Agenda of Bay of Plenty Mayoral Forum

Bay of Plenty Mayoral Forum Minutes

8 June 2022

Bay of Plenty Mayoral Forum

Open Minutes

Commencing: Wednesday 8 June 2022, 9.30 am

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

Chairperson: Commission Chair Anne Tolley – Tauranga City Council (for this meeting)

Members: Mayor Steve Chadwick – Rotorua Lakes Council (via Zoom)

Mayor Judy Turner – Whakatāne District Council

Chairman Doug Leeder – Bay of Plenty Regional Council

Mayor Garry Webber – Western Bay of Plenty District Council (via Zoom)

Mayor Lyn Riesterer – Ōpōtiki District Council

Mayor Malcolm Campbell – Kawerau District Council

In Attendance: Deputy Mayor Faylene Tunui – Kawerau District Council

Deputy Chair Jane Nees – Bay of Plenty Regional Council

Geoff Williams - Chief Executive, Rotorua Lakes Council (via Zoom)

Stephanie O'Sullivan - Chief Executive, Whakatāne District Council

Sarah Omundsen – General Manager Regulatory Services, Bay of Plenty Regional Council

Fiona McTavish - Chief Executive, Bay of Plenty Regional Council

Aileen Lawrie - Chief Executive; Ōpōtiki District Council

Marty Grenfell - Chief Executive; Tauranga City Council

Russell George - Chief Executive; Kawerau District Council

Cr Andrew von Dadelszen – Bay of Plenty Regional Council (via Zoom), Cr Bill Clark – Bay of Plenty Regional Council (via Zoom)

Sam Fellows - Manager: Sustainability and Waste, Tauranga City Council (TCC); Ezra Shuster - Regional Public Service Commissioner (via Zoom), Jacqui Rolleston-Steed – Regional Commissioner Advisor, Bay of Plenty Regional Council (via Zoom), Tone Nerdrum Smith – Committee Advisor

Apologies: Mayor David Trewavas – Taupō District Council (entire meeting); Chairman Doug Leeder – Bay of Plenty Regional Council (early departure); Gareth Green - Chief Executive, Taupō District Council (entire meeting); John Holyoake - Chief Executive, Western Bay of Plenty District Council (entire meeting) and Stephanie O'Sullivan - Chief Executive, Whakatāne District Council (late arrival)

1. Opening and Welcome by Commission Chair Anne Tolley - Tauranga City Council

Commission Chair Tolley welcomed those present, both in person and via Zoom, and advised that the meeting was being recorded and that the recording would be available on the BOPRC website after the meeting via this link: https://www.youtube.com/watch?v=gCYsRp5Xtuk

2. Apologies

Resolved

That the Bay of Plenty Mayoral Forum:

1 Accepts the apologies from Mayor David Trewavas – Taupō District Council (entire meeting); Chairman Doug Leeder – Bay of Plenty Regional Council (early departure); Gareth Green - Chief Executive, Taupō District Council (entire meeting); John Holyoake - Chief Executive, Western Bay of Plenty District Council (entire meeting) and Stephanie O'Sullivan - Chief Executive, Whakatāne District Council (late arrival) tendered at the meeting.

Campbell/Turner

CARRIED

3. Items not on the Agenda

3.1

Additional Item/Item Not on the Agenda

Resolved

That the Bay of Plenty Mayoral Forum:

1 Accepts the inclusion of the item: Recognition of Retiring Mayors on this agenda and note that it is added as the 9 September 2022 Mayoral Forum meeting may not proceed;

2 Agrees that this item be covered first on the agenda.

Turner/Riesterer

CARRIED

3.2

Recognition of Retiring Mayors

Presented by Commission Chair Anne Tolley

Recognised the three mayors who had publicly announced they would not be standing again for mayoralty at the end of this triennium: Mayor Campbell, Mayor Chadwick, and Mayor Webber.

Highlighted the following regarding each Mayor:

Mayor Chadwick – Rotorua Lakes Council:

· Mayor since 2013 and Councillor 1996-1999

· Member of Parliament for Rotorua 1999 – 2011

· Appointed Companion of the Queen's Service Order for services to local government and as a Member of Parliament in 2022.

