RDC-1105036 1 Operations and Monitoring Committee meeting Agenda 4 March 2021 01-15-226 RDC-1105036
Kaupapataka Agenda NOTICE OF MEETING FOR THE OPERATIONS & MONITORING COMMITTEE
Date: Thursday 4 March 2021
Time: 12.00pm
Venue: Council Chamber
MEMBERSHIP Chairperson Cr Tapsell Deputy Chairperson Cr Yates Members Mayor Chadwick Cr Bentley Cr Donaldson Cr Kai Fong Cr Kumar Cr Macpherson Cr Maxwell
Cr Raukawa-Tait Cr Wang Mrs Rothwell (Lakes Community Board member) Mr Heard (Rural Community Board member) Ms Bray (Te Tatau o Te Arawa Board member) Mr Waru (Te Tatau o Te Arawa Board member)
Quorum 8
Back to index RDC-1105036 2 Operations and Monitoring Committee meeting Agenda 4 March 2021 OPERATIONS AND MONITORING COMMITTEE DELEGATIONS
Type of Committee Committee
Subordinate to Council
Subordinate Committees n/a
Legislative Basis Schedule 7 S30 (1) (a), Local Government Act 2002.
Purpose The purpose of the Operations and Monitoring Committee is to assist the Council to ensure consolidated and complete reporting and monitoring of all financial and non-financial information and performance measures against the Annual Plan, Long-term Plan and strategic goals/priorities.
Reference 01-15-226 Membership Councillor Tapsell (Chair) Councillor Yates (Deputy Chair)
The Mayor and all councillors 2 Te Tatau o Te Arawa members 1 Lakes Community Board member 1 Rural Community Board member
Full voting rights for all members Quorum 8
Meeting frequency Monthly
Delegations The Committee’s role is recommendatory only.1 It is authorised to take the actions precedent to the exercise by the Council of its statutory responsibilities, duties and powers, by: Monitoring and reporting on the performance of the Council in terms of the organisational targets set in the Long Term Plan and Annual Plan – both financial and non-financial; Monitoring and reporting on operational performance and benchmarking; Undertaking quarterly reviews and reporting on Council’s financial performance; Monitoring, reviewing and reporting on the performance of council controlled organisations; Monitoring, reviewing and reporting on Council’s tender and procurement processes; Monitoring, reviewing and reporting on the performance and management of Council contracts; Monitoring, reviewing and reporting on the performance and management of major capital projects (including considering and making recommendations on issues that may arise);
1 Council is authorised to delegate anything precedent to the exercise of Council’s powers, duties and functions - Schedule 7, S32 of the Local Government Act 2002
Back to index RDC-1105036 3 Operations and Monitoring Committee meeting Agenda 4 March 2021 Providing oversight and making recommendations in respect of proposals to exercise the powers and remedies of the General Conditions of Contract (by Council as “Principal”) – including taking possession of, determining, or carrying out urgent repairs to works covered by the contract; Considering and making recommendations as to the settlement of uninsured claims for compensation or damages where the amount exceeds the amounts delegated to council officers; Considering and making recommendations on requests for Council to guarantee third party loans; Considering and making recommendations on proposals and requests for the grant of easements or rights of way over Council property; Considering and making recommendations in respect of proposals to which will or are likely to significantly vary the levels and/or terms of insurance for Council assets; Such other functions as the Council may direct from time to time.2
Relevant Statutes All the duties and responsibilities listed above must be carried out in accordance with the relevant legislation.
Limits to Delegations The Committee does not have the delegated authority to make decisions for and on behalf of the Council. All matters requiring a decision of Council must be referred, by way of recommendation, to the Council for final consideration and determination.
In the event that the Council resolves not to approve or adopt a Committee recommendation, the item shall be returned to the Committee via the Chief Executive for review and subsequent referral to the Council for further consideration and determination.
2 A committee is subject in all things to the control of the local authority, and must carry out all general and special directions of the Council given in relation to the committee - see Schedule 7, S30(3) of the Local Government Act 2002.
Back to index RDC-1105036 4 Operations and Monitoring Committee meeting Agenda 4 March 2021 Order of Business
1 Opening karakia - Karakia whakapuaki ...... 5
2 Apologies - Ngā whakapaaha ...... 5
3 Declarations of interest - Whakapuakitanga whaipānga ...... 5
4 Urgent items not on the agenda - Ngā take whawhati tata kāore i te rārangi take .... 5
5 Confirmation of Minutes – Te whakaū i ngā meneti ...... 6 5.1 Operations & Monitoring Committee Meeting Minutes 4 February 2021 ...... 6
6 Staff Reports – Pūrongo Kaimahi ...... 10 6.1 Operational Updates for Council from Rotorua Economic Development Limited, Infracore Limited and Rotorua Airport Limited ...... 10 6.2 Financial Performance for the seven months ended 31 January 2021 ...... 36 6.3 Operational Report for January 2021 ...... 39
7 Resolution To Go Into Public Excluded - Ka Matatapu Te Whakataunga I Te Tūmatanga ...... 65
Back to index RDC-1105036 5 Operations and Monitoring Committee meeting Agenda 4 March 2021 1 Opening karakia - Karakia whakapuaki
2 Apologies - Ngā whakapaaha The Chairperson invites notice from members of: 1. Leave of absence for future meetings of the Rotorua Lakes Council; or 2. Apologies, including apologies for lateness and early departure from the meeting, where leave of absence has not previously been granted.
3 Declarations of interest - Whakapuakitanga whaipānga Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.
4 Urgent items not on the agenda - Ngā take whawhati tata kāore i te rārangi take Items of business not on the agenda which cannot be delayed The Chairperson will give notice of items not on the agenda as follows: Matters Requiring Urgent Attention as Determined by Resolution of Rotorua Lakes Council The Chairperson shall state to the meeting. 1. The reason why the item is not on the agenda; and 2. The reason why discussion of the item cannot be delayed until a subsequent meeting. The item may be allowed onto the agenda by resolution of the Rotorua Lakes Council. s.46A (7), LGOIMA
Discussion of minor matters not on the agenda. Minor Matters relating to the General Business of the Rotorua Lakes Council. The Chairperson shall state to the meeting that the item will be discussed, but no resolution, decision, or recommendation may be made in respect of the item except to refer it to a subsequent meeting of the Rotorua Lakes Council for further discussion s.46A (7), LGOIMA
Back to index RDC-1102689 6 Operations and Monitoring Committee meeting Agenda Previous Minutes 4 March 2021 5 Confirmation of Minutes – Te whakaū i ngā meneti
5.1 Operations & Monitoring Committee Meeting Minutes 4 February 2021 01-15-226\02 RDC-1099504
Minutes Operations & Monitoring Committee meeting held Thursday 4 February 2021 at 9:30am in the Council Chamber, Rotorua Lakes Council
MEMBERS PRESENT: Cr Tapsell, (Chair) Cr Yates (Deputy Chair), Mayor Chadwick, Cr Bentley, Cr Donaldson, Cr Kai Fong, Cr Kumar, Cr Macpherson, Cr Maxwell, Cr Raukawa-Tait Cr Wang, Ms Bray (Te Tatau o Te Arawa), Mr Heard (Rural Community Board) and Miss Rothwell (Lakes Community Board)
APOLOGIES: Mr Waru; Cr Kumar for lateness
IN ATTENDANCE Eraia Kiel and Stacy Gordine, Te Puia
STAFF PRESENT: C Tiriana, Acting CEO; O Hopkins, Manager Corporate Planning & Governance; J.P Gaston, Group Manager Strategy; S Michael, General Manager Infrastructure; T Collé, CFO/Group Manager Business Support; J Mikaere, Group Manager Operations; G Rangi, Manahautū Māori; I Tiriana, Manager Council Communications; A McGregor, Operations Programme Director; S Brown, Manager Arts & Culture; R Horn, Inner City Manager; R Dunn, Governance Lead; I Brell, Governance Support Advisor.
The meeting opened at 9.30am.
The Chair welcomed elected members, media, staff and the public. Mayor Chadwick welcomed committee members and provided a brief overview for 2021.
1 KARAKIA WHAKAPUAKI OPENING KARAKIA
Cr Yates opened the meeting with a Karakia.
Attendance: Cr Kumar joined the meeting at 9.36am.
2 NGĀ WHAKAPAAHA
Back to index RDC-1102689 7 Operations and Monitoring Committee meeting Agenda Previous Minutes 4 March 2021 APOLOGIES
RESOLVED
That the apologies
That the apologies from Mr Waru and Cr Kumar for lateness be accepted.
Moved: Cr Kumar Seconded: Cr Donaldson CARRIED
3 WHAKAPUAKITANGA WHAIPĀNGA DECLARATIONS OF INTEREST
No conflicts declared.
4 NGĀ TAKE WHAWHATI TATA KĀORE I TE RĀRANGI TAKE URGENT ITEMS NOT ON THE AGENDA
No urgent items.
5 TE WHAKAŪ I NGĀ MENETI CONFIRMATION OF MINUTES
OPERATIONS AND MONITORING COMMITTEE MEETING – 5 NOVEMBER 2020
Resolved
“That the minutes of the Operations and Monitoring Committee meeting held 5 November 2020 be confirmed as a true and correct record”.
Moved: Cr Yates Seconded: Cr Maxwell CARRIED 6 PŪRONGO KAIMAHI STAFF REPORTS
RECOMMENDATION FINANCIAL PERFORMANCE FOR THE SIX MONTHS ENDED 31 DECEMBER 2020 RDC-1094409 Resolved
That the report ‘Financial performance for the six months ended 31 December 2020’ be received.
Moved: Cr Macpherson
Back to index RDC-1102689 8 Operations and Monitoring Committee meeting Agenda Previous Minutes 4 March 2021 Seconded: Cr Yates CARRIED Thomas Collé spoke to a presentation ‘Operating Financial Performance for the period July to December 2020’ (Attachment 1)
RECOMMENDATION OPERATIONAL REPORT FOR NOVEMBER TO DECEMBER 2020 RDC-1090628 Resolved
1. That the report ‘Operational Report for November to December 2020’ be received;
Moved: Cr Raukawa-Tait Seconded: Cr Yates CARRIED The following Group managers spoke to their section of the Operational Report:
Strategy Group – J-P Gaston Mr Gaston spoke to a presentation ‘Residential & Housing update (Attachment 2)
Operations Group – Jocelyn Mikaere Ms Mikaere and Richard Horn spoke to a presentation ‘Community Safety update’(Attachment 3) After the update and with staff advice, committee members agreed to schedule an extraordinary council meeting,11 February to consider an extension to the current alcohol ban.
After a video presentation of Te Ahi Tupua (Attachment 4) Ms Mikaere introduced Stacy Gordine, designer and Eria Kiel, Te Puia, to provide an overview of the project.
The meeting adjourned at 11.20am and resumed at 11.35am.
Infrastructure Group – Stavros Michael Mr Michael spoke to a presentation “Rotorua Lakes Council key points infrastructure (Attachment 5)
Business Support Group – Thomas Collé Mana Hautū Māori – Gina Rangi
7 KA MATATAPU TE WHAKATAUNGA I TE TŪMATANUI RESOLUTION TO EXCLUDE THE PUBLIC
RESOLVED
That the Committee move into Public Excluded session.
Moved: Cr Macpherson Seconded: Cr Bentley CARRIED
Back to index RDC-1102689 9 Operations and Monitoring Committee meeting Agenda Previous Minutes 4 March 2021 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: General subject of each matter to be Reason for passing this Ground(s) under considered resolution in relation to each Section 48(1) for matter passing of this resolution Te Whare Taonga o Te Arawa – Structural Protect information where the Section 48(1)(a) Engineering Review making available of the Section 7(2)(b)(ii) information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.
