Open Minutes
Commencing: Thursday 20 May 2021, 9.30 am
Venue: Mataatua Room, Bay of Plenty Regional Council Building 5 Quay Street, Whakatane 3120
Chairperson: Chairman Doug Leeder
Deputy Chairperson: Deputy Chairperson Jane Nees
Members: Cr Bill Clark
Cr Stuart Crosby – via Zoom
Cr Toi Kai Rākau Iti
Cr David Love
Cr Matemoana McDonald
Cr Stacey Rose – via Zoom
Cr Paula Thompson – via Zoom
Cr Lyall Thurston
Cr Andrew von Dadelszen
Cr Te Taru White – via Zoom
Cr Kevin Winters
In Attendance: Fiona McTavish – Chief Executive, Mat Taylor – General Manager Corporate, Sarah Omundsen – General Manager Regulatory Services, Chris Ingle – General Manager Integrated Catchments, Debbie Hyland – Finance and Transport Operations Manager, Mereana Toroa - Finance Support Team Lead, Tobias Fransson – Performance Analyst, Annabel Chappell – Manager, Special Projects, Glen Clarkin – Enterprise Systems Manager, Tone Nerdrum Smith – Committee Advisor
Phil Wardale – Whakatāne Harbour Project Presentation
Apologies: Cr Norm Bruning, Cr Stuart Crosby (late arrival via Zoom), Cr Stacey Rose (early departure via Zoom)
https://www.youtube.com/playlist?list=PLNI0sfOqUe3jM4OpzWNrm1DpUmpW1k7ie
1. Opening Karakia
A karakia was provided by Cr Iti.
2. Apologies
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That the Regional Council: 1 Accepts the apologies from Cr Norm Bruning; Cr Stuart Crosby (late arrival via Zoom) and Cr Stacey Rose (early departure via Zoom) tendered at the meeting. CARRIED |
3. Declaration of Conflicts of Interest
None declared.
4. Minutes
Minutes to be Confirmed
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Regional Council Minutes - 1 April 2021 Matters Arising Item 7.5 ‘Enhancing Youth Engagement’, resolution 3: Noted that the resolution to “Considers an additional budget of $45,000…” had been amended to $75,000 during the LTP deliberations on 12 May 2021. Being a resolution to ‘consider’ rather than ‘confirm’ there was no requirement to rescind the resolution. |
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That the Regional Council: Confirms the Regional Council Minutes - 1 April 2021 as a true and correct record. CARRIED |
Minutes to be Received
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Rangitāiki River Forum Minutes - 4 December 2020 |
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That the Regional Council: Receives the Rangitāiki River Forum Minutes - 4 December 2020. CARRIED |
5. Presentations
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Whakatāne Boat Harbour Project Update Presentation - Whakatane Boat Harbour Project - Council 20 May 2021 pdf: Objective ID A3805433 ⇨ Presented by: Phil Wardale - Project Director. |
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· The original proposal to replace/upgrade the existing wharf had progressed to form part of the more comprehensive Whakatāne regeneration programme, for which Provincial Growth Funding had been granted · Several options for the location and configuration of the Boat Harbour had been considered, before the Keepa Road option was confirmed · Next steps included: o Application drafting o Assessment of Environmental Effects o Cultural Impact Assessment completion o Community consultation with AEE findings – June 2021 o Concession application to cross Department of Conservation land · The discovery that the Wharf was not as corroded as first assessed, meant it was being remediated, rather than being replaced by: o Reconstruction of decayed under wharf concrete elements o Works package valued at $3m, co-funded 50% by the Provincial Development Unit (PDU) o Contractor procurement had been completed during lockdown o Works commenced July 2020 and expected completion was June 2021 10.15am – Cr Crosby entered the meeting (via Zoom).