Mayor Chadwick in Response:

· Had enjoyed her time as the Mayor and did not consider her decision a ‘retirement’, rather a change of direction and pursuit of other opportunities

· Recognised the crucial relationship between a Mayor and Chief Executive, and was grateful for the support she had received

· Building the strong partnership with Te Arawa Lakes Trust was a highlight.

Mayor Webber – Western Bay of Plenty District Council:

· Mayor since 2016 and a Councillor since 2010

· A qualified Hearings Commissioner

· Part of the Three Waters National Working Group

· Significant contribution and support to the wider region, in particular after the Tauranga City Commission was appointed,

Mayor Webber in Response:

· Had commenced local government career as a non-elected community board member

· A highlight had been working with mana whenua in achieving positive outcomes for the district

· Recognised the ‘under the radar’ support from the Regional Council Chairman, in particular with regards to infrastructure projects.

9.49am – Chief Executive Stephanie O’Sullivan entered the meeting.

Mayor Campbell – Kawerau District Council:

· Mayor since 2007 and Councillor since 2001

· Chair, then Deputy Chair of the national Mayors’ Taskforce for Jobs

· Kawerau was a small town with ongoing challenges, which had prospered during the Mayor’s tenure

· A leader with the community at heart.

Mayor Campbell in Response:

· Recognised the challenges associated with being a Mayor and the toll it took on personal life and business

· Acknowledged the support of the Deputy Mayor, Chief Executive and Personal Assistant

· Intended to stand for Regional Council election and considered it a natural progression from the current role.

Key Points – Members:

· Recognised the longstanding commitment to both Kawerau and the Bay of Plenty region.

4. Minutes

Minutes to be Confirmed

4.1

Bay of Plenty Mayoral Forum Minutes - 15 October 2021

Resolved

That the Bay of Plenty Mayoral Forum:

1 Confirms the Bay of Plenty Mayoral Forum Minutes - 15 October 2021 as a true and correct record.

Turner/Campbell

CARRIED

10.05am – Chairman Leeder withdrew from the meeting.

5. Presentations

5.1

Trade Waste Strategy

Presentation - Regional Waste Strategy - Te Maunga Redevelopment - Mayoral Forum 8 June 2022: Objective ID A4115529

Presented by Sam Fellows - Manager: Sustainability and Waste, Tauranga City Council.

Key Points:

· The existing Te Maunga Transfer Station catered for the local population only, rather than the wider region

· Recognised the need to improve the co-operation across the region

· Noted the standardisation of kerbside waste collection in Tauranga and Western Bay of Plenty, which now also included food waste

· The planned upgrade would make the facility more automated, which would be less labour intensive and increase safety

· The ‘Tinker Shed’ would provide an opportunity for community interaction and initiatives, e.g. working with older machinery etc.

· Total cost for the upgraded facility was estimated to $40M, whereof $15M would be carried by TCC. However, discussions could take place regarding regionwide funding/contribution

· Careful planning had been undertaken for the Te Maunga facility to ensure it was fit for purpose; could withstand climatic changes; and that it would not leach/contaminate into the surrounding area

· Important to recognise and be respectful of the cultural significance of the surrounding area

· The new facility would have provisions for safe asbestos collection and storage, which was currently not available

· Future-proofing for waste minimisation and management was a priority of the Ministry for the Environment.

Key Points - Members:

· The facility’s location at Truman Lane provided opportunities for co-operation with KiwiRail, which should be further explored

· Emphasised the importance of capturing the agricultural waste from the wider region, e.g. with an upgraded station in Paengaroa

· Region wide co-operation would garner support from central government

· Encouraged the facility be installed with a roof from the beginning to minimise/eliminate odour and dust complaints

· Considered that a regionally applied rate would be both fair and in recognition of the facility’s wide benefit

· Mana whenua needed to be involved at a concept design stage, rather than engagement taking place at the later detail design stage

· Suggested approaching the Ministry for the Environment to seek support towards the new facility, emphasising the regional approach and co-operation.

Resolved

That the Bay of Plenty Mayoral Forum:

1 Directs the Bay of Plenty Local and Regional Authority staff to work together in the development of a Regional Waste Strategy.

Webber/Campbell

CARRIED

5.2

Ōpōtiki Harbour Project Update

Presentation - Opotiki Harbour Update - Mayoral Forum 8 June 2022: Objective ID A4115537

Presented by Mayor Lyn Riesterer - Ōpōtiki District Council.