Te Whare Taonga o Te Arawa – Structural Enable any local authority holding Section 48(1)(a) Engineering Review the information to carry on, Section 7(2)(i) without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). Te Whare Taonga o Te Arawa – Structural Enable any local authority holding Section 48(1)(a) Engineering Review the information to carry out, Section 7(2)(h) without prejudice or disadvantage, commercial activities.
This resolution is made in reliance on Section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Sections 6 or 7 of the Act or Sections 6, 7 or 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above (in brackets) with respect to each item.
OPEN SESSION
To be confirmed at the Operations & Monitoring Committee meeting on 4 March 2021
………….…………………………… Chairperson
Note 1: Rotorua Lakes Council is the operating name of Rotorua District Council Note 2: Attachments to these minutes are available on request or on Council’s website www.rotorualc.nz
Back to index RDC-1102689 10 Operations and Monitoring Committee meeting Agenda CCO updates 4 March 2021 6 Staff Reports – Pūrongo Kaimahi
File No: 01-15-226 RDC-1100586
ROTORUA LAKES COUNCIL
Mayor Chairperson and Members OPERATIONS & MONITORING COMMITTEE
6.1 Operational Updates for Council from Rotorua Economic Development Limited, Infracore Limited and Rotorua Airport Limited
Report prepared by: Thomas Collé, CFO/Business Support Manager Report approved by: Geoff Williams, Chief Executive
1. TE PŪTAKE PURPOSE
The purpose of this report is to provide the committee with an operational update for the second quarter October - December 2020 for Council Controlled Organisations [CCOs]: . Rotorua Economic Development Limited . InfraCore Limited . Rotorua Airport Limited
2. TŪTOHUNGA RECOMMENDATION
That the report ‘Operational Updates for Council from Rotorua Economic Development Limited, InfraCore Limited, Rotorua Airport Limited and’ be received.
3. NGĀ APITIHANGA ATTACHMENTS
Attachment 1: Rotorua Economic Development Limited (Pages 11-18) Attachment 2: InfraCore Limited (Pages 20-29) Attachment 3: Rotorua Airport Limited (Pages 30-35)
RDC-1102689 11 Operations and Monitoring Committee meeting Agenda ATTACHMENT 1 4 March 2021
CCO – Rotorua Economic Development trading as Destination Rotorua QUARTERLY REVIEW REPORT October 2020 – December 2020
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 11 Back to index RDC-1102689 12 Operations and Monitoring Committee meeting Agenda ATTACHMENT 1 4 March 2021 CONTENTS
QUARTERLY HIGHLIGHTS 13-16 1. Investment and Development 2. Intelligence and Marketing 3. Visitor Experience and Services
FINANCIAL MANGEMENT 17
KEY MONITORING INDICATORS REPORT 18
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 12 Back to index RDC-1102689 13 Operations and Monitoring Committee meeting Agenda ATTACHMENT 1 4 March 2021
QUARTERLY HIGHLIGHTS
1. Investment and Development
Commercial Land Development Engaged with land owners at the Eastern Gateway precinct (Airport, Eastgate Developments, Ngati Whakaue, Tribal Lands) on the concept of developing a master plan for the area and joint marketing of a gateway business park.
Industrial Land Development Facilitating storm water and transport modelling by external consultants for industrial land development by Peka Trust. Engaging with NZTA to ensure transport modelling is in line with their ‘road to zero’ targets.
Lakefront We’ve been engaging directly with lakefront operators to ascertain their potential area and operational requirements if they were to go into a new lakefront commercial building. At the same time we’ve been engaging with Veros Property Services and constructing our own modelling to build the commercial investment case for the building.
Te Pūtake o Tawa Finalised issuance of concessions for 3 operators at Te Putake o Tawa. Facilitated several meetings (concessionaires/RLC/planning/architect) regarding requirements on site.
Tokorangi / Longmile Collated feedback and strategic input form RLC and CNI, then compiled and issued the Request for Proposal document seeking hospitality proposals for Tokorangi. Further follow-up with interested parties, as well as engaging with two other parties looking at visitor experience proposals concurrent with the Longmile development.
Creating a vibrant inner city The first meeting of the Rotorua inner city business activation programme Takiwā Champions. Takiwā means district, area, vicinity or precinct, and the champions are a group of inner city business owners who’ve accepted our invitation to get involved in helping create a vibrant CBD, starting with activations aimed to encourage more people into the CBD and enjoy interactive experiences. These Takiwā Champions will be implementing a recommendation from the Inner City Development Sector Group, one of four sector groups formed early this year as the COVID-19 response, recovery and reinvigoration strategy created by the Rotorua Inc. Whakahouhia te Whare Ōhanga Build Back Better Steering Group.
2. Intelligence and Marketing
Website launch Since the launch of the new website on 14 October 2020, RotoruaNZ.com has sent 14,080 leads to business operator websites, online booking pages, phone calls and emails. This is a new measure, as we were only
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 13 Back to index RDC-1102689 14 Operations and Monitoring Committee meeting Agenda ATTACHMENT 1 4 March 2021 able to report on leads by specific campaign under the old website. However, we will continue to monitor this metric for future reports.
The overall performance of the new website and inspirational content has seen a significant increase in quality traffic from Google Search. More people are staying on the site and staying longer.
Key wins: Bounce rate is well under the industry standard at 34% (lower the better) Average time on page, has increased by 36% Faster page loading on mobile phones - faster than the industry standard Overall site health measure has improved from 53% to 73% 32 products have been setup and are now available for online purchase Our Facebook channel is also performing well with reach up 115% and post engagement up 69% over the past 28 days.
Summer campaign Over summer we will be running a full digital and social campaign targeting our four key microsegments: Pink dollar – all ages Mountain Bikers / Aspirational Males – 25-50 years Midweekers / semi-retired couples (younger end of the active retiree market) Teen influencers - family
Media collaboration and famils We’ve continued to host a number of carefully selected travel writers, journalists and social media influencers because we know that the stories these people share are a powerful way of conveying the Rotorua experience to their followers.
GoPro Hero9 Black launch partnership The PR company managing the launch of the new GoPro camera approached us to partner with the brand because they felt that Rotorua’s reputation for adventure aligned perfectly to the GoPro brand values. Content captured on the HERO9 throughout the weekend was included in two articles in Stuff.co.nz, and also across the ambassadors’ and GoPro’s own social channels.
Publications The team has completed the annual Official Visitor Guide that gets distributed nationally through the i-SITE network for the next 12 months, as well as the RED Annual Report, which was completed prior to the RED AGM on 10 December.
Destination identity/Place Brand We have completed the first phase of our work to define an enduring, compelling and differentiating single organising idea (he whakaaro tuituia) that encapsulates Rotorua’s unique identity and provides a connection between all of our stories and messaging for any audience - visitor, local, investor, business etc. Mike Pepper and Jef Wong from DesignWorks spent two days in Rotorua to explore the creative territories with small groups of people representing RED staff and Board, RLC and Te Tatau o Te Arawa.
The themes of healing, mauri & life force, knowledge & learning, maramatanga, reciprocity, and whanaungatanga came through very strongly, as did the importance of remembering the past to enrich the future. The challenges that we face as a community were shared openly and the need to present an authentic, yet aspirational kaupapa was emphasised.
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 14 Back to index RDC-1102689 15 Operations and Monitoring Committee meeting Agenda ATTACHMENT 1 4 March 2021 Mediahub The team has launched a new online storage and sharing facility for all Rotorua images and video. From an operational perspective, this will solve existing storage challenges with unlimited cloud storage capacity to create a single repository for all Rotorua content. However, the real advantage is that we can offer the hub as a service to Rotorua businesses to share their own content as part of our destination library. Other new features include intuitive search, AI auto tagging and bulk editing.
Business events To enhance the customer experience we have implemented a Business Events Toolkit on our website. Last month we worked with the mayor to record videos that are now a part of our promotional toolkit that clients have access to in order to promote their events to their delegates. An extra touch to help potential visitor understand why they should consider Rotorua for their events.
Digital Marketing In order to directly target key potential customers we have put out an RFP to collaborate with a LinkedIn specialist to launch our new BE videos and marketing campaign. While we will also use tried and tested channels including FB, Instagram, YouTube, and Google, we wish to utilise next level capabilities that will ensure we get our message directly to key potential clients. The campaign will launch late January/ early February when our clients are back in the office and in the right headspace to think about event planning for the upcoming year. This will also be a key time that visitors will start to decrease, Business Events has a key role to encourage visitors outside of peak summer.
Media We are working with NZ based media agencies, including ethnic focused agencies, to promote Rotorua as a BE option for their key corporate accounts to bring incentive trips and conferences. The intention is for these media agencies will act as PCOs and IBOs especially for domestic markets.
Business Events Reconnect Auckland BE Reconnect networking event hosted by CINZ (now BEIA – Business Events Industry Aotearoa) will be held on 1 December. The team took the opportunity to host new corporate and Incentive Clients that evening. We will focus on new business opportunities, with the ambition to raise awareness of Rotorua as a viable option to replace their usual offshore team events (conference, incentive etc).
Regional Events Funding ($3.75M for IMA group) The funds will be available through to a contestable fund to support potential applicants to understand the process. The team is running a capability and information workshops on the 16 Feb 2021 in order to ensure potential applicants are fully aware of the process.
Destination Events Strategy (REF funding) Regional events stimulate visitor numbers and spend. Recent TNZ research specifies that a large portion of visitors’ ‘incentive’ to visit a destination is driven by some form of event in the region they are visiting. This is an opportunity to bring all council events departments together. It will be led by RED, however will incorporate Sports, Arts & Culture and Business Events. This work will tie in with the Destination Management plan.
Destination Management Plan In August last year Rotorua Economic Development received funding from the Government’s Strategic Tourism Asset Protection Programme to complete the development of a destination management plan for Rotorua. The plan will explore options to unlock and enable sustainable growth and resilience for the destination through a visitation lens, taking a holistic approach across the four wellbeings (Social, Cultural,
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 15 Back to index RDC-1102689 16 Operations and Monitoring Committee meeting Agenda ATTACHMENT 1 4 March 2021 Economic and Environmental). This broad engagement approach will allow the plan to be cognisant of the wider issues, opportunities and planning being undertaken for the district, including Vision 2030 – The Rotorua Way, but enable it to be focussed on those aspects which are relevant to Rotorua lakes District as a functioning and thriving visitor destination. Two consultants, Dave Bamford and Rowan Sapsford were appointed late last year and are currently working through a situational analysis to develop the plan in partnership with RED, Rotorua Lakes Council and Te Tatau o te Arawa.
ECNI Agent Training As part of our collaboration with the ECNI group, we are delivering two webinars in late November, December. The first is a short ‘Rotorua update’ to NZ and Australian based inbound tour operators. The second is a 1 hour training session training on ‘Rotorua 101’, including Rotorua operators. This latter training will be recorded and shared with Australian, European and UK Travel agents.
Australia Partnerships We know there will be high demand out of Australians when our borders open and need to ensure Rotorua is at the forefront of the Australian travellers mind now and as soon as travel bubble announcements are made. With this in mind we have a number of campaigns/ JVs ready to deploy when an announcement is made on a travel bubble.
Domestic campaign – ECNI As part of our collaboration with 6 ECNI (Explore Central North Island) partners, the commercial team have been working on the Get out More Campaign. This campaign was set up to engage a domestic roadtrip target market that wanted to visit more than one north island destination.
XMAS for the Students Recognising there are a number of international students who were ‘stuck’ in New Zealand over the Christmas period. We held an International students and homestay Xmas event on the 03 Dec. Students attended from 6 of the main schools. Thank you to Councillors Fisher Wang and Trevor Maxwell who attended and Mayor Steve Chadwick for her support and video message. 3. Visitor Experience and Services
Ambassador Programme Staff have now started the visited over the Christmas period, Freedom camping spots and council run camp grounds as part of an ambassador programme.
