOPRC. This stage of the project is currently being established.

2.5.2    Bell Rd Climate Change Assessment

The Bell Road catchment is located adjacent to the Pāpāmoa East development area. During high river levels, drainage flows are pumped into the Kaituna River

A hydraulic model of the Bell Road drainage system and catchment has been developed and used to simulate future climate scenarios. The final model has been completed to assess future flood mitigation options using RSS principles. A consultant is to be engaged to undertake this work.

2.5.3    NIWA – Future Coasts Aotearoa

Council has a close working relationship with NIWA scientists, who have approached our staff to take part in the MBIE Endeavour Programme ‘Future Coasts Aotearoa’ project. The goal of the project is:

1.   Build a national database and interactive web-based maps of coastal wetlands, land-use and asset exposure in coastal lowlands with relative sea level rise.

2.   Produce a high-resolution, time-evolving, online mapping tool of the freshwater-saltwater interface.

3.   Science advances will be required to understand ecosystem response and habitat evolution, and to identify adaptation tipping-points and opportunities for wetland preservation or re-establishment.

BOPRC and NIWA are in discussions around using the Kaituna Plains as a pilot study area for the assessment which will feed into the RSS project.

3.        Considerations

3.1      Risks and Mitigations

Linkages into other Council Documents and Plans

The RSS project findings inform the planning for our Rivers and Drainage Assets. This work informs the Council’s Infrastructure Strategy and the Rivers and Drainage Asset Management Plan. Both documents are updated on a three-yearly cycle, in conjunction with the LTP.

The RSS project is reflected strongly in both of these documents and as the RSS workstreams develop they will have an increasing influence on what assets are developed and whether some assets may need to be phased out.

3.2      Climate Change

The aim of this project is to develop long term Flood Plain Management strategies while allowing for the effects of climate change.

In early August 2022 new interim guidance (Use of New Sea Level Rise Projections) has been released by Ministry for Environment, which is an update of the 2017 Guidance for Local Government on Coastal Hazards and Climate Change used by the RSS project. The new document is an initial update until the release of the new guidance which is due in 2023.

We are aligned with the projections presented in the initial guidance, with slightly lower (5-10mm) values used for future sea level rise. At this point due to the uncertainty around these values and the long-term nature of the project, we did not update the climate change projection values used in the RSS project. This decision will be revisited when the next guidance document is released in 2023.

3.3      Implications for Māori

The aim of the project to deliver culturally acceptable and supported long term options for flood mitigation. Early engagement with relevant iwi and hapū is a vital part of this work, and is being given a high priority.

3.4      Community Engagement

During Phase 3 of the RSS project, community engagement is key. Community engagement has either been undertaken (Rangitāiki), is underway (Whakatāne, Waioeka Otara) or is intended (Kaituna).

3.5      Financial Implications

Future work on the River Scheme Sustainability Project is provided for in Council’s Long Term Plan 2021-2031 within the Regional Flood Risk Coordination activity.

There are no material unbudgeted financial implications and this fits within the allocated budget.

4.        Next Steps

The next stage of the project in year 2022/2023:     

 

Whakatāne-Tauranga catchment:

·           Complete the feasibility assessment and costing of the proposed options;

·           Iwi and public consultation.

 

Rangitāiki-Tarawera catchment:

·      Continue discussion about utilising Aniwhenua Dam for flood management;

·      Establish a shallow groundwater monitoring network in the Lower Rangitāiki and Whakatāne catchments, through a collaborative approach with Whakatāne District Council.

 

Waioeka-Otara catchment:

·      Complete initial first stage optioneering work for the catchment.

 

 

  

 



[1] Based on FTE working 1840 hours or 46 weeks/year at 40 h/wk (excludes annual/public holidays)

[2]Item 9.1 https://infocouncil.boprc.govt.nz/Open/2022/03/MO_20220308_AGN_3481_AT_WEB.htm

[3] Number of Volunteers – Includes all volunteers involved with the group during the year. Can include those that may have only turned up for a single event. They don't need to be fulltime care group members

[4] Volunteer hours - an estimate of hours completed by the group over the financial year.  This is all volunteers that have helped whether regular or not.  It includes admin and planning time.

 

[5] Number of Volunteers – Includes all volunteers involved with the group during the year. Can include those that may have only turned up for a single event. They don't need to be fulltime care group members

[6] Volunteer hours - an estimate of hours completed by the group over the financial year.  This is all volunteers that have helped whether regular or not.  It includes admin and planning time.

 

[7] Generally NH Rule 1 for River Schemes and NH Rule 3 for Land Drainage Canals