Key Points - Presentation:

· Harbour Development

· Ōpōtiki Aquaculture – Spatial Plan

· Ōpōtiki Harbour Conceptual Image

· Overview of Harbour Area

· Eastern and Western Sea Walls

· Harbour Timeline

· Rock Supply

· Hanbar Production on site

· Challenges

· Local Employment

· Business Confidence Growing

· Open Ocean – Whakatōhea Mussel Processing Plant.

Key Points - Members:

· Recognised the support and perseverance of both the current and previous Mayor (John Forbes) in this project.

11.20am – The meeting adjourned.

11.36am – The meeting reconvened.

5.3

Update on Waiariki Bay of Plenty Regional Leadership Group

Presentation - Waiariki BoP Regional Leadership Group - Mayoral Forum 8 June 2022: Objective ID A4115572

Presented by Ezra Shuster – Regional Public Service Commissioner and Jacqui Rolleston-Steed – Regional Commissioner Advisor, seconded from Bay of Plenty Regional Council (both via Zoom).

Key Points - Presentation:

· Public Service Leadership

o The Why

o What is it and How

· Covid Protection Framework

· Regional Leadership

· Group – BOP: What was said?

o Purpose

o Issues & Concerns

o People

o Working Well & Opportunities.

11.42am – Chief Executive Fiona McTavish entered the meeting.

Key Points/In Response to Questions:

· The spatial boundaries for the Leadership Group were set by Iwi and did not necessarily follow geographical boundaries

· The waka approach encouraged and fostered co-operation across the wider Bay of Plenty rohe.

Key Points - Members:

· Recognised the poverty/social issues resulting from Covid and the long-term effects it would have

· Local government had been forced to rapidly adapt to continue to deliver the four wellbeings to its communities during and after Covid.

5.4

Update on Resource Management Reforms

Presentation - RM Reforms Update - Mayoral Forum 8 June 2022: Objective ID A4115540

Presented by Chief Executive Aileen Lawrie – Ōpōtiki District Council.

Key Points - Presentation:

· RM Reforms

· Reform Objectives

· Local Government RM Reform Steering Group

· Comparison with RMA system

· Regional Spatial Strategies (RSS)

· Local Voice Proposal

· Plan Development – Consider, Hear, Decide – Implementation

· Timing.

Key Points - Members:

· Recognised the significant effort of the Steering Group in these comprehensive and wide reaching reforms

· Concerned over the challenges of managing and mitigating environmental effects under the new legislation

· The increased levels of permitted activities supported development, however, these could be detrimental to the environment and local communities

· There was always a risk of unintended consequences if legislation was fast-tracked.

In Response to Questions:

· Generally, existing consents would run until the end of their term despite the reforms, unless reviewed and amended for other/specific purposes. They would not be expected to comply with new legislation if already in place.

5.5

Withdrawn: Update by Infrastructure Commission CE Ross Copland (Tentative Item)

This tentative item was withdrawn as the presenter was not available.

6. Reports

Information Only

6.1

Treaty of Waitangi Settlements, Claims and Related Kaupapa

Presented by Fiona McTavish – Chief Executive Bay of Plenty Regional Council.

Key Points:

· The report was taken as read.

Items for Staff Follow Up:

· Regionwide Treaty of Waitangi settlement updates to be provided at future meeting of the Forum.

Resolved

That the Bay of Plenty Mayoral Forum:

1 Receives the report, Treaty of Waitangi Settlements, Claims and Related Kaupapa.

Webber/Chadwick

CARRIED

6.2

Climate Change Programme Update

Key Points:

· The report was taken as read.

Resolved

That the Bay of Plenty Mayoral Forum:

1 Receives the report, Climate Change Programme Update.

Riesterer/Turner

CARRIED

7. Recognition of Chief Executive Aileen Lawrie – Ōpōtiki District Council

Presented by Mayor Lyn Riesterer - Ōpōtiki District Council.

Key Points:

· This was the final meeting of Aileen Lawrie as the Chief Executive of Ōpōtiki District Council before taking on the role of Chief Executive of Thames-Coromandel District Council

· Noted the delivery of the Ōpōtiki Harbour Upgrade during her tenure.

Key Points – Aileen Lawrie:

· Recognised the intense workload over the past two years, with the impact of Covid and significant increase in projects due to funding from the Provincial Growth Fund

· Acknowledged the ongoing and competent support by staff, Councillors, and the community.