I-SITE NZ Central Call Centre As a trial the Rotorua i-SITE is now live as the National i-SITE Call Centre and Live chat responder.
School Groups and Education trips Rotorua Education Network Schools out Promotion targeted the Teachers and the families over summer. REN continues to perform at previous levels and is a focus area for growth.
Santa’s Wonderland Opened: 21st of November 2020 Closed: 8th of January 2021 Total visitor numbers counted: 6881
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 16 Back to index RDC-1102689 17 Operations and Monitoring Committee meeting Agenda ATTACHMENT 1 4 March 2021 FINANCIAL MANAGEMENT
Financial Management as at 30 December 2020
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 17 Back to index RDC-1102689 18 Operations and Monitoring Committee meeting Agenda ATTACHMENT 1 4 March 2021 KEY MONITORING INDICATORS REPORT
Summary of progress against non-financial performance measures by group of activities Performance measures help us report back on our service performance. The table below summarises progress on non-financial performance measures.
How we’re tracking Targets are set for each performance measure. The table below shows how we are tracking towards reaching these targets by the end of the financial year.
Rotorua Economic Development Ltd Quarterly KPM Report 6 0 1 4 On Track Off Track Achieved No data available
Measures YE Result YE Target YTD Actual Action Comments Jun 2020 Jun 2021 Jul-Dec 2020 Status 1. Relevant destination data and insights has been sought in target 25 >= 6 13 On Track sectors to support investment and reinvestment decision making by business. Subject matter of insights will be delivered during the year based on relevance and need. 2. Level of satisfaction of businesses going through the ACCELERATE 95% >= 80% #N/A # N/ A Programme held once annually and scheduled to commence March and programme (New Measure) complete six months later at which time participant satisfaction will be surveyed.
3. Level of members' satisfaction with the value of the Luminaries #N/A >= 80% #N/A # N/ A Programme participants scheduled to be surveyed in June 2021. Programme (New Measure)
4. The number of direct commercial introductions made by RED that #N/A >= 30 6 On Track contribute to a strong investment ecosystem (New Measure)
5. Introduction of a summer intern programme #N/A >= 10 #N/A # N/ A Documentation has been submitted to Lakes Council requesting the (New Measure) intern programme be removed from the 2020-21 Statement of Intent reporting requirements.
6. i-SITE to be financially sufficient $1,431,128 >= $880,225 $369,816 On Track Revenue for the month of July 2020 was 4% ahead of July 2019 as a Revenue at least 50% pre-COVID level (ie. year end December 2019) (New Measure) result of strong growth in domestic sales during the July school holidays. Although revenue in the months since then has declined the expectation is good growth in domestic sales during the school holidays and weekends to lift this measure to achieving target by year end June 2021.
Measures YE Result YE Target YTD Actual Action Comments Jun 2020 Jun 2021 Jul-Dec 2020 Status 7. Business Events - Value of bids won in financial year based on MBIE $4.7m** >= $3.0m $2.2m On Track This value is based on room nights tentatively held as a result of data and DR lead sheet confirmed conferences business event bids won by RED and MBIE's Business Events Delegate Survey 2017 calculation of $385 avg delegate spend per night. For the six months ending December 2020 RED won 14 events, collectively resulting in 5760 room nights and $2.2 million delegate spend which is well on track to achieving the $3 million target.
8. Total international expenditure data for Rotorua (based on MBIE $273m*** >= $35m $15m* On Track * As at YTD Oct-20: On Track at $15m statistics) MBIE has suspended publishing visitor expenditure until at least the 2022 year and consequently this metric can not be reported beyond October 2020. The model for estimating visitor expenditure is unfit for purpose following significant changes in spending patterns resulting from COVID19 disruptions to travel behaviour.
9. Total domestic expenditure data for Rotorua (based on MBIE $443m*** >= $452m $202m* On Track * As at YTD Oct-20: On Track at $202m statistics) As above, MBIE has suspended publishing visitor expenditure and consequently this metric an not be reported beyond October 2020.
10. Rotorua Tourism Sentiment score (based on Destination Think) is at 61 >= 52 #N/A # N/ A Tourism Sentiment is reported once annually for the year ending least approximately the same or better than the December 2017 (New Measure) December. The December 2020 report is scheduled to be available in base year (=54). Tourism Sentiment Score (ranging from -100 to 100) February 2021. is a measure of the destination's performance in driving online word of mouth and the perception of Rotorua's tourism offering internationally.
11. Domestic consumer perception - % intend to visit (Delve loyalists + 3 markets >= 2 markets 3 Achieved Consumer perceptions are collected once annually in May through considerers) Rotorua from Auckland AND one target market is at (New Measure) (incl AKL) August. The values published for the 2021 year are the result of survey least approximately the same or better than the June 2017/18 year responses collected during the month of July 2020. There was an increase in the propensity to visit Rotorua in each target market.
% Auckland market "intend to visit" Rotorua AND 50% >= 50% 56% (New Measure) % Wellington market "intend to visit" Rotorua OR 40% >= 40% 51% (New Measure) % Christchurch market "intend to visit" Rotorua 24% >= 20% 28% (New Measure) ** Events are typically won more than 12 months in advance of the event date. Some events won in the June 2020 year were to be held during 2020-21 and were cancelled due to COVID-19, additionally as business events occur the tentative room nights held are adjusted to reflect actual room nights and therefore the value published herewith and in the Statement of Intent will not reconcile to the latest value in DR business records for the June 2020 year. *** MBIE estimates are subject to revision and therefore the value published herewith and in the Statement of Intent will not reconcile to the latest value published by MBIE for the June 2020 year.
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 18 Back to index RDC-1102689 19 Operations and Monitoring Committee meeting Agenda ATTACHMENT 2 4 March 2021
CCO – InfraCore Limited QUARTERLY REVIEW REPORT SECOND QUARTER FY21: OCTOBER - DECEMBER 2020
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 19 Back to index RDC-1102689 20 Operations and Monitoring Committee meeting Agenda ATTACHMENT 2 4 March 2021 Contents
Highlights From Q2 FY21 (October To December 2020) ...... 21 What’s Happening In January To March 2021? ...... 24 Financial Performance ...... 25 Financial Position as at 31 December 2020 ...... 26 Performance Measures ...... 27 Summary of progress against performance measures versus Statement of Intent ...... 27 How we’re tracking ...... 27 Key Strategic Actions Measures ...... 29
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 20 Back to index RDC-1102689 21 Operations and Monitoring Committee meeting Agenda ATTACHMENT 2 4 March 2021 Highlights From Q2 FY21 (October To December 2020) In partnership to deliver social good – InfraCore have negotiated a 9 month contract with the Ministry of Social Development to deliver sustainable work outcomes including upskilling for current beneficiaries. Whilst this contract is not yet signed off, it is agreed in principle. Below is an outline of the initiative including the planned outcomes: MSD will provide part-funding to support two full time individuals each receiving a 9 month contract. InfraCore is to provide suitable training to ensure each individual is competent within their position and able to confidently return or enter into the workforce On the completion of each term competent individuals will be eligible to apply for permanent positions should they be available. Where permanent positions or ongoing engagement options are not available a written reference will be provided outlining their position, employment dates, and the role they fulfilled. Each area will nominate a buddy to be the key mentor for this individual, this will be tailored to the skills they are learning. Outcome for Parks & Open Spaces: Individual will be able to undertake the full complement of tasks required of a Gardener Labourer within a commercial and retail Nursery. Outcome for Utilities: Capability to undertake tasks required of a Utilities Labourer working within the drinking water, storm water and components of wastewater reticulation sector
In partnership to deliver social good – The relationship and memorandum of understanding with The Corrections Department remains in place and strong. Key Members of the Senior Leadership team including the HR Senior Advisor and CEO were invited to speak at the Corrections Regional Hui at Lake Karapiro in December. The purpose was to provide visible support complete with success stories for the programmes that Corrections undertake to assist post offenders back into the workplace, and therefore society.
In partnership to deliver social good - We are currently working with Rotorua Lakes Council on a number of new projects where InfraCore could play an active role in delivering Rotorua Build Back better outcomes.
In partnership to deliver social good - Continued investment into relationship building with Iwi and other local organisations, seeking areas of opportunity to collaborate and support in making our community stronger. During the reported period we have fulfilled our commitment to offer the ex- InfraCore fleet to Rotoiti15 with a number of vehicles being accepted.
Statutory Audit – The end of year financial audit was completed by Audit New Zealand and positive feedback was received from Audit New Zealand around policies and practices. The Audit report included an emphasis of mater paragraph regarding the implication of COVID-19 (which is standard for the current environment). The new Statement of Intent measures were well received by the auditors, and the auditors were satisfied with the going concern assumption due to the surplus generated. The auditors commended InfraCore on the changes made to systems and controls.
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 21 Back to index RDC-1102689 22 Operations and Monitoring Committee meeting Agenda ATTACHMENT 2 4 March 2021 Financial performance – A combination of business optimisation initiatives and non-budgeted work opportunities has positioned InfraCore to exceed the budgetary position for Q2. This is great news and places us in a strong financial position at the mid-point of the financial year. This will allow us to reinvest back into further replacing tired plant and equipment that will result in reduced running costs and operational efficiencies.
The business optimisation programme - The purpose of this project is to identify further areas of opportunity to reduce costs, improve performance and to drive efficiency. This process involves the whole of InfraCore management and operational teams to work through the business systematically, seeking initiatives to make the business more resilient and robust. Our current focus is on reducing our carbon emissions by minimising vehicle idle time, exploring improved resource utilisation by monitoring hours worked and improving visibility of the Nursery financial performance.
The business optimisation programme – stage 1 of the InfraCore Dispatch review has taken place. All users of the Dispatch services were surveyed and results workshopped with key individuals to understand the key outcomes that the centre needs to deliver. InfraCore will move to a best practice position, looking towards others that deliver such services on a broader scale we will be able to understand how we can use our current systems to their full capability to realise even further improvements to resource utilisation and workflow management.
The business optimisation programme – InfraCore has encouraged all staff to use their annual leave entitlements over the Christmas period. We appreciate that well rested staff statistically have less injuries and mental health issues, and are generally in a more positive mind-set. Christmas is a great time to down tools, spend time with the family and relax. InfraCore will continue to monitor leave balances and working with employees to manage accordingly for the best outcomes for both the individuals and the business.
Business growth – InfraCore have tendered for a number of jobs both for and outside of Rotorua Lakes Council (RLC). We now have a robust tendering process including a full risk review, a gateway approval process and where required a full Board approval process. Recent tender submissions have shown that InfraCore water main replacement pricing is within market rates, and whilst not all submissions have been successful we are comfortable that our price is now competitive. Operational improvements will continue to be made to further reduce our cost base and drive our efficiencies.
Business growth – InfraCore have been successful in winning a tender with Tauranga City Council to build a pergola for the Sydenham Botanic Park. Whilst the job is only of a modest value it is on a key site on the entry into the Tauranga region, and therefore provides InfraCore with good publicity as well as opening the door for further opportunities in the future.
Operational achievements – InfraCore have completed the COVID-19 Culvert Redeployment Programme. 3 FTE have been employed permanently, 1 continues with us on a temporary contract. A number of the employees were found full time and permanent positions with other local companies with one moving into an apprenticeship position. InfraCore were instrumental in making these placements working in collaboration with MSD and other local businesses with the project being viewed as a success on all levels.
