Informal Workshop Notes – Annual Plan 2022/23

Regional Council

Held:                            9.30 am, Wednesday 27 April 2022, Council Chambers, Regional House, 1 Elizabeth Street, Tauranga and via Zoom

Chairperson:               Chairman Doug Leeder  

Deputy Chairperson:  Deputy Chairperson Jane Nees – via Zoom

Present:                       Cr Paula Thompson – via Zoom

Cr Matemoana McDonald

Cr Norm Bruning

Cr Bill Clark

Cr Kevin Winters – via Zoom

Cr Stuart Crosby

Cr Andrew von Dadelszen

Cr Lyall Thurston

Cr David Love

Cr Toi Kai Rākau Iti

Cr Stacey Rose – via Zoom

In Attendance:            Fiona McTavish – Chief Executive, Mat Taylor – General Manager Corporate, Namouta Poutasi – General Manager Strategy & Science, Sarah Omundsen – General Manager Regulatory Services, Chris Ingle – General Manager Integrated Catchments; Karen Aspey - Director, People & Leadership, Kataraina O’Brien – Director Strategic Engagement, Jessica Easton  Legal and Commercial Manager, Kumaren Perumal – Chief Financial Officer, Mark Le Comte – Principal Advisor Finance, Mereana Toroa – Finance Support Team Lead, Zhivan Alach – Organisational Performance Manager, Graeme Howard – Corporate Planning Lead, James Llewellyn – Transport & Urban Planning Manager, Tone Nerdrum Smith – Committee Advisor

Apologies:                  Cr Te Taru White

 

1.     Introduction by Chairperson

Welcomed those present, both in person and via Zoom. Advised that the Financial Fundamentals Presentation would be held in Public Excluded, followed by the public Annual Plan Workshop. The 2022/23 Annual Plan Workshop would be recorded, but not livestreamed, and the recording would be made available on Council’s YouTube channel afterwards (100) Bay of Plenty Regional Council - Annual Plan Workshop - 27 April 2022 - Zoom Recording - YouTube

 

The table below sets out the general subject of each paper to be considered while the public is excluded from the proceedings of this workshop, the reason for excluding the public, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for excluding the public:

Item No.

Subject of each paper to be considered

Reason for excluding the public in relation to each paper

Grounds under Section 48(1) for excluding the public

When the paper can be released into the public

1

Financial Fundamentals Presentation

Withholding the information is necessary to enable any local authority holding the information to carry out, without prejudice or disadvantage, commercial activities; 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)(h); 48(1)(a)(i) Section 7 (2)(f)(i).

To remain in public excluded.

 

1.00 pm – The Workshop reconvened following the Public Excluded section.

 

2.     Workshop Papers

2.1

Annual Plan Workshop Presentation

Presentation - Annual Plan Workshop - 27 April 2022: Objective ID A4093882  

 

This presentation covered each item of the workshop.

 

2.2

Budget Update

Mat Taylor – General Manager Corporate provided a brief outline of the paper.

 

Guidance Provided by Councillors:

Noted the updated estimates for the Draft Annual Plan 2022/23, the forecast reserves use, and rates impacts for the next iteration of Draft Annual Plan 2022/23, due to be presented at the 18 May 2022 deliberations.

 

 

2.3

Annual Plan and Long Term Plan Decisions and Implications

 

Presented by Zhivan Alach – Organisational Performance Manager, Karen Aspey - Director, People & Leadership and Graeme Howard – Corporate Planning Lead.

Key Points:

·     Provided a recap of the guidance provided to date.

 

Guidance Provided by Councillors:

Noted the implications of previous decisions made, and guidance given, over the past year in relation to the Annual Plan and Long Term Plan.

 

 

2.4

Financial Efficiencies Achieved by Council

 

Presented by Zhivan Alach – Organisational Performance Manager, Karen Aspey - Director, People & Leadership, and Graeme Howard – Corporate Planning Lead.

Key Points/in Response to Questions:

·     There was a high level of focus on fostering leaders within the organisations, i.e. to recruit; retain and develop

·     Covid-19 had accelerated how the organisation was working, e.g. working from home; audio visual meetings and reduction in travel

·     There needed to be a balance between work from home and work in office

·     Although challenging to achieve tangible measurement in efficiencies with increased working from home, anecdotal evidence indicated increased efficiencies when there was a good balance between personal/professional life

·     Council’s culture and staff opportunities was a significant component in the relatively low staff turnover.

 

Guidance Provided by Councillors:

Noted the information contained within this paper regarding financial efficiencies achieved in the recent past.

 

 

2.5

Draft Annual Plan 2022/23 - Proposals for increases in expenditure

 

Presented by Yvonne Tatton – Governance Manager, Sarah Omundsen – General Manager Regulatory Services, Namouta Poutasi - General Manager Strategy & Science, James Llewellyn – Transport & Urban Planning Manager

Key Points:

·     Clarified that the additional funding required for the 2022 election was $285,530

·     Provided an outline of the process for requests for additional funding towards the Regional Search & Rescue Services (RSRS)

·     Noted that Tauranga City Council had a contract in place with Surf Life Saving, which was ratepayer funded.

Key Points Chief Executive:

·     Provided an outline of the current situation with regards to the temporary bus interchange required when the Tauranga Civic Centre demolition commenced

·     The current business model meant Tauranga City Council funded the public transport interchange and infrastructure, with Regional Council funding the bus service

·     There were ongoing safety concerns at the Willow Street bus interchange due to antisocial/aggressive behaviour

·     The bus service was currently operating at lower levels of service (weekend schedule) triggered by the Omicron outbreak and the shortage of drivers

·     Public transport patronage had not met the projections, largely due to Omicron.

Key Points - Members:

·     Suggested approaching Department of Internal Affairs regarding possible cost contribution towards the additional election costs due to the continued appointment of Tauranga Commissioners, i.e. no election in 2022

·     Concerned that Tauranga ratepayers were paying rates for the RSRS, yet received less benefit than other parts of the region

·     Access for those with mobility issues to the temporary bus interchange to be located in Durham Street was critical and needed to form part of any negotiations between the various parties.

 

Guidance Provided by Councillors:

1.    Approved Increased Local Government Election costs for 2022, whether to include additional $285,350 operational expenditure in the draft AP 2022/23 budget, funded through General Rates.

2.    Declined Regional Safety and Rescue Services Funding, whether to include additional RSRS grant funding of $51,000 in the draft AP 2022/23 budget, funded via the RSRS Targeted rate.

3.    Noted the potential expenditure that is expected to come to Council for decision at the Annual Plan Deliberations meeting scheduled for 18 May 2022 relating to:

a)   Sustainable Homes Scheme – Loans;

b)   Tauranga CBD interchange, additional $343,000 of operational expenditure is anticipated for a full year, while the temporary Bus interchange is in operation.

The timing, and the uncertainty of the net effect on overall costs, means that it is suggested that this is funded through reprioritisation of existing budgets rather than an increasing Transport Targeted Rates in 2022/23.

 

 

 

 

 

1.57 pm - the workshop closed