Key Points - Members:

· Recognised the significant effort and competence of Chief Executive Lawrie

· Had built trust with central government that a small Council like Ōpōtiki District Council could competently deliver the Ōpōtiki Harbour development.

8. Closing Karakia

A karakia was provided by Deputy Mayor Faylene Tunui.

12.45pm – the meeting closed.

Confirmed



Report To:	Bay of Plenty Mayoral Forum
Meeting Date:	21 April 2023
Report Writer:	Tone Nerdrum Smith, Committee Advisor
Report Authoriser:	Fiona McTavish, Chief Executive
Purpose:	To appoint the Mayoral Forum Chairperson for the 2022-2025 period and note other Forum matters

Appointment of Chairperson for the 2022-2025 Triennium and Other Mayoral Forum Matters

Executive Summary

This report seeks to appoint a Chairperson for the Bay of Plenty Mayoral Forum for the 2022 – 2025 triennium.

Until the Chairperson is appointed, Regional Council’s Chief Executive, as the administrating body of the Mayoral Forum, will open and chair the meeting.

Recommendations

That the Bay of Plenty Mayoral Forum:

1 Receives the report, Appointment of Chairperson for the 2022-2025 Triennium and Other Mayoral Forum Matters;

2 Appoints ________________ as the Chairperson for the 2022-2025 triennium;

3 Notes that the Bay of Plenty Mayoral Forum Triennial Agreement was signed by all Bay of Plenty local government councils on 27 February 2023, and the Protocol for Bay of Plenty Resource Management Act Policy and Plans has been updated and also signed by all Bay of Plenty local government councils and the Minister of Local Government.

1. Background

The Bay of Plenty Mayoral Forum Triennial Agreement 2022-2025 was signed by all Mayors, Chair, and Commission Chair of their respective Bay of Plenty local government councils on 27 February 2023. The Protocol for Bay of Plenty Resource Management Act Policy and Plans has also been updated and agreed between member councils and the Minister of Local Government as the territorial authority for a number of offshore islands in the Bay of Plenty region. Both documents are attached.

2. Election of Chairperson

In the 2019 – 2022 triennium, the role of the Chair rotated between the Mayors and Chair from meeting to meeting. Following discussions among members at the Informal Mayoral Forum on 22 November 2022, it is proposed that a Chairperson be appointed for the Mayoral Forum for the 2022 – 2025 triennium. This will ensure consistent leadership in progressing the Forum’s work plan throughout the triennium.

Being an informal forum, it is not considered necessary to appoint a Deputy Chairperson as would be the case for a formal committee.

3. Meeting Matters

3.1 Meeting Schedule and Frequency

The Mayoral Forum is scheduled to meet four times a year with additional workshops and events scheduled if required or requested. The following dates have been suggested for the remaining meetings for 2023:

· Friday 21 April 2023, 9:30 am

· Friday 16 June 2023 (TBC), 9.30 am

· Friday 11 August 2023, 9.30 am

· Friday 17 November 2023, 9.30 am.

4. Considerations

4.1 Risks and Mitigations

As this is a procedural matter only there are no significant risks associated with the appointment of a Chairperson.

4.2 Climate Change

The appointment of a Mayoral Forum Chairperson is of a procedural nature and there are no significant climate change impacts.

4.3 Implications for Māori

The matters addressed in this report are of a procedural nature and implications for Māori are considered minor.

4.4 Community Engagement

Engagement with the community is not required as the recommended decisions are of a procedural nature.

4.5 Financial Implications

There are no material unbudgeted financial implications in the appointment of the Mayoral Forum Chairperson.

5. Next Steps

Once the Chairperson has been appointed, the Chair will preside for the rest of the meeting.

Attachments

Attachment 1 - Bay of Plenty Mayoral Forum Triennial Agreement 2022-2025 ⇩

Attachment 2 - Bay of Plenty Policy and Plan Protocol ⇩



Report To:	Bay of Plenty Mayoral Forum
Meeting Date:	21 April 2023
Report Writer:	Jane Palmer, Senior Planner Climate Change and Nic Newman, Climate Change Programme Manager
Report Authoriser:	Fiona McTavish, Chief Executive
Purpose:	To inform the Bay of Plenty Mayoral Forum of the outputs of the recently completed Regional Climate Change Risk Assessment for the region and to agree public release.