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 22 Back to index RDC-1102689 23 Operations and Monitoring Committee meeting Agenda ATTACHMENT 2 4 March 2021 Operational achievements – InfraCore have commenced service delivery of the land treatment system directly to Trility. Relationships have been built, reporting structures and KPI s are in place to ensure that the key outcomes are delivered.
Operational achievements – InfraCore have been awarded a 3 year contract term installing backflow prevention devices into specified industrial and commercial premises on behalf of RLC. This is off of the back of an initial trial period whereby InfraCore’s ability to deliver these services was assessed as favourable and with a realistic price.
Operational achievements – InfraCore have commenced works on the lake front for both HEBs (stage 1) and Campbell’s Construction (stages 2-4).
Health and Safety - Continued focus on HSE initiatives to maintain injury reduction momentum. This is proving to be successful and is based upon increasing the levels of education, ensuring that standard operating procedures are being followed on site, and managing injuries effectively.
Human Resources – The annual engagement survey feedback workshops have been completed. The intent of this initiative is to understand the employee expectation of a feedback survey, what they are seeking and how to tailor it to be meaningful for the targeted audience. The workshops have proved invaluable towards understanding the areas of opportunity and building the new and improved FY21 version (to be released in April).
Human Resources – Training/Development continues to be a focus for InfraCore, investing in enhancing the skills base of our people to consistently improve and expand on the services we can provide. A number of key achievements / milestones have been met in Q2 of FY21:
Utilities • Three Apprentices completed their Level 4 Civils Infrastructure Works • Two have begun their Level 4 Civils Infrastructure Works apprenticeships • Two have begun the Level 4 Water Treatment qualifications
Parks and Open Spaces • One individual has completed their Level 3 Horticulture qualification • Three have begun their Level 3 Horticulture qualification • One individual has begun their Level 4 Arboriculture qualification • One has begun the Level 4 Landscaping Apprenticeship
Preparation for ISO9001 Accreditation – We are now in the self-audit stage of the accreditation process. Internal Quality Audits have commenced, this will continue over the coming months with submission planned for February 2021 [this has been achieved at the time of writing this report with submission being made on 10/02/2021].
InfraCore as a CCO – The Financial year 22 ‘Letter of Expectation’ has been received from RLC. The revised statement of intent is currently being drafted ready for submission to Council at the end of March.
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 23 Back to index RDC-1102689 24 Operations and Monitoring Committee meeting Agenda ATTACHMENT 2 4 March 2021
COVID-19 – The quarterly review of the CVID-19 contingency plan has taken place to ensure that InfraCore is COVID ready should there be a need.
What’s Happening In January To March 2021?
Work will continue with Council to work on post COVID-19 Build Back Better initiatives to create redeployment opportunities for displaced workers in the region, training and NZQA qualifications.
Continued investment into relationship building with Iwi and other local organisations, seeking areas of opportunity to collaborate and support in making our community stronger.
The business optimisation programme continues. The purpose of this project is to identify further areas of opportunity to reduce costs, improve performance and to drive efficiency. This process involves the whole of InfraCore management and operational teams to work through the business systematically, seeking initiatives to make the business more resilient and robust. The focus over the coming financial quarter is the operational business, collaboration between the business units to increase resource utilisation including staff, plant and equipment.
Continued focus on HSE initiatives to maintain injury reduction momentum. A re-roll out of HSE lead indicator expectations on Managers, Supervisors and field staff to continue to drive for even further injury and event reduction.
The InfraCore Dispatch centre will move to stage 2 of the review. This includes an overview from Ventia Services Ltd who have a dispatch centre made up of 50 + employees and delivering work to over 200 telco technicians, subcontractors and staff on behalf of various clients including Chorus, UltraFast Fibre Ltd and the Department of Conservation. The intent is to understand what best practice looks like for a dispatch centre, what tasks can be reallocated from Managers and Supervisors to Dispatch operators. This will drive efficiencies and facilitate further operational improvements including waste reduction, improved client satisfaction and even further improved HSE outcomes.
Continued preparation for the ISO 9001 including assessment submission in February 2021 [achieved at the time of writing this report]. From here any required remediation will be undertaken ahead of waiting for the next steps from the authority.
The annual employee engagement survey will be rebuilt based upon the feedback workshops that were undertaken in Q2 of FY21, ready for roll-out in Q4 of FY21.
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 24 Back to index RDC-1102689 25 Operations and Monitoring Committee meeting Agenda ATTACHMENT 2 4 March 2021 Financial Performance For the period 1 July 2020 – 31 December 2020
YTD Actual YTD Budget $ Variance $’000 $’000 $’000
Core operations including revenue from 6,129 5,020 1,109 Rotorua Lakes Council Nursery Revenue 418 467 (49)
Project Revenue 1,717 1,024 693
Other Revenue 13 - 13
Total Revenue 8,277 6,512 1,765
Operating Expenditure 7,212 6,154 1,058
Administration Expenditure 553 579 26
Total Expenditure 7,765 6,733 1,032
YTD Net Surplus/(Deficit) 512 (221) 732
Commentary
Revenue For the period 1 July – 31 December 2020 current revenue is $8.3m compared to budgeted revenue of $6.5m. This increase can be attributed to the Rotorua Redeployment culvert project, additional water renewals, playground renewals and other projects awarded to InfraCore both through Rotorua Lakes Council and other customers. The second quarter has also seen the commencement of the wastewater operations through Trility for which InfraCore provide the forest operations and maintenance.
Expenditure Total expenditure is $7.7m compared to budget of $6.7m. This increase relates to the additional work completed. Total administration expenses are under budget. We have seen a significant decrease to the equipment hire as a result of the assets purchased to date. This has also been greatly received by staff.
YTD Surplus The current YTD surplus reflects $512k compared to a budgeted deficit of $221k.
Expense management through the interactive dashboards created and using the business optimisation plan as a mechanism to drive change has contributed to this positive result. We continue to leverage the technology we have implemented at InfraCore to drive results through each division. We ensure visibility for all managers and are able to tailor easy-reporting strategies for each.
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 25 Back to index RDC-1102689 26 Operations and Monitoring Committee meeting Agenda ATTACHMENT 2 4 March 2021 Financial Position as at 31 December 2020
June 2020 December 2020 (Audited Position) $’000 $’000 Current Assets
Cash and Cash Equivalents 863 1,303
Other Current Assets 2,866 2,898
Non-Current Assets 1,771 2,121
Total Assets 5,500 6,322
Current Liabilities 1,974 1,534
Long term RLC Borrowings & other non-current liabilities 2,810 2,810
Total Liabilities 4,784 4,344
Share Capital 1,616 2,366
Retained Earnings (900) (388)
Total Equity 716 1,978
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 26 Back to index RDC-1102689 27 Operations and Monitoring Committee meeting Agenda ATTACHMENT 2 4 March 2021
Performance Measures
Summary of progress against performance measures versus Statement of Intent
How we’re tracking
The first table below summarises the overall status of the measures set for the year as featured in the FY21 Statement of Intent. The second table sets out the performance for each specific measure.
5 2 0 1
On Track Measures in place to Off Track Not Measured ensure On Track
Performance measure Target for FY21 Status & Commentary 1 To achieve financial budget To achieve financial budget As at the end of December 2020, allowing any future surpluses to be total surplus of $512k compared to used to enhance business a budgeted deficit of $221k (a capability and invest in further $732k increase). At the end of Q2, plant and equipment and/or InfraCore is therefore on track to capability. meet this measure. 2 To secure additional revenue To secure additional revenue Completed works within this financial year that upon streams within the financial year 1) Water Renewals Programme completion has a positive that increases EBITDA compared to 2) Culvert Redeployment contribution to margin. budget. This will be measured upon Programme project completion, and monitored 3) Signboard Installation on a monthly basis. 4) Playground Renewals
In Progress 1) Water Renewals Programme 2) Backflow testing 3) Lakefront Redevelopment 4) Kaingaroa Forest 3 Consolidated KPI scoring Parks and 80% 83.6% Open Spaces Consolidated 4 Consolidated KPI Utilities 80% 96% Consolidated 5 Targeting full employee 85% 98.5% engagement with Health and Consolidated Safety 6 Gain ISO 9001 accreditation 100% On track for accreditation. 80% (on track to gain and maintain) completed.
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 27 Back to index RDC-1102689 28 Operations and Monitoring Committee meeting Agenda ATTACHMENT 2 4 March 2021 Performance measure Target for FY21 Status & Commentary 7 Individual performance plan in 90% 100% - All InfraCore employees place per employee have individual performance plans that are set with their managers. We have a performance management process that is followed, with annual and 6 monthly reviews. 8 Develop and document social 3 1 project completed in enterprise project / initiative of conjunction with RLC and PGF work 1 project completed with RLC – utilising / extending the redeployment resource 1 MOU signed with corrections for employment pathways 1 Contract with MSD to deliver employment and training agreed in principle (awaiting MSD signature) 9 Understand the satisfaction level of 80% 100% based upon 3 feedback the beneficiaries of the social datasets from corrections enterprise’s activities (Engagement (no new employees during the Q2) survey).
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 28 Back to index RDC-1102689 29 Operations and Monitoring Committee meeting Agenda ATTACHMENT 2 4 March 2021 Key Strategic Actions Measures
Key
Project Status Comments Both organisations have acknowledged that a mature relationship is key to our mutual success. Regular executive meetings have been scheduled to drive for complete alignment both strategically and operationally.
Both organisations are aligned with the Social Enterprise value of InfraCore, and are actively engaged in exploration of further Laying the opportunities to include InfraCore in the Build Back Better social foundations of a outcomes contribution. lasting partnership with The general relationship is viewed as strong by InfraCore, with alignment the Council : gained on the InfraCore commitment to continuous improvement and best business practice initiatives.
Social Enterprise is at the heart of InfraCore’s purpose, whether it be employing locals or working with Council on mobilising socially responsible initiatives to increase employment and skill levels for the region’s most vulnerable.
InfraCore have developed relationship with Iwi, and MOU with Corrections Department and are currently negotiating an MOU with Building MSD. capabilities and
committing to our The COVID-19 redeployment programme has been successfully closed community out with 3 of the temporary staff now in full time employment with Infracore.
InfraCore are currently working with Rotorua Lakes Council to understand how InfraCore can deliver further positive outcomes for the Rotorua region, whilst undertaking essential and worthwhile works packages.
End of Report
CCO - QUARTERLY REVIEW REPORT – OCTOBER TO DECEMBER 2020 | 29 Back to index RDC-1102689 30 Operations and Monitoring Committee meeting Agenda ATTACHMENT 3 4 March 2021
Back to index RDC-1102689 31 Operations and Monitoring Committee meeting Agenda ATTACHMENT 3 4 March 2021 CCO – FY21 Q2 PERFORMANCE REVIEW REPORT
Contents
FY21 – Q2 HIGHLIGHTS 32
FY21 – KEY STRATEGIC ACTIONS Q3 34
FY21 - FINANCIAL PERFORMANCE 34
STATEMENT OF INTENT - PERFORMANCE MEASURES 35
Back to index RDC-1102689 32 Operations and Monitoring Committee meeting Agenda ATTACHMENT 3 4 March 2021 FY21 Q2 Highlights
HIGHLIGHTS FROM 1 OCTOBER – 31 DECEMBER 2020
Financial KPI’s Performance Update Based on COVID-19 impact reforecast.
• YE Net Earnings: Actual ($488,372) v Budget ($786,959).
• YE Passenger Movements: Actual 82,342 v Budget 66,698
• YE Aircraft Movements: Actual 2,542 v Budget 2,838
• Statement of Financial Position: Total assets were $69,422,233 and current liabilities were $672,039 with non-current liabilities at $18,591,917, giving a net equity surplus of $50,158.27.
