Agenda of Bay of Plenty Mayoral Forum

Bay of Plenty Mayoral Forum

Membership

Chairperson	Mayor Tania Tapsell
Deputy Chairperson	Mayor Victor Luca
Members
Bay of Plenty Regional Council	Chairman Doug Leeder Chief Executive Fiona McTavish
Kawerau District Council	Mayor Faylene Tunui Chief Executive Morgan Godfery
Ōpōtiki District Council	Mayor David Moore Chief Executive Stace Lewer
Rotorua Lakes Council	Mayor Tania Tapsell (Chair) Chief Executive Andrew Moraes
Taupō District Council	Mayor David Trewavas 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 (Deputy Chair) Chief Executive Stephanie O’Sullivan
Quorum	N/A
Frequency	4-monthly

Triennial Agreement 2022 – 2025

The Bay of Plenty Mayoral Forum is guided by the Triennial Agreement, which is entered into after each local government election as a requirement under Section 15 of the Local Government Act 2002.

The Triennial Agreement 2022-2025 was signed to by each partner council on 27 February 2023.

Recording of Meetings

Please note the Public section of this meeting is being recorded and will be uploaded Bay of Plenty Regional Council’s web site 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 Mayoral Forum 3 May 2024

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

Agenda

1. Apologies

2. Acceptance of Late Items

3. Public Excluded Business to be Transferred into the Open

4. Minutes

Minutes to be Confirmed

4.1 Bay of Plenty Mayoral Forum Minutes - 2 February 2024 2

5. Ministerial Attendance

5.1 Attendance by the Honourable Minister Simeon Brown.

Hon Minister Brown will attend the Mayoral Forum at approximately 11.00 am.

6. Public Excluded Section

Resolution to exclude the public

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

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item No.	Subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Grounds under Section 48(1) for the passing of this resolution	When the item can be released into the public
6.1	Public Excluded Bay of Plenty Mayoral Forum Minutes - 2 February 2024	As noted in the relevant Minutes.	As noted in the relevant Minutes.	To remain in public excluded.
6.2	Workshop - Local Water Done Well	Withholding the information is necessary to maintain the effective conduct of public affairs through the free and frank expression of opinions by or between or to members or officers or employees of any local authority, or any persons to whom section 2(5) applies, in the course of their duty..	48(1)(a)(i) Section 7 (2)(f)(i).	To remain in public excluded.

Minutes to be Confirmed

6.1 Public Excluded Bay of Plenty Mayoral Forum Minutes - 2 February 2024

6.2 Workshop - Local Water Done Well

This item will be distributed under a separate cover.

7. Public Excluded Business to be Transferred into the Open

8. Readmit the Public

9. Consideration of Late Items

Bay of Plenty Mayoral Forum Minutes

2 February 2024

Bay of Plenty Mayoral Forum

Open Minutes

Commencing: Friday 2 February 2024, 1:00pm

Venue: Council Chambers, Regional House, 1 Elizabeth Street, Tauranga and via Zoom

Chairperson: Mayor Tania Tapsell – Rotorua Lakes Council

Deputy Chairperson: Mayor Victor Luca – Whakatāne District Council

Members: Chairman Doug Leeder – Bay of Plenty Regional Council

Commission Chair Anne Tolley – Tauranga City Council

Mayor Faylene Tunui – Kawerau District Council

Mayor David Moore – Ōpōtiki District Council

Mayor James Denyer – Western Bay of Plenty District Council

In Attendance: Staff: Stephanie O'Sullivan - Chief Executive, Whakatāne District Council; Fiona McTavish - Chief Executive, Bay of Plenty Regional Council; John Holyoake - Chief Executive, Western Bay of Plenty District Council; Stace Lewer - Chief Executive, Ōpōtiki District Council; Gina Rangi - Acting Chief Executive, Rotorua Lakes Council (late arrival), Tone Nerdrum Smith – Senior Advisor Governance

Apologies: Mayor David Trewavas – Taupō District Council; Julie Gardyne - Chief Executive, Taupō District Council; Marty Grenfell - Chief Executive, Tauranga City Council; Morgan Godfery - Chief Executive, Kawerau District Council; Gina Rangi - Acting Chief Executive, Rotorua Lakes Council (late arrival)

1. Opening Karakia

A karakia was provided by Mayor Tania Tapsell.

2. Recording Statement

Mayor Tapsell reminded those present that the open section of this meeting was being recorded and that the recording would be made available on the Bay of Plenty Regional Council website following the meeting. https://www.youtube.com/watch?v=el-mYTFMQ6I

3. Apologies

Resolved

That the Bay of Plenty Mayoral Forum:

1 Accepts the apologies from Mayor David Trewavas – Taupō District Council; Julie Gardyne - Chief Executive, Taupō District Council; Marty Grenfell - Chief Executive, Tauranga City Council; Morgan Godfery - Chief Executive, Kawerau District Council, Gina Rangi - Acting Chief Executive, Rotorua Lakes Council (late arrival) tendered at the meeting.