Bay of Plenty Regional Climate Change Risk Assessment

Executive Summary

The Mayoral Forum will be presented with the first Climate Change Risk Assessment for the Bay of Plenty. The purpose of the assessment is to provide a regional overview of climate risk, now and into the future. This work provides a comprehensive baseline for all parties to use.

The production of the risk assessment involved a range of sector experts and local government staff and has followed new national guidelines. It is presented in three volumes: a regional summary, district summaries, and sector summaries. The assessment can be used: to inform sector-based adaptation planning, to focus subsequent detailed local assessments, and to inform regional strategic planning.

It is important to note that some adaptive planning initiatives were underway ahead of this assessment and that this assessment is regional in scale and not detailed at the local level.

Recommendations

That the Bay of Plenty Mayoral Forum:

1 Receives the report, Bay of Plenty Regional Climate Change Risk Assessment;

2 Confirms public release of the risk assessment outputs;

3 Agrees next steps for Mayoral Forum involvement, if any, in work based on the risk assessment outputs.

1. Introduction

BOPRC contracted Tonkin & Taylor to undertake a climate change risk assessment for the region.

· The purpose of the assessment is to provide a regional overview of climate risk, to support subsequent detailed planning by a range of parties.

· Work commenced in September 2021 and the outputs were finalised in February/March 2023.

· The project was overseen by a technical working group consisting of staff from the Bay of Plenty territorial authorities, a Kaupapa Māori technical advisor and a representative from Te Whatu Ora Health New Zealand.

· The risk assessment is based on the regional climate projections from NIWA and follows national guidelines. It also incorporates a te ao Māori lens through a dedicated working group and case studies.

· The process involved identifying a long list of risks through surveys, workshops and online hui, which then underwent a technical risk assessment (using a standard international methodology) through a series of workshops with over 90 subject matter experts from across different sectors, including local council staff.

2. Discussion

2.1 Risk Assessment outputs

· Tonkin and Taylor will present the completed risk assessment to the Forum.

· As a resource for the region, the Bay of Plenty Climate Change Risk Assessment provides a regional overview of current and future climate risks in order to identify and highlight areas where a focused effort is needed to manage these risks, by all parties.

· The project has generated a wealth of information and established new relationships and connections, providing a platform for adaptation planning and response throughout the region at a range of scales and by a range of parties.

· The outputs from this assessment establish a common baseline for the region and are available for all to use to raise community awareness of risk and support subsequent local risk assessments.

· The assessment outputs are structured in three volumes, with supporting appendices, as follows:

o Volume 1: Overview and Regional Summary

o Volume 2: District Summaries

o Volume 3: Sector Summaries

o Appendix A: Methodology

o Appendix B: Detailed risk assessment workbook

o Appendix C: Perspectives on climate change risks to Māori in the Bay of Plenty and Waiōhau Marae case study

2.1.1 Use of the Regional Risk Assessment

· Key uses of the risk assessment could be:

o Sector based adaptation planning: information in the risk assessment supports sectors to plan at more detail, the next level down from the regional outputs. Some sectors have already started work on their own detailed assessments, e.g. Zespri’s climate risk assessment and adaptation plan.

o Detailed local assessments: the regional assessment provides a basis for detailed local assessments and then planning at a city/district scale e.g. Tauranga City Council has included an action to this effect in their draft Climate Action and Investment Plan.

o Input into strategic planning for the region: the risk assessment will be an important input for consideration in regional strategic planning e.g. Future Development Strategies, Regional Spatial Strategy, Regional Land Transport Plan.

It is important to note that some adaptive planning initiatives were underway ahead of this assessment e.g. the BOPRC River Scheme Climate Resilience project and the Zespri Climate Change Adaptation Plan

2.2 Public release

The risk assessment outputs will be publicly released via a joint media release from the Mayoral Forum. This has the following advantages:

· Demonstrates a collaborative approach across all Bay of Plenty local councils

· Ensures agreement of common key messages

· Provides clarity of messaging to community

· Highlights that next steps will primarily be at the local level

· Supports laying a foundation for a regional approach in future

2.3 Post public release actions

Alongside public release of the risk assessment, the Mayoral Forum could consider post release actions and roles. Options include:

1. Forum members report back to the next Mayoral Forum (11 August) on their respective council’s perspective on using the risk assessment outputs and intended next steps at a local level.