Non-Financial KPI’s Performance Update
• Operational Safety Incidents 1 v target of 1
• Team Injury Events 0 v target 0
• Masterplan
Back to index RDC-1102689 33 Operations and Monitoring Committee meeting Agenda ATTACHMENT 3 4 March 2021
In accordance with RRAL’s requirement to develop the airport land precincts a series of five (5) strategic initiatives have commenced, the immediate steps focusing on the completion of feasibility assessments. These projects will deliver additional and diversified revenue streams in the following areas:
General Aviation Precinct - Hangar and Clubhouse facilities; Heliport enhancement and adjoining facilities; Expanded Terminal Retail facilities Onsite training facilities Jet hangar, apron parking and aircraft facilitation services. Subject to the results of feasibility assessments the projects will be advanced to a point of business case approval over FY21 Q3, targeting the RRAL 25th June 2021 Board Meeting for all projects excepting the Jet Hangar opportunity that may defer until August given the uncertainty around the opening of NZ international borders.
Commercial & Development Activity
• RLC > RAL Service Funding Agreement – Following agreement of a revised set of funding principles in August 2019 between RLC and RAL, RAL is waiting for RLC to provide a draft Funding Agreement.
• RRAL is continuing to experience positive growth in sign-ups for the Business Hub.
• RRAL has installed an ATM within the Terminal for customers.
• Options around providing customers with alterative online carpark booking and payment options are being assessed.
• MOU – Ngati Uenukukopako. The MOU is currently under negotiation.
Aeronautical Activity
• COVID-19 has continued to impact passenger movements, YTD we have recorded 82,342 movements, being at 61.6% of the same period a year ago at 133,526 movements.
• General aviation continues to be affected by COVID-19 with 2,542 movement’s YTD verses 3,293 for the equivalent period last year. Of concern is the reported closure of the L3 Flight Training School in Hamilton. Rotorua provides a neighbouring flight circuit training option for their instrument procedures. This may negatively impact our YE result by circa 500 movements.
• Over the period RRAL made substantive progress in working towards completion of the Aeronautical Study that would make a determination on the retention of Air Traffic Control Services. This study will be completed in February 2021, whereby it will be adopted by way of resolution by the RRAL Board, thereafter submitted to the Civil Aviation Authority (CAA) for assessment and acceptance.
Back to index RDC-1102689 34 Operations and Monitoring Committee meeting Agenda ATTACHMENT 3 4 March 2021 Operational Activity • Advancement of the FY21 CAPEX programme across our aeronautical assets.
• In November RRAL underwent a Security Audit by CAA. All assessment criteria were deemed compliant by CAA.
• A Worksafe audit is scheduled for the 29th January 21 to review RRAL’s systems and broader compliance with legislation across the following areas
• Seatbelts (airside driving) • Fatigue (operations staff rosters) • Overlapping duties (operations staff) • Risk Management (all of business) • Worker Engagement (all of business) • Asbestos Identification and Management plans (all of business) • Traffic Management (all of business).
Audit results will be reported in the FY21 Q3 report.
FY21 Q3 Strategic Actions
• Advancement of RRAL’s portfolio of Strategic Initiatives through the adopted project plans.
• Completion of the revised Service Funding Agreement with RLC.
• Confirmation of RRAL’s funding and debt requirements under the RLC LTP preparation and deliberations, following this moving to reset and optimise RRAL’s debt structure.
• Confirmation of RRAL’s aeronautical charges proposal(s) – effective 1 July 2021
• Confirm the brief for the Eastside Obstacle Limitation Surface review with RLC.
• Advancement and completion of the proposed MOU with Ngati Uenukukopako.
• Completion and submission of the aeronautical study to the Civil Aviation Authority (CAA) for the future provision of control services.
Financial Management
Financial Performance FY21.
FY21 OPERATING BUDGET to 31 December 2021 Item YTD Budget YTD Actual
Revenue $2,130,409 $2,401,646 Expenses $2,917,368 $2,890,018 Net Earnings ($ 786,959) ($ 488,372)
Back to index RDC-1102689 35 Operations and Monitoring Committee meeting Agenda ATTACHMENT 3 4 March 2021
FY21 SOI Performance Measures
Targets are set for each performance measure. The table below shows how we are tracking towards reaching these targets by the end of the financial year.
7 1 0 1
On-track Not Achieved Achieved At risk
Measure Target Result Status Comments
Aircraft Movements 2,838 2,542
Passenger Movements 66,698 82,342
Finance – Net Earnings ($786,959) ($488,372)
Support Rotorua Reorua Under action On track
Support the Plan Change for the Under action On track wider area Develop a funding model to facilitate building non-aviation Under action On track revenue Develop the airport precincts in Under action On track line with the agreed masterplan
Operational Number of 1 0 Controllable Safety Incidents
Strained muscle in Team – Number of employee 0 1 gymnasium. Injuries
Back to index RDC-1102689 36 Operations and Monitoring Committee meeting Agenda 4 March 2021 File No: 01-65-052 RDC-1103392
ROTORUA LAKES COUNCIL
Mayor Chairperson and Members OPERATIONS AND MONITORING COMMITTEE
6.2 Financial Performance for the seven months ended 31 January 2021
Report prepared by: Pete Kearney, Business Performance Manager Report reviewed by: Thomas Collé, CFO/Business Support Manager Report approved by: Geoff Williams, Chief Executive
1. TE PŪTAKE PURPOSE
The purpose of this report is to provide information on Council’s financial performance for the seven months ended 31 January 2021.
2. HE TŪTOHUNGA RECOMMENDATION
That the report “Financial performance for the seven months ended 31 January 2021” be received.
3. TE MATAPAKI DISCUSSION Operating Statement For the month ending 31 January 2021
Year to date FY $'000 Actual Budget Variance Annual Plan Revenue Rates 60,653 59,632 1,021 102,012 Fees and Charges 8,158 7,729 429 13,587 Subsidies & Grants 4,364 2,836 1,528 4,551 Investment Income 428 389 39 699 Total Revenue 73,604 70,586 3,018 120,850
Less Expenditure Operating Expenses 34,512 32,225 (2,287) 56,104 Staff Expenses 16,422 16,280 (142) 28,796 Utilities Expenses 2,118 2,057 (61) 3,317 Administration Expenses 1,744 1,743 (1) 3,261 Finance Expenses 4,388 4,389 2 9,090 Depreciation 18,753 18,732 (21) 32,112 Total expenditure 77,936 75,426 (2,510) 132,680
Operating Surplus / (Deficit) (4,332) (4,841) 508 (11,830)
Back to index RDC-1102689 37 Operations and Monitoring Committee meeting Agenda 4 March 2021 Year to date Operating result:
Council’s overall operating performance is tracking better than budget as anticipated higher operating costs are offset by growth (rates), external subsidies and corrective catch up from NZTA for Funding Assistance Rates.
YTD Performance Summary: Revenues have, on average, performed well with rates revenue up vs budget driven by timing, metered water and penalties. Fees and charges vs budget have benefitted from strong building consent fees driven by key developments e.g. the lakefront spa development. Parking revenues remain subdued, down $337,000 YTD and while monthly volumes have been more resilient than anticipated overall revenues are slightly under $170,000 vs prior year. As noted and explained previously, the Fees and Charges budget shown in this report has been uplifted by approx. $1,600,000 vs the annual plan. Removing this budget uplift, Fees and Charges would be better than budget by $1,000,000 driving an overall operating surplus of almost $1,400,000. These realised gains will be used to offset working capital requirements. Grant revenue received from MBIE in the region of $940,000 to support various roading, kerb and other vegetation maintenance has allowed RLC to support Infracore in the development of additional employment opportunities. NZTA, after review, identified the need to correct the funding assistance rates from 55% to 56% which provided a ~$320,000 catch up of subsidies.
Drivers of expenditure are as detailed below:
i) $970,000 increased spending for Infracore (related to MBIE funding received referred to previously) ii) Ensuring appropriate planning and policy response for the build back better and housing strategy has necessitated the use of expert consultants which is driving $420,000 iii) Community reliance grant funding driving $240,000 iv) Higher security costs, $210,000 v) Staff costs are marginally over budget largely due to lower recoveries than planned following deferment of key projects in conjunction with timing of hires to support economic recovery and enablement of district development
RLC continues to work collaboratively with government and private agencies to ensure we retain flexibility to respond to any new & unforeseen events.
Back to index RDC-1102689 38 Operations and Monitoring Committee meeting Agenda 4 March 2021 Capital Expenditure for the 7 months:
YTD Actual YTD Budget 32 Remaining Budget
14 17 13 7 7 9 5 5 5 7 5 2 3 4
3 3 3 2 1 2
Sports, Recreation& Arts& Culture Roading& Footpaths Sewerage& Sewage CommunityLeadership StormwaterLand& Drainage WaterSupplies Environment
Total budget for the year is $117m of which $10m is set aside for Shovel Ready projects yet to start. $20m budget was assigned for SHMPAC works this year, $18m for the Museum, $12m for the Lakefront, $6m for finishing the Forest project and a further $6m for the Aquatic centre. Roading projects are expected to total over $13m this year and Waste Water capital works close to $10m of which $5m is to be used for renewing critical parts of the network.
Capital expenditure at 31 January was $36.6m with the top 5 projects by spend totalling $19.4m (53% of total spend to date). Capital Revenues received by the end of January were $7.9m.
Of the total $36.6m Capex spent to date: $7.5m is driven by the lakefront development stage 1 works $3.7m is driven by SHMPAC as construction works scale up $3.0m for Sewage renewal works covering CCTV survey of the network and work/replacement required to inlet screens, belt press, blowers and the de-watering plant $2.8m has been spent improving roading chipseals, rehabilitation of Nicholson, Martin and Longview street in particular and drainage works specifically in respect of Dalbeth road $2.5m of the spend was on the Aquatic centre around the installation, construction and refurbishment work on the 50m pool The remainder is spread across numerous smaller capital programmes, which, on an average individual basis are approximately 0.5m.
Council’s borrowings are down from the year end (2019/2020) position of $228m with January’s borrowing position at $220.5m.
Cash on hand at the end of January was $1.7m with the Treasury team actively managing cash within a range of $1-2m on an average daily basis to minimise facility costs and optimise any term deposit returns.
4. TE TINO AROMATAWAI ASSESSMENT OF SIGNIFICANCE
The decisions or matters of this report are not considered significant in accordance with the Council’s Significance and Engagement Policy.
Back to index RDC-1102689 39 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 01-65-052 RDC-1098535 ROTORUA LAKES COUNCIL
Mayor Chairperson and Members OPERATIONS AND MONITORING COMMITTEE
6.3 Operational Report for January 2021
Report prepared by: Geoff Williams, Chief Executive
1. TE PŪTAKE PURPOSE
The agreed purpose of the report is to provide: briefings on matters under consideration prior to any decision being needed by Council; an opportunity to discuss the purpose and nature of developments at an early stage; progress updates on key initiatives; and briefings on issues and matters arising from decisions made.
2. HE TŪTOHUNGA RECOMMENDATION
That the report “Operational Report for January 2021” be received.
3. TE TĀHUHU BACKGROUND
The report has five sections with reports and updates from: Kāhui Pakihi - Business Support group Kāhui Mahi - Operations group Kāhui Tūāpapa - Infrastructure group Manahautū Māori Kāhui Rautaki - Strategy group
It is envisaged some matters will need to be considered in public excluded. The intention however is to maintain as much as possible in open meeting.
The operations update report will not replace any existing reports to Council, such as the monthly report on organisational performance presented by the Chief Financial Officer.