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6. Reports
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Chairperson's Report Key Points - Members: · Loadstone had a number of solar farm sites nationally, with three being established in the Bay of Plenty · The solar panels were pivot mounted and moved with the sun, and the land would be utilised for farming purposes. Key Points - Staff: · Council currently sponsored the Balance Farm Environment Awards. |
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That the Regional Council: 1 Receives the report, Chairperson's Report. CARRIED |
Decisions Required
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Rates Collection Project Update Presented by: Annabel Chappell – Manager, Special Projects - and Glen Clarkin – Enterprise Systems Manager. Key Points: · Outlined the project currently in place to implement the decision to collect the Regional Council rates internally, rather than for the territorial authorities continuing to collect rates as a contracted service · Factors such as increased visibility; efficiency and cost considerations had prompted the change · A key factor in the project was to ensure the customer experience was positive · Project team was working closely with the territorial authorities · The complete net financial impacts were not yet known as the project was still in the discovery phase · Recognised the complexity of the project with a number of clearly identified workstreams. |
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That the Regional Council: 1 Receives the report, Rates Collection Project Update. 2 Notes the progress made towards Bay of Plenty Regional Council moving to an in-house rates collection service. 3 Approves the Procurement Plan for the rates collection technology system. 4 Delegates approval to the Chief Executive to award the contract for the rates collection technology system, provided the costs are within the budget as set out in the draft Long Term Plan 2021-2031. CARRIED |
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Eastern BOP Road Safety Operations Group Appointment |
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10:44am - Cr Rose withdrew from the meeting (via Zoom). |
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That the Regional Council: 1 Receives the report, Eastern BOP Road Safety Operations Group Appointment. 2 Agrees to disestablish the Eastern Bay of Plenty Road Safety Committee. 3 Notes the Eastern Bay of Plenty Road Safety Operations Group’s Terms of Reference. 4 Appoints Cr Bill Clark as its representative to the Eastern Bay of Plenty Road Safety Operations Group. CARRIED |
Information Only
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Arotake Tuatoru 2020/21 - Performance Monitoring Report Quarter Three Presentation - Arotake Tuatoru 2020-21 - Performance Monitoring Report Quarter Three - Council 20 May 2021 pdf: Objective ID A3808177 ⇨ Presented by: Debbie Hyland – Finance and Transport Operations Manager, Tobias Fransson – Performance Analyst and Mereana Toroa - Finance Support Team Lead, supported by Chris Ingle – General Manager Integrated Catchments. Key Points: · Outlined both the financial and non-financial performance for the nine months ended 31 March 2021. Key Points - Members: · Noted the additional resolution relating to the Rotorua Te Arawa Lakes Wastewater Scheme passed at the Rotorua Te Arawa Lakes Strategy Group meeting on 14 May 2021 that, if the Minister for the Environment did not adjust the current Deed Funding, the Strategy Group would review the allocation of the remaining Deed Funds required to complete the outstanding work, with priority given to completing Rotoiti · Further noted that any decisions with regards to re-allocation of funding would be referred to each parent Council/the Crown for ratification · Important that, if re-allocation of funding was considered, any potential impact on other areas of responsibility was clearly identified and assessed. |
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· Chief Executive to brief Councillors on the potential implications of the Rotorua Te Arawa Lakes Strategy Group’s resolution with regards to Deed funding re-allocation. |
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That the Regional Council: 1 Receives the report, Arotake Tuatoru 2020/21 - Performance Monitoring Report Quarter Three. 2 Confirms the public be excluded on the grounds set out in the Local Government Official Information and Meetings Act 1987 from consideration of the following report attachments: (a) Bancorp Treasury Report March 2021 under Section 48(1)(a)(i) Section 7 (2)(b)(ii) as withholding the information is necessary to protect information where the making available of the information would be likely to unreasonably prejudice the commercial position of the person who supplied or who is the subject of the information and that this attachment remain in Public Excluded. (b) Toi Moana Trust March 2021 Quarterly Report under Section 48(1)(a)(i) Section 7 (2)(b)(ii) as withholding the information is necessary to protect information where the making available of the information would be likely to unreasonably prejudice the commercial position of the person who supplied or who is the subject of the information and that this attachment remain in Public Excluded. CARRIED |
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Resolution to exclude the public 1 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:
CARRIED |
11.02 am – the meeting closed.
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Chairperson, Regional Council