2. Forum members consider a joined-up approach to the dissemination of the risk assessment outputs, with careful consideration of the framing of key messages for the community.

3. Forum members discuss what a joined up local government response around adaptation planning could entail.

3. Considerations

3.1 Risks and Mitigations

The table below summarises key risks around the public release of the risk assessment outputs.

Risk	Mitigation
Perception that the regional risk assessment identifies and prioritises risk at the local scale.	Clear framing in communications that the regional risk assessment does not assess risks at the local scale – local assessments could be one of the next steps.
Expectation that it is local government that is responsible for mitigating all the risks identified through the risk assessment.	Being clear in communications that the risk assessment is a resource for the region and that there are a range of parties, one of which is local government, that have responsibility for responding to the risks. It will take collective effort across all sectors, government and community.
Potential criticism that the outputs are alarmist and portray a negative picture of the future that may exacerbate climate anxiety.	Communications emphasise that it is a positive step forward that collectively we have a comperhensive baseline so that we know what we are dealing with and are enabled to take action and build resilience. Communications acknowledge that there is already work being done by a range of parties to respond to these risks e.g. BOPRC flood protection, Zespri, Horizon Networks.

4. Next Steps

On public release of the risk assessment, the media release agreed by all relevant councils will be issued and the risk assessment outputs will be published on the BOPRC website which the local councils will be able to link to via their respective websites.

Based on agreement of post-release actions discussed under Section 2.3, the Mayoral Forum could consider progress of work building on the risk assessment at their next meeting on 11 August.



Report To:	Bay of Plenty Mayoral Forum
Meeting Date:	21 April 2023
Report Writer:	Davina Cochrane, Senior Advisor
Report Authoriser:	Fiona McTavish, Chief Executive
Purpose:	Provide background information in support of the Mayoral Forum discussion of a work plan for the 2022-2025 Triennium.

Bay of Plenty Mayoral Forum Work Plan for 2022-2025 Triennium

Executive Summary

At the informal Mayoral Forum meeting on 22 November 2022, members discussed their desire to make the Forum more effective than previous Mayoral Forums, and to re-establish it as one of combined regional leadership focussing on the key issues facing the region. Bay of Plenty Councils’ Chief Executives were asked to consider the matters raised and present a proposal for the Forum to consider, which they have done with assistance from Consultant Miles McConway.

This paper proposes that the Mayoral Forum discuss and develop an agreed work plan, with discussions commencing at the April 2023 meeting. The Forum may also want to consider establishing portfolios as a key way of delivering the work plan. Steven Perdia, General Manager Strategy and Transformation at Whakatāne District Council will speak about some of the likely outcomes for the Forum by adopting this approach.

Recommendations

That the Bay of Plenty Mayoral Forum:

1 Receives the report, Bay of Plenty Mayoral Forum Work Plan for 2022-2025 Triennium;

2 Agrees to discuss and develop a Mayoral Forum work plan, with initial discussions starting at the April 2023 Forum meeting;

3 Notes that the Mayoral Forum may consider portfolios as part of how they wish to progress their work plan;

4 Notes that the Forum may need to reconsider the Regional Planning Committee after the Resource Management legislation is passed.

1. Introduction

The Bay of Plenty Mayoral Forum Triennial Agreement 2022-2025 recognises the importance of local government authorities working together to improve the Bay of Plenty. It represents the shared desire of local government in the region to work collaboratively to maximise effectiveness and efficiency and promote wellbeing in our communities. The statement of intent also includes determining the strategic regional issues and opportunities over the triennium and beyond.

At the informal Mayoral Forum meeting on 22 November 2022, discussion was had on the issues that the Forum needed to address, both national and local, and ideas emerged on how this could be best achieved. As requested, the Bay of Plenty Councils’ Chief Executives (BOPCEs), with the assistance of Consultant Miles McConway, have considered the issues and propose the development of a work plan for the current triennium.

2. 2021 Mayoral Forum Strategic Focus

In the last triennium, the attached 2021 Mayoral Forum Strategic Focus document was developed to support the Forum’s work.

The document contains the key features of the Bay of Plenty region, relevant strengths and successes, current challenges, and key strategic opportunities for working with Central Government over the triennium.

Three initial priorities were identified for the Forum which were:

· Collectively addressing social inequity in this region with initial focus on homelessness, participation in education, and access to mental health services for children.