Back to index RDC-1102689 40 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021
4. KĀHUI PAKIHI - BUSINESS SUPPORT GROUP
4.1 OHU: PŪTEA FINANCE
4.2.1 Rating Revaluation
The Rates Revaluation project is complete with updated valuations available on the council’s website. Property owners have received notification of the updated valuation values. The objection process is currently open and closes on 16 March 2021. Property owners can lodge their objections directly from the Council’s website or manually by contacting customer services.
The third rates instalment was run on the 20th of January 2021. The rates are due for payment on 20 February 2021.
4.2.3 Procurement
The procurement team, along with eight other Council staff involved in tendering and contract management, undertook the two day MBIE Clever Buying Tender Evaluation training. This was hosted at RLC and attended by a number of other local authority staff and representatives from the private sector. The majority of those attending will go on to complete the NZ Certificate in Infrastructure Procurement Procedures, which is a requirement for evaluating NZTA roading tenders.
5. KĀHUI MAHI - OPERATIONS GROUP
5.1 LARGE PROJECT UPDATES
5.1.1 Te Whare Taonga o Te Arawa Museum A Rapid Seismic Assessment was undertaken by WSP Engineers after the January cluster of earthquakes. They found no fundamental changes or heightened risks with the museum structure. The museum did experience a complete power failure due to the main power feed cables being affected by geothermal heat causing multiple faults and blistering of the cables; a replacement programme is underway with a revised pathway and mitigating concrete channel to prevent a similar reoccurrence in the future.
5.1.2 SHMPAC (Sir Howard Morrison Performing Arts Centre) There was no damage during the recent earthquakes in January. The site was evacuated as a precaution until building inspections were undertaken and the all clear given by structural engineers. The orchestra pit work, stage house painting and asbestos removal is all nearing completion. The roof has been removed from the Green Room, Concert Chamber and Admin Block, and foundation excavation is underway. This month the remaining of the curved facade will be removed revealing the two heritage wings for the first time since the mid-90s. The floor rebuild around orchestra pit starts, along with roof framing for Concert Chamber and foundation works.
Back to index RDC-1102689 41 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021
5.1.3 Aquatic Centre The majority of the 50m pool construction was completed at the end of February. Final jobs included preparing the filtration plant for operation, installing the last part of the blue pool liner and assembling and installing the movable bullhead. The commissioning process will involve filling and leak testing the pool, then turning on the filtration and chemical treatment systems and heating the water. Opening the pool to the public will occur after these systems are confirmed as working correctly and approved by the engineer. Some final landscape and surrounding work will be completed in early March. Design work is underway to refurbish the 50m pool outdoor change rooms. This work will increase the number of showers and toilets, address issues with the leaking roof, re-decorate the indoor spaces, and improve the external appearance of the buildings. Our aquatic centre specialists (Create Ltd) are progressing design work on the new pool hall roof, including the provision of a transparent ‘ETFE’ skylight. Create Ltd are also providing design services for additional Pool Hall building renewals, including the ventilation system, fire system, external windows and doors, Lazy River area, poolside flooring and poolside showers. This design work may be extended to include renewal options of the change rooms and the foyer.
Back to index RDC-1102689 42 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021
50m Pool liner and lane marking being completed. 50m pool Moveable Bulkhead.
Pool Hall roof concept design with ETFE skylight.
5.1.4 Whakarewarewa Forest Developments Te Pūtake o Tawa has been operational over the summer months with public use increasing as commercial activities at the site increases. Titokorangi Drive (Longmile Road) was completed with the scheduled reseal undertaken in January. Development of artwork telling the cultural story of the forest is progressing with local carvers beginning their pieces and instalment planned in the second half of 2021. The Whakarewarewa Forest Loop is currently signposted and 100% rideable with bypasses in place around two uncompleted sections of the final route: o Tītokorangi Face - we are working with mana whenua and the forest recreation committee to agree a reroute around the discovered archaeological site. o Te Kōtukutuku – work on the 5km extension of this trail, ending at the Green Lake Picnic Area, has commenced. The Lake Tikitapu end of this trail has already been reopened through a connection to Tikitapu Road. o There is a temporary bypass around the south-eastern section of the loop (Baja trail) due to logging operations.
5.1.5 Lakefront Development Stage 1 works are progressing well with all major structural components (lake wall, lake edge structures, boardwalk structures) near complete. The timber boardwalk installation to the eastern end is complete and progressing in other areas. The concrete terraces behind the boardwalk and the removal of the last of the sheetpile dam will be completed by end February. Landscaping and footpaths are progressing, with significant tree planting to commence shortly. The Stage 2 area preload has settled and removal of the preload is set to begin late February. Once the ground is down to the new working level, the construction of the new playground surfaces and
Back to index RDC-1102689 43 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 structures will begin. The new toilet block will also be built in this area. Procurement for this is expected to be completed over the coming month. Stages 2, 3 and 4 works are progressing well with the transformation of Memorial Drive into a new plaza due for completion late March and prior to Easter weekend. All drainage, concrete walls and lime chip paths are complete. Pavement preparation is underway, due for completion mid-March, with final construction of the asphalt to follow. Following on from this will be the final planting, landscaping and furniture installation. Developed design for the final project stage at the western end (Stage 5) is underway and the budget estimate, landscape architect and engineering fees have been provided. The project team is firming up the construction programme with specialist contractor advice provided by HEB Construction. For this stage we have also gone out to market for architectural services for the associated Whare Waka and Commercial Building.
Lakefront boardwalk timber being fixed at the eastern end and this completed section
Lake wall and edge terracing around the old scout den site
5.2 HUNGA: TIAKI HAPORI COMMUNITY AND REGULATORY SERVICES
5.2.1 Updates
Safe City Guardians / Patrols The Safe City Guardians continue to act in a safety and ambassadorial role assisting the Police to deal with anti-social behaviour and interacting with businesses and visitors. Mobile patrols continue in the CBD and identified hotspots and have been expanded to include other popular tourist spots such Kuirau Park, the Redwoods and occasionally Kerosene Creek.
Animal Control Dog rehoming continues to be a strong focus for the Animal Control team with 76 dogs rehomed in the first six months from July to December 2020. We intend to continue this trend through the use of the Homeless Hounds Facebook page and other channels such as the Tatau Tatau magazine.
Back to index RDC-1102689 44 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 The Animal Control team are currently contacting schools to book in our annual school education programme. This programme provides children with essential knowledge about how to keep themselves and others safe around dogs in a fun and memorable way. Last year around 18 different groups were presented to which also happened to include other organisations such as play centres, the DHB and NZ Post.
Parking update The performance of the parking system over 2020 was reviewed at a high level to help inform what improvements for users could potentially be made during 2021. Observations and data collected during this time have identified the following focus areas: o Seek to reposition the cash meters to the central parts of the City as data shows they are primarily being used for short term stays. This will make them more available for users while still providing card payment options. o Investigate further opportunities to simplify the current zone based parking layout including whether other options such as permits could be beneficial to users. o Continue to monitor CBD vehicle numbers to ensure that any layout adjustments are best suited to their intended user base.
5.2.2 Parking Transaction Statistics
The Parking apps average transaction value remains higher than other payment channels at $2.83 for January whereas card-at-meter was $2.37, and cash $1.52. It is worth noting that this payment method is preferred by regular users (CBD workers) and therefore the holiday season will have impacted parking patronage.
The transaction split over this time was: App transactions - 17% of total transactions Cash transactions - 31% of total transactions Card-at-meter transactions - 52% of total transactions
Back to index RDC-1102689 45 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021
5.3 OHU: WHAKAWHANAKE PLANNING AND DEVELOPMENT SOLUTIONS
Building Consents The total value of building consents issued for the financial year to date $103,544,787. The number of new dwellings consented for the financial year to date is 119. 14 new dwellings were issued in January 2021. Approximately 28 dwellings are currently being processed.
Subdivision Consents Number of consented lots (residential / lifestyle) issued for the financial year to date is 109. Number of consented (residential / lifestyle) lots issued during January 2021 is 3. Subdivision consents for a combined total of approximately 150 lots were being processed at time of reporting.
5.4 OHU: MAHI TOI ARTS & CULTURE
5.4.1 Te Aka Mauri
22,282 - Door Count. 5% decrease. 37,158 - Issues all sources. 2.5% increase. 2359 books issued 5 January, our busiest single day in the last 2 years. 836 - Library to You issues. 170% increase. 2091 – Programmes and activities. 91% increase. 2058 children participated in activities and programmes during the school holidays, including but not limited to: girls can code; STEAM design a house; poi making; busy bags, five community based “Fun in the Park events”; and read away fines. Largest gains made through busy bag activities and park events. 265 – Information enquiries Heritage and Research. Lingogo goes live - We have launched a new App “Lingogo” as a first step to addressing the libraries very limited te reo Māori online content. Lingogo is a learning and literacy resource for those unable to access our traditional library te reo collections or who prefer to access materials and learning online. The App contains fun, dual-language, indigenous stories that include Māori and Pasifika content. Rotorua Seed Library - He Kohinga Kākano has officially opened, a fantastic project between the seed library volunteers and Te Aka Mauri. This is a free, volunteer run effort to promote growing and seed saving in Rotorua. A great connection between library resources and this community initiative that encourages sustainability Rotorua Seed Library - He Kohinga Kākano opens at Te Aka Mauri - NZ Herald
5.4.2 Rotorua Museum Te Whare Taonga o Te Arawa Facilitated whānau-requested kākahu uplifts for tangihanga. Participated at Ōhinemutu Waitangi Day event with a mini-exhibition and stall. Top Art Exhibition scheduled for 22-26 March to be held on level 2 of Te Aka Mauri with all Rotorua high schools expected to attend.
Back to index RDC-1102689 46 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 Application for the Museum Bus funding through Ngāti Whakaue Education Endowment Trust has been accepted for the 2021 school year. Term one is already fully booked with 978 year 1-13 students expected to travel.
5.4.3 Public Art Refurbished Tarukenga entranceway pou have been re-installed and blessed. Fordlands community murals unveiled and well received by the community. Further arts projects working with youth are planned for the skate park this summer. Galleria exhibition - ‘Composite Elements’ by Bay of Plenty artists Ladies of Diversity showing until 3 March. Planning for photographic exhibition ‘100 Women Rotorua’ by Katie Hoy to follow. An approach by local MIQ facility to hold a nationally exhibited collection of works created within quarantine under consideration for July showing. Fish out of Water temporary public art trail ran throughout the CBD. ArtsMAD event held during February. Annual Band Rotunda Sunday concert series running February and March in the Government Gardens. Performances by 14 local bands scheduled with crowds of up to 300. Komuhumuhu Boat Ramp upgrade - Sculpture required as condition of TALT consent. Discussions for potential funding partnership between mana whenua and RLC ongoing. Preparations underway to install Light-box pixels artwork in Te Aka Mauri community meeting room – to face Haupapa Street. Sculpture trail at Sulphur Lake has been partially refreshed. Local sculptor Nicola Wright carved a new sculpture during the month of February. Quirky chalk art, supported by business owners and retailers, is now active in the inner city with three artists currently contributing.
Back to index RDC-1102689 47 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021
5.4.4 Events and Markets The team contributed considerable infrastructure, operations and health & safety support to a very successful and well attended Waitangi Day event at Ohinemutu. The Chinese New Year event scheduled for 20 February was cancelled due to COVID-19. Lakeside Picnic (6 March) has been cancelled by the organisers and our Children’s Day event in the forest on 7 March has been cancelled to avoid a clash with the Ngāti Whakaue Whānau Day, also in the forest on the same day. Following community cases of COVID- in Auckland, and Alert Level 2 restrictions, market operations will be suspended unless we are confident the risk is contained. The Rotorua Nui Autumn calendar of events was inserted into the Weekender on 26 February. Coming up: Anzac Day commemorations (25 April), ‘Hoki Mai’ concerts at the EEC in partnership with the Howard Morrison Jnr Quartet and a programme of Rotorua NZ Music Month performances in May
5.4.5 Performing Arts & SHMPAC Aronui: Currently supporting the trust by applying for funding. Performing Arts Director is working the Aronui Arts Festival Trust to develop the festival strategy and programme post COVID-19. Rotorua Village Green Summer Concert: Sold 1800 tickets but attendance was impacted by the hail and thunder storms. Event debrief planned for mid-March.