Tolley/Denyer

CARRIED

4. Items not on the Agenda

The Pyrolysis of Tyres opportunity raised by Mayor Luca (refer item 9.1 of the minutes of the meeting on 24 November 2024) would be further discussed as an item not on the agenda.

5. Minutes

Minutes to be Confirmed

5.1

Bay of Plenty Mayoral Forum Minutes - 24 November 2023

Matters Arising:

Item 6.1 – Te Whatu Ora Localities and Locality Boundary Determination: Chairman Leeder to follow up with regards to ‘element of co-funding’ required for the workstream as clarification regarding what this entailed was required;

Item 6.2 – Sea Cleaners Looking After Our Environment: Noted the direction for Chief Executives to co-ordinate the Sea Cleaners’ submission to the respective Councils’ Long Term Plans;

Item 9.1 - Pyrolysis of Tyres: To be discussed as an Item Not on the Agenda. Noted that Te Maunga Transfer Station business case was delayed until March 2024.

Resolved

That the Bay of Plenty Mayoral Forum:

1 Confirms the Bay of Plenty Mayoral Forum Minutes - 24 November 2023 as a true and correct record.

Tapsell/Luca

CARRIED

6. Reports

Decisions Required

6.1

Letter to Hon Min Simeon Brown for Approval

Fiona McTavish – Chief Executive spoke to this item.

Key Points:

· Noted that the draft letter had been approved by all Chief Executives and it was now being presented to the Forum for approval.

Key Points - Members:

· Worked through the letter and suggested changes (refer resolution 2 below)

· Recognised the strategic and opportunity driven angle of the letter

· Queried the need/suitability of the Attachment as the level details detracted from the strategic approach of the main letter.

Key Points - Staff:

· Clarified the key priorities as set out in the attachment to the report (agenda pg 20) relating to Eastern Bay, which had been raised through the Eastern Bay Leadership Group.

Resolved

That the Bay of Plenty Mayoral Forum:

1 Receives the report, Letter to Hon Min Simeon Brown for Approval.

2 Approves the letter as attached, inviting Minister Chris Bishop, Minister Shane Jones and Minister Simeon Brown to the Mayoral Forum meeting on 3 May 2024, with the following amendments :

· Expand the invitees to include Minister Chris Bishop, Minister Shane Jones and Minister Simeon Brown

· Update/replace logos for each Council as appropriate

· Implement minor typographical changes

· Add ‘inequity’ to the list of issues under ‘Safe, supported and empowered Bay of Plenty residents’

· Add recognition of the significant cost of 3 Waters to the communities

· Add new bullet under ‘Productivity in our regional economy’: “Maintaining airlines and airports that meet local and tourist needs”

· Remove Attachment 1.

Tunui/Denyer

CARRIED

7. Public Excluded Section

Resolved

Resolution to exclude the public

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

Item No.	Subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Grounds under Section 48(1) for the passing of this resolution	When the item can be released into the public
7.1	Workshop: Water Infrastructure/3 Waters Business Case Update	Withholding the information is necessary to maintain the effective conduct of public affairs through the free and frank expression of opinions by or between or to members or officers or employees of any local authority, or any persons to whom section 2(5) applies, in the course of their duty; and withholding the information is necessary to not unreasonably prejudice the commercial position of the person who supplied or is the subject of the information.	48(1)(a)(i) Section 7 (2)(f)(i); and 48(1)(a)(i) Section 7 (2)(b)(ii)	To remain in public excluded.

2 That Vaughan Payne – Department of Internal Affairs, Sinead Hart – Department of Internal Affairs, Sarah Baddeley – Martin Jenkins be permitted to stay in the public excluded section of the meeting due to their knowledge of the matter under discussion, being Workshop on Water Infrastructure.

Moore/Tolley

CARRIED

8. Consideration of Items not on the Agenda

8.1

Pyrolysis of Tyres

Presented By: Mayor Luca.

Key Points:

· Sought clarification regarding any appetite to pursue the Pyrolysis of Tyres technology as part of the regional waste strategy

· Noted that the delivery of Te Maunga Transfer Station business case had been delayed until March 2024

· A business case for inclusion of the Pyrolysis technology would be required

· Noted that TCC was responsible for the development of the Regional Waste Strategy.

Action Points:

· Commissioner Tolley to compile information regarding the Regional Waste Strategy/Te Maunga Transfer Station redevelopment progress and circulate to Forum Members

· This matter to be added to the next meeting agenda.

9. Closing Karakia

A karakia was provided by Mayor Tapsell.

4.27 pm – the meeting closed.

Confirmed

Mayor Tania Tapsell

Chairperson, Bay of Plenty Mayoral Forum