· Enabling homes for our growing population and people in need.

· Developing and backing a locally led approach to creating a low carbon regional economy and ensuring Bay of Plenty is adapting to a changing climate.

Past triennial Mayoral Forums included a standing agenda item on climate change, and Bay of Plenty Regional Council has seen the Mayoral Forum provide a key role in progressing climate change adaption for the region.

3. Mayoral Forum Work Plan

The Mayoral Forum could be viewed as a project team charged with providing leadership that: coordinates, engages, influences, and communicates regionally and nationally on a range of key issues affecting local government and its communities within the Bay of Plenty.

While there were initial discussions at the informal Mayoral Forum meeting in November 2022 about what the key issues are for our region, the Forum will need to further discuss and agree on what these key issues are. A work plan can then be drawn up and an approach to addressing that work plan developed.

3.1 Work Plan Portfolios

The Canterbury Mayoral Forum have adopted a structure and approach which has seen them being very effective and successful in attracting investment and influencing government policy.

The Canterbury Mayoral Forum’s approach to their work plan involved identifying the issues that needed to be addressed and allocating one or two of these issues to each of the Mayors/Chair. This effectively was a portfolio approach and each of the Mayors/Chair became responsible for progressing the issues in each portfolio, being the spokesperson and reporting back to the Mayoral Forum on progress and identifying what needed to be addressed.

This approach did not mean an additional hefty workload for members, as the independent Forum Office provided the support and guidance, either directly or indirectly, to each Mayor/Chair which resulted in the workload mainly consisting of being briefed, asking questions and providing visible leadership where required. A similar approach is proposed with the establishment of the Independent Secretariat, covered in a separate paper.

Steven Perdia, General Manager Strategy and Transformation at Whakatāne District Council will speak at the April Forum meeting about some of the likely outcomes for the Forum by adopting this approach.

4. Regional Planning Committee

Regional Planning Committees, under the current proposed Resource Management reforms, would develop and make decisions on regional spatial strategies (RSS) and Natural and Built Environment (NBE) plans. The committees would compose of local government, hapū, iwi and Māori and central government for RSS; and local government and iwi/hapū representatives for NBE plans.

Other committee proposals as outlined by the Ministry for the Environment include:

· membership and structure being decided on a region-by-region basis

· committees having full autonomy on final decisions supported by feedback from local authorities and hapū, iwi and Māori

· mechanisms to ensure local visions, objectives and priorities are reflected

· secretariats to support the committees including staff and resources from local authorities and technical and mātauranga Māori expertise.

The Regional Planning Committee may need to be reconsidered by the Forum, after the Resource Management legislation is passed. A more detailed paper can be brought to the Mayoral Forum at that time if required.

5. Next Steps

Following discussion at the April 2023 Mayoral Forum Meeting, the BOPCEs can progress the development of the work plan and any related matters raised by the Forum.

Attachments

Attachment 1 - 2021 Bay of Plenty Mayoral Forum Strategic Focus ⇩

Drafted on behalf of Bay of Plenty Councils’ Chief Executive Officers.



Report To:	Bay of Plenty Mayoral Forum
Meeting Date:	21 April 2023
Report Writer:	Davina Cochrane, Senior Advisor
Report Authoriser:	Fiona McTavish, Chief Executive
Purpose:	Propose the establishment of an Independent Secretariat for the Mayoral Forum for the current 2022-2025 Triennium.

Bay of Plenty Mayoral Forum Independent Secretariat for 2022-2025 Triennium

Executive Summary

Bay of Plenty Councils’ Chief Executives were asked to consider the matters raised at the informal Mayoral Forum meeting on 22 November 2022, and present a proposal for the Forum to consider, which they have done with assistance from Consultant Miles McConway.

This paper looks at the form of the Mayoral Forum and proposes that an Independent Secretariat is established to progress the Mayoral Forum work plan. It’s also proposed that funding is sought from the Bay of Plenty Regional Council for the Secretariat, through their 2023/2024 Annual Plan.

Recommendations

That the Bay of Plenty Mayoral Forum:

1 Receives the report, Bay of Plenty Mayoral Forum Independent Secretariat for 2022-2025 Triennium;

2 Agrees to establish an Independent Secretariat for the Mayoral Forum and seek for Bay of Plenty Regional Council to approve funding for this Secretariat via their 2023/2024 Annual Plan.