5.4.6 EEC Booking Information
Hosted the 2021 National Maori Basketball Tournament with over 246 teams and approx. 3,500 participants over the 5 day event. Nine courts were provided at the EEC with an additional 5 courts at other venues (courts) around the city. Media coverage of the event by Te Karere and the growth of the tournament: https://www.facebook.com/tekareremaorinews/videos/m%C4%81ori-basketball-tournament- growth-time-to-cap-numbers/252666652924761/
Back to index RDC-1102689 48 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021
National Maori Basketball Tournament 2021
5.4.7 Sportsdrome
Utilised as part of the National Maori Basketball Tournament and a small number of trainings and regular users over the month of January.
5.5 OHU: MAHI RĒHIA SPORT, RECREATION AND ENVIRONMENT
5.5.1 Updates Staff are working with Rotorua Hockey and Fire and Emergency NZ to remove some trees in Smallbone Park. The trees surround one end of the hockey turf and caused shading in winter and leaf fall in autumn. This creates cold conditions for players and spectators, and increases the maintenance requirements for the buildings and turf. Work was undertaken during February with FENZ using qualified staff to remove two pine trees and some smaller willows, silver birch and wattles. InfraCore assisted with the more difficult removals. FENZ will distribute the wood amongst their network for firewood. InfraCore have successfully undertaken a trial to propagate eco-sourced native seedlings in their Nursery. This staff initiative will support a number of Council projects including wetland and stream restorations where eco-sourced plants a preferable. Staff will seek funding to expand this trial to be able to create an annual supply of locally sourced native plants. Motorbikes continue to cause problems in some of our reserves and Regional Council floodway reserves. Council is working with the BOP Regional Council and the community to report instances to the Police and will also to record the activity frequency. Staff are trialling different methods to slow bikes down at access points into reserves to see if these have any effect. The Responsible Camping Ambassador programme is going well with summer data collection continuing until the end of April. January was busy at the Aquatic Centre with many residents and visitors taking advantage of the hot weather. With limited swim lessons and the outdoor pool redevelopment still under construction, CLM also installed inflatables in the leisure pool as well as the deep pool. CLM supported the Breast Cancer Trust and hosted their picnic providing inflatables and donated $2 for every person who entered the facility towards the charity. CLM have been working with schools and club to ensure they have space until it opens late February. Sport events held over the January/February period have included: o Inaugural North v South Maori Football representative games – 8 x teams U/16, U/18, U/20 Open (Men & Women) held at the Stadium o Blue Lake Rowing Regatta – 500 participants
Back to index RDC-1102689 49 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 o Blue Lake Multi-sport Festival – 750 participants o Tarawera Ultramarathon – 3,000+ participants (3,687 participants last year including 55% internationals), +38% increase in female participants this year o NZRL U/20 North v South (national rugby league) o NZ Motocross National Championships Round 2 Upcoming events in March of national significance include: o GODZone Rotorua Chapter 9 (multi-day endurance event – 1st time in North Island) o Legend of the Lake (part of national series – 1,000 participants) o NZ Secondary Schools Waka Ama Tournament (3,000+ participants) o NZ National Wakeboarding Championships (600 competitors) o Crank It @ Craters MTB event (500-600 competitors) The Thermal Explorer Regional Events Fund launched in Rotorua at Te Puia on 16 February 2021 and this fund will be available to support regional events over the next three year period. The Sport Development Team have secured six national rugby league tournaments (NZRL & NZMRL), four national games and three Kiwi Ferns training periods to be held at the Stadium and Westbrook over the coming 12 months. Community summer sports have restarted across the sports field network and will continue through to Easter 2021 (2 April).
North vs South NZ Maori Football teams celebrating their games
5.5.2 Small Project Updates – Open Space & Recreation The preload material from the Lakefront Stage 2 playground area will be reused at Kuirau Park on the site for the future Skate Park development. The preload will to be transported in late February and will be on site on the corner of Kuirau Street and Pukuatua Streets for at least 12-18 months to settle. Staff will continue to work with the advisory group and the community on design of the new Skate Park during this time. During January, smaller upgrades occurred such as the replacement of the Steeles Lane and Waikawau (Hannah’s Bay) walkway bridges, an upgrade to the Whangamarino School playground and repairs to the Whirinaki Arm (Lake Ohakuri) and Hamurana jetties.
5.5.3 Lakes Infrastructure The Hinehopu Boat Ramp’s concrete pads that had moved on the lake bed were realigned in January. A similar issue with the pads on the Kariri Bay (Boatshed Bay, Lake Tarawera) and Lake Okataina boat ramp has been identified and corrective work on these ramps is being planned. The Waitōharuru project (Tarawera Landing) is in the final stages of consenting for lake edge works, jetty and ramp replacements and parking and vehicle movement changes. The consent will be lodged with the intention to do the lake work in the limited allowable construction window later next summer.
Back to index RDC-1102689 50 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 6. KĀHUI TUAPAPA - INFRASTRUCTURE GROUP (January 2021)
6.1 OHU: WAKA TRANSPORT
6.1.1 Updates on current NZTA-owned and led projects:
Council works with the Waka Kotahi (NZTA) to provide input into state highway projects on behalf of the community. In turn, NZTA is a key stakeholder in terms of roading programmes on local roads for which Council has primary responsibility with the Agency providing substantial funding, on average, about half of the cost through subsidies.
The Connect Rotorua programme of works being delivered by Waka Kotahi is progressing as follows: SH30 Eastern Corridor Stage 1 improvements (Sala Street to Iles Road) are progressing well. Upgrade of the Sala Street intersection is complete. Work on the Tarawera intersection is due to be finished in March 2021. Temporary heavy vehicle detour will be required during construction of new eastbound lane between Allen Mills and Iles Roads. Traffic impacts mitigation will be ongoing. Waka Kotahi has completed the detailed business case for SH30 Eastern Corridor Stage 2 Improvements on Te Ngae Road (Iles Road to airport), and has closed out the public consultation of this phase. They are now working on the detailed design phase, including options for staging. The final detailed design for the SH30A/Amohau Street central corridor, from Old Taupō Road to Sala Street, is complete and construction is likely to take place in the 2021-2024 LTP period. Key improvements include a new shared path on both sides of the road, safety improvements to key intersections, new signalised pedestrian crossings and upgrading existing crossing points. The project also involves the revocation of SH30A for Council to manage as a local road once construction is complete. Safety improvements for SH5 Tarukenga to Ngongotahā are ongoing. The roundabout upgrade has started. All work is planned for completion by late 2021. Further to obtaining community input into a preferred concept plan for safety improvements through the village, Council has initiated conversation with Waka Kotahi regarding a joint approach to scope and address safety concerns.
6.2 OHU: MAHI MATUA CAPITAL PROGRAMMES
Programme Background Project Progress (1) Road rehabilitation is Nicholson Road Nicholson Road should Transport Road required when the be awarded shortly. Rehabilitation underlying pavement Martin Street Martin Street in (road foundation structural layers are progress, with other rebuilds) failing and the resultant sites to follow maintenance costs are Longview Road Longview is in progress increasing. Riri Street Riri Street is currently On average some 0.2% of under construction our network requires foundation strengthening per year. (2) Re-surfacing of roads is a Road Re-seals The 2020/21 programme Annual Road Re-Seals very important is well underway and Programme component of Asset expected to be Management that completed by end of Council reseals about 8% ensures road surfaces March of sealed roads per provide a suitable annum. running surface and
Back to index RDC-1102689 51 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 Programme Background Project Progress foundation waterproofing for underlying structural layers that protect them from failure, due to water penetration. (3) These are small scale Projects on this year’s Roading Minor upgrades which do not programme are: Awaiting the consent for Improvements require a detailed Rotokawa Road Rotokawa Culvert. Programme business case and Culvert which is for generally target safety resilience. Received ecological objectives but also can Paradise Valley Stream report for Paradise Valley include resilience, stabilisation also for and are reviewing efficiency or mode share resilience engineering services for projects. this project. Kawaha Point Road Kawaha Point & Ford Ford Road both for Road currently out to traffic management tender. safety. Design work is now Oturoa Road corner complete for Waikite realignment where Valley and Ngakuru there has been a School carpark number of crashes. improvements and for installation of variable speed limit signs for Broadlands, Waikite Valley and Rerewhakaaitu Schools.
Miro Street intersection improvements are also planned during the next school holidays.
(4) The programme involves Puaiti Road – (Waikite Puaiti Road and Hoko Rural Road Seal sealing of currently Valley). Road are currently both Extensions unsealed roads in rural Hoko Road out to tender. areas. Projects include consideration for safety improvements and general drainage renewals where appropriate as well as other ancillary work.
(5) The programme is based Culvert adjacent to Culverts near Blue Lake Drainage Renewals on the asset the Blue Lake and Galatos Road management objectives Galatos Road Culvert currently out for tender. and it is targeting renewals for critical drainage assets on roading corridors principally of culverts, cesspits and kerb and channel.
Back to index RDC-1102689 52 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 Programme Background Project Progress (6) The East Rotoiti/Rotomā Rotoiti Rotomā Wastewater Sewerage Scheme Sewerage Scheme Tenders for onsite Wastewater Upgrades involves the provision of pre-treatment sewerage services to the systems at Rotoiti are Rotomā and East Rotoiti currently being Communities. The evaluated. This will project is part of the Te be reported to Arawa Lakes strategy Council for approval that aims to ensure in due course. water quality in the lakes meets the agreed target standards. The project involves the construction of a wastewater treatment plant, providing on-site pre-treatment on all properties and the reticulation of effluent from on-site facilities to a new treatment plant. 7) An asset management A number of significant These critical renewals Wastewater Networks driven programme of and critical renewal have had to proceed Renewals renewal of critical assets projects at the WWTP ahead of the plant that have reached the and within the upgrade as the risk of end of their useful life. reticulation system are managing the old plant is underway too high. New blowers are now • Dewatering plant commissioned and • Blower replacement operating. o Recycled water A major CCTV survey upgrade of gravity mains has o Victoria Street now been completed trunk main and will be utilised to refurbishment plan critical renewals. The wastewater main from Victoria Street to the Plant is planned to be duplicated to meet growth and current LOS requirements. An easement across the Countdown car park has been agreed in principal and is now going through the process of formal registration with the owner. Detailed design of a small section is underway due to the risk of failure.
(8) Water Renewals involve Asset renewal driven Water renewal Water Networks replacement of projects include network projects are Renewals reticulation network that reticulation and a progressing to plan has reached the end of reservoir. These include:
Back to index RDC-1102689 53 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 Programme Background Project Progress its useful life, a prudent Wrigley Road and will be complete Asset Management Kamahi Place within set timeframes. driven programme that Pegasus Drive A new reservoir at considers pipe age, Mansfield Place Kaharoa has been condition, capacity, new Baxter Place completed and materials and levels of Kowhai street refurbishing of the maintenance costs to Kaharoa existing reservoir will arrive at an optimum Reservoir commence at lower programme of renewal Sumner Street demand period. works. Hunt Crescent Overall reservoir
Paul Street capacity will be increased by 50% Crystal Place
(9) Council has the Main projects included in The King Street Link Main responsibility to the current year are; stormwater project is Stormwater upgrades implement stormwater King Street area now in progress. and Renewals. and drainage protection improvements to the agreed design and levels of service Upper Clayton Road Work on the Clayton standards currently set area (Development Road Project is now out in the Building Code. Support) complete, a shared Most projects have a path is now under component of upgrades construction over the (to meet new design new stormwater standards due to climate system from Mountain change) and renewals Road up towards Pukehangi Road.
