Informal Workshop Notes

LTP 2023- 2024 Workshop 7 (Session 2)

Regional Council

Held:                            1:00 pm, Tuesday 26 September 2023, Council Chambers, Regional House, 1 Elizabeth Street, Tauranga

Chairperson:               Chairman Doug Leeder

Deputy Chairperson:  Deputy Chairperson Jane Nees

Present:                       Cr Malcolm Campbell

Cr Stuart Crosby

Cr Kat Macmillan

Cr Matemoana McDonald

Cr Ron Scott

Cr Ken Shirley

Cr Paula Thompson

Cr Lyall Thurston

Cr Andrew von Dadelszen

Cr Te Taru White

Cr Kevin Winters

In Attendance:            Fiona McTavish – Chief Executive; Mat Taylor – General Manager, Corporate; Chris Ingle – General Manager, Integrated Catchments; Namouta Poutasi – General Manager Strategy and Science; Reuben Fraser – General Manager Regulatory Services; Kataraina O’Brien – General Manager – Strategic Engagement; Karen Aspey - Director, People & Leadership; Kumaren Perumal - Chief Financial Officer; Angela Foster – Communications Manager; Shari Kameta – Committee Advisor

Apologies:                  Cr Toi Kai Rākau Iti


1.     Introduction

2024-2034 Long Term Plan (LTP) Workshop 7 was a continuation of LTP Workshop 5 held on Tuesday 19 September to seek direction on:

·         Expenditure and service level levers

·         Scenarios for activity changes

2.     Discussion


Draft Long Term Plan 2024-2034 Financial Estimates and Activity Scenarios

Presentation - Long Term Plan 2024-2034: Objective ID A4498422   

Presented by:  Leadership Team


Key Points - Staff:

·         Overview of significant levers for the LTP

·         Recap of where the process had paused at Workshop 5 on 19 September

1:07 pm – Cr Malcolm Campbell and Cr Paula Thompson entered the workshop.

·         Science activity – referred to error on page 74 - only $200K savings (0.4%) had been found per year, therefore each scenario should be the same

·         Data Services – would revisit after Council direction had been provided on other activity areas that data services supported

·         Outlined the revenue and finance policy process, methodology and steps for considering funding expenditure - ratios and incidence modelling for activities and rating units would be provided for further consideration at the 25 October workshop to enable visibility and a position on overall incidences, impacts and benefits to the wider community

·         LTP pre-engagement:

o    Approximately 400 submissions were received in first round

o    A summary of responses would be circulated to councillors along with a proposed list of questions for the second round of engagement.

In Response to Questions:

·         Science – staff were confident the level of service could be delivered with efficiencies that had been found, however noted limited ability for further efficiencies to be made without impacting statutory requirements and evidence based decision-making (Strategic Framework Goal 3)

·         Data Management – the expected increase in telemetry had been partly built in however, if Council decided to increase the service to support NPSFM requirements, costs would need to be revisited. Would look to increase revenue by providing shared services for water quality testing

·         Corporate support overheads - typically sat at approximately 25% however final costs would be assessed and scaled once other activities were reset

·         Communications – would be focused on prioritising work programmes and planning for the year ahead. Branding was important for recognition.

·         Facilities – recommended scenario 2 and moving towards fleet decarbonisation. The previous review had identified it was financially advantageous for Council to own its buildings

·         People & Capability – was cost neutral with $250K savings made with some easing within the summer student programme

·         Rates – were seeking interest from territorial authorities on the potential of providing shared services in phase 2 of the Rates project

·         Aged related subsidy – would need to be re-forecast and provided at a future workshop

·         Council’s contribution to Te Uru Kahika was approximately $300K. Information would be provided in the Councillors’ weekly newsletter

·         Public transport fares – options/costs would be provided after the General Elections, as it may have substantial impact on revenue and fares.

Key Points - Members:

·         Communications – comments viewed the annual visibility campaign survey as critical and the need to refocus suggesting further emphasis on story boards in focus areas, key messaging on buses/digital signs, a review of media monitoring suppliers and reduced graphic design of quarterly reporting

·         Requested further information on the Regional Fund, what it may be able to contribute and what funding would be required for City or Regional deal.

Direction Provided:

Support and Technical Services


·         Communications – Scenario 1 with a refocus on visibility, messaging, media monitoring and reduced graphic design for quarterly reporting

·         Corporate performance – Scenarios 1 and 2

·         Digital services – Scenario 1 and 2

·         Corporate facilities – Operating costs - Scenarios 1 and 2

·         Corporate facilities – Capital costs - Scenario 2

·         Internal services - Scenarios 1 and 2

·         Corporate - Rates - Scenario 1

·         Corporate - Risk & Assurance - Scenario 1

·         People & Capability – Scenario 1

3.     Conclusion

Key Points – Staff:

·         Identified to date a total collective savings of $4.4M from activities discussed at the 19 September workshop and at this workshop for Year One of the DLTP, leaving a remaining funding gap of $4.2M.

·         Activities that were to be revisited would be brought back to LTP Workshop 8 on 25 October 2023.



2:41pm - The workshop concluded.