1. Introduction

While the local authorities in our Bay of Plenty region have successfully worked together under a Bay of Plenty Triennial Agreement for over a decade, the current Mayoral Forum wish to make the Forum more effective this triennium. We cannot expect different results by doing what we have always done so the Bay of Plenty Councils’ Chief Executives (BOPCEs), with the assistance of Consultant Miles McConway, propose a solution of establishing an Independent Secretariat for the Mayoral Forum.

2. Background

The Mayoral Forum had an informal meeting in Tauranga on 22 November 2022 where there was a collective desire to make the Forum more effective than past Mayoral Forums, and to re-establish it as one of combined regional leadership focussing on the key issues facing the region.

There was discussion on the challenges of doing this given the large workload facing each council over the coming triennium because of the Three Waters reform, the Future for Local Government Reform and the review and reform of the Resource Management Act. Mayors/Chair and Chief Executives will be the key participants from councils in these reforms. In addition, the Tauranga City Council Commission Chair will have limited ability to contribute to the Forum given the workload commissioners have in front of them before their term concludes in July 2024.

BOPCEs were asked to consider the matters raised and bring back a proposal for the Forum to consider.

3. The Proposed Refresh

Form is essentially important to deliver function. If the desired function of the Mayoral Forum is to deliver visible regional leadership in a coordinated, engaging and influencing way, then the right form is required to support this. The alternative is the status quo, which from feedback received is not the desired outcome.

The proposals are largely based on the Canterbury Mayoral Forum, who are very effective and successful in attracting investment, both public and private, and influencing government policy. Under strong leadership, their Mayoral Forum adopted a structure and approach that gave effect to this success.

Previous papers in this agenda have covered:

· the appointment of a Mayoral Forum Chair and Deputy Chair to ensure consistent leadership in progressing the Forum’s work plan throughout the triennium; and

· the discussion and development of a Mayoral Forum work plan with the potential use of portfolios.

The proposed changes in this paper are around establishing an Independent Secretariat to assist the Forum with progressing its work plan.

4. Independent Secretariat

The Canterbury Mayoral Forum structure included the creation of a Mayoral Forum office. Independent to a large extent from any of the councils but funded by the Regional Council. The head of the office, although employed by the chief executive of the Regional Council, from a work programme point of view, reported to the Chair of the Mayoral Forum. The office was supported by the Regional Council and had a budget that bought these and other support services. The structure provided the independence that was required, and as time progressed was appreciated by all Mayors/Chair and the council chief executives.

As already noted, Forum members have large workloads given the reforms over the triennium, so they lack the time to fully contribute to the Forum under the current arrangements.

Establishing an Independent Secretariat to the Bay of Plenty Mayoral Forum will provide an independent, dedicated resource that works with the Chair and Deputy Chair of the Mayoral Forum to progress the Forum’s work plan with members. If adopting a portfolio approach to the work plan, then the Secretariat will also work with Mayors/Chair leading those portfolios.

5. Funding

There is limited resourcing that has been applied to support the Forum, which can affect quality. Funding is required to establish the Independent Secretariat and its support services, so it is proposed that the Mayoral Forum seek this funding through the Bay of Plenty Regional Council’s 2023/2024 Annual Plan.

6. Next Steps

Following discussion at the April 2023 Mayoral Forum Meeting, the BOPCEs can progress the establishment of the Independent Secretariat including the request to Bay of Plenty Regional Council for funding, and any related matters raised by the Forum.

Drafted on behalf of Bay of Plenty Councils’ Chief Executive Officers.

Chairperson	To be appointed
Members
Bay of Plenty Regional Council	Chairman Doug Leeder Chief Executive Fiona McTavish
Kawerau District Council	Mayor Faylene Tunui Chief Executive Russell George
Ōpōtiki District Council	Mayor David Moore Chief Executive Stace Lewer
Rotorua Lakes Council	Mayor Tania Tapsell Chief Executive Geoff Williams
Taupō District Council	Mayor David Trewavas Acting Chief Executive Julie Gardyne
Tauranga City Council	Commission Chair Anne Tolley Chief Executive Marty Grenfell
Western Bay of Plenty District Council	Mayor James Denyer Chief Executive John Holyoake
Whakatāne District Council	Mayor Victor Luca Chief Executive Stephanie O’Sullivan
Quorum	N/A
Frequency	4-monthly