Another significant The trap by Sudima project this year is Hotel is planned for the refurbishment of the current year. With all gross pollutant the other two in the traps treating all following year. discharges from the CBD.
(10) CIP Funded projects As part of the Alternative transport Consultation and Government response to modes planning is central design is progressing COVID 19 Council was to the GPS on Transport on the shared paths allocated funding for and related funding and the first stage of infrastructure to support business cases. To that the Vaughan Road housing development on effect transport shared path the east side of Rotorua alternatives are to be construction has for providing for accommodated with a commenced. alternative transport series of shared paths on The stormwater modes from demand local road corridors mitigation is currently brought about by the either side of SH30. being evaluated increased housing. These paths will connect through the master Funding was also and support the planning exercise and provided for mitigating proposed upgrade of will progress to a the effects of stormwater SH30. more detailed design runoff from future as soon as possible in developments. line with the funding delivery plan.
Back to index RDC-1102689 54 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021
6.3 OHU: RERENGA PAI SAFE & SUSTAINABLE JOURNEYS
6.3.1 Modal shift / Cycling Infrastructure Projects / Road safety update
Cycling Infrastructure Projects: Conversion of drains to underground pipes at the top of Clayton Road is providing an opportunity to build a section of shared path, connecting with the shared path on Pukehangi Road. Design work underway for shared paths for Vaughan Road and Wharenui to Tarawera Roads, to be built with CIP funding.
Cycling Education Programmes: Bikes in Schools (BIS): Seven schools have received external seed funding from the BIS Trust, each now at different stages of working towards building bike tracks, and purchasing bike storage facilities and bikes and helmets. Cycle skills training: The ‘BikeReady’ team have supported a number of school holiday (child equity) programmes in the Fordlands and Western Heights reserves. A full calendar of school delivery is now planned for Terms 1 and 2. The ‘Cycling for Senior’s course in February 2021 is now full.
Travel Demand Management Workplace and School Travel Planning: Planning underway for inner city workers’ travel survey and modal shift campaign Safe Ways to School Survey: The survey is an opportunity for school communities to identify barriers that prevent them from choosing alternate modes of transport for their daily commute to and from school. Selwyn School and Kaitao Intermediate will be the next surveyed, with results used to inform future initiatives to encourage modal shift. Innovating Streets: This is a Waka Kotahi initiative to make streets more vibrant, safer and more inviting for people who walk and bike to school or around their neighbourhood. Rotorua’s project Te Manawa o Owhatiura is underway on the streets around Lynmore School. The working group /community have produced a draft concept plan currently being safety audited by GHD.
Road Safety Road Safety programme delivery continues. Summer campaigns have included safe walking; safe summer cycling; shared paths; and a ‘back of bus’ alcohol campaign. Initiatives stemming from the rural road safety review have included road safety resources delivered to schools and preparation for rural speed round school buses billboard campaign (‘Either way, it’s 20km) started in February.
Public Transport BOP Regional Council has contracted Mode Shift Consulting to undertake their Public Transport Network Review and this is underway. Next step is to go out for public consultation on preferred options identified through stakeholder workshops, which will inform the BOP Regional Council LTP. The Rotorua section of the BOP Regional Modal Shift Plan has been finalised with Waka Kotahi.
Back to index RDC-1102689 55 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 6.4 EMERGENCY MANAGEMENT
COVID-19 On Monday 5 January, the Sudima Hotel (managed isolation facility) experienced an emergency evacuation and this was believed to be the result of a very heavy rainfall activating the fire alarm. All safety protocols were followed with no issues arising.
6.5 OHU: WAI WATER SOLUTIONS
6.5.1 3 Waters Services Business Operations
Water Supplies A high fence was installed around the treatment and pump buildings at the Tarawera No.1 (highest) reservoir. External concrete repairs have been completed at both the Utuhina Road and Matipo No.2 reservoirs. The replacement Eastern No.3 main pump has arrived in the country after a nine-month build and delivery time. Installation occurred in February. The construction of the new Kaharoa reservoir is complete. At the time of writing, we are awaiting a period of rain to reduce demand on the network, so we can “cut in” the new pipework which will require a shutdown. Following the recent earthquake in the Okataina area, we have detected some slumping of a bank next to the Hinehopu (Rotoiti) reservoir complex. We have engaged a geotechnical consultant to assess what, if any, risks are present. These five tanks are due for replacement this year, so we will be able to ensure a stable site is provided for the new tanks. With low rainfall over this period, we are seeing a rise in consumption across most supplies, with the recent Auckland Anniversary day public holiday been very high. At present, the demand is still manageable, but we will continue to encourage sensible water use through radio and social media channels.
Wastewater As previously reported, in late December and early January, an unknown substance in the wastewater flow significantly impacted the nutrient-removing bacteria in the process. A period of intensive process monitoring and adjustments was undertaken, including importing of some “seeding” bacteria from Hamilton, and the biomass recovered after several weeks. It is not expected that this will impact the annual consent compliance limits in place. The origin of the substance is still unidentified, but TRILITY is installing additional monitoring in the network to improve the chances of early detection of any future occurrences. BOP Regional Council has conducted a six-monthly field inspection and compliance audit of both the Rotoiti/Rotomā and Rotorua Wastewater Treatment Plants. No issues of concern were identified on either plant, but there was discussion regarding a short overflow from the Rotorua plant to a nearby drain which occurred on 10 November when a lightning strike cut power to the site and interfered with the auto-start of the standby generator. Although the response to and reporting of this event was in accordance with procedures, the discharge has been deemed as a “moderate non-compliance” event. Although no damage to assets has been noted from the earthquake that occurred on Monday 25 January, there was an interesting side-effect of the shake. Immediately following the event, several calls were received from Rotomā residents reporting high-level alarms in their onsite STEP (septic tank effluent pump) tanks. The subsequent site inspections confirmed these tanks were
Back to index RDC-1102689 56 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 relatively full but not near alarm level. We believe that the “sloshing” of the liquid in the tanks caused by the quake had displaced some of the alarm floats, causing false high level readings.
Stormwater Planned maintenance and in particular, vegetation clearing, has continued in the dry weather. Several large trees have been identified as requiring removal in the Reporoa open drainage system, which will require planning to minimise damage to the banks and subsequent erosion. The Infrastructure and Open Spaces teams have been collaborating on maintenance plans for several drainage channels which also have amenity value and/or are in high-visibility areas. An example is the large open drain from the lower Glenholme and Trade Central area which runs alongside Tarewa Road and discharges to the Utuhina Stream.
6.6 OHU: PARA WASTE MANAGEMENT
6.6.1 Landfill
Tree removal along the stream started in mid-January and it is expected to continue for another month. Traffic management is in place to mitigate health and safety risks and there is minimal disruption to transfer station operation. A recent sample analysis indicated landfill capping and monitoring have been effective. The impact of the landfill on surface water, groundwater and stormwater was negligible.
6.6.2 Refuse Collection
Refuse collection, which had stabilised to pre-lockdown levels of 1200-1300 tonnes/month late last year, has increased to 1400-1500 tonnes/month. The levels have remained high over last four months. Overfilled red and yellow bins are being stickered in areas showing poor compliance, based on feedback from truck drivers. A SWAP audit was conducted during December to understand Rotorua’s kerbside refuse and recycling conditions. The preliminary report indicated that over 60% of refuse can be diverted from landfills. The final report is expected in February. Cameras have been installed at Okere transfer station to increase awareness and improve compliance with Council’s waste disposal guidelines. Several offenders have been caught on camera and warning letters are being issued to them. Many of the offenders came from outside Okere area, including Glenholme, Mourea and Te Puke.
6.6.3 Recycling
Recycling bin audits are being conducted to create awareness about bin contamination. Customers are being reminded of correct practices and in some cases, bins are being rejected. Due to technical issues, recycling of clear glass bottles was temporarily suspended in December. We had stockpiled the glass at composting area near wastewater treatment plant. Clear glass recycling resumed in mid-January and all the stocked glass has now been transferred to Visy in Auckland. Visy has issued strict glass recycling guidelines recently. Glass bottles with caps/lids would now be considered contaminants and all loads must be almost free of caps/lids. This increases risk of glass rejection and their disposal in landfills. New awareness campaigns and communications plans are currently being developed to mitigate the risks.
Back to index RDC-1102689 57 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 Government is considering a nationwide recycling standardisation, which is likely to exclude plastics 3, 4, 6 and 7 from the list of recyclables. Rotorua’s recycling policies are consistent with the proposed standard. Government recently announced consultation on banning plastics 3, 6 and 7, along with some common plastic products (eg straws and stirrers). RLC (in association with Waikato and BOP Councils) has submitted in favour of the proposal.
6.7. OHU: TAIAO ENVIRONMENTAL
6.7.1 Terrestrial Wetlands – establish and restore
This is a joint Open Space and an Infrastructure project to restore wetlands and to establish additional wetland area at Hannah’s Bay. Tangata whenua and the local community are supportive of creating further wetlands at Hannah’s Bay. We have a consent requirement to establish and restore wetlands associated with the airport extension and this project will be progressing and completed. Discussions around funding are underway.
6.7.2 Nitrogen discharge allocation (NDA) for wastewater treatment plant discharge
The WWTP has a nitrogen allocation of 30 tonne (in-lake) to cover the area that was already reticulated when the catchment was benchmarked (2001-2004), plus an additional 2.4 tonne associated with the reticulation of lakeside settlements in the Rotorua catchment since 2001-2004. Council has a MoU with the lakes partners to transfer some allocation from rural land when rural land is subdivided and reticulated – the transfer is sufficient to cover the requirements of the new subdivision. MoU revisions have been proposed and are being worked through with BOP Regional Council, and these will more clearly specify the amount of N to transfer and how the transfer will be implemented. This does not cover the new connections to sewer from urban subdivision, subsidiary houses, new commercial and trade waste discharges, and any new out-of-catchment connections, and so we require additional NDA moving forward. The additional N requirement will depend on growth, i.e. on the additional volume that will be discharged to sewer. The N requirement per household unit (for non-residential discharges it is the volume equivalent to a household unit) has been determined and the cost of the additional N requirement (per kg) has been estimated, and options are being developed for consideration in the upcoming LTP process. Growth projections from Infometrics March 2020 report are being included. Options are currently being developed to fund and acquire additional NDA for the WWTP discharge, ie the requirement that is over and above what will transfer from rural land that is being developed and reticulated, for consideration in the upcoming LTP process.
6.7.3 WLASS Shared services
We are currently discussing the option of shared services for trade waste management, pollution control and laboratory services with WLASS. In due course and provided that an agreeable option is arrived at a full report to Council will be made with relevant options analysis and recommendations.
Back to index RDC-1102689 58 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 7. MANAHAUTŪ MĀORI
7.1 Part of the role of Te Amorangi is to provide professional development opportunities to ensure staff are equipped to uphold our responsibilities under the Te Arawa partnership. Our first training workshop this year was held on 20 January. It involved Te Arawa Lakes Trust staff presenting to Council planning staff on Te Tūāpapa o Ngā Wai o Te Arawa (Te Arawa Cultural Values Framework) and He Mahere Taiao Mo Nga Wai o Te Arawa (Te Arawa Lakes Environmental Management Plan).
7.2 Advice across Council Te Amorangi Unit (TAU) provides advice across Council, including:
INFRASTRUCTURE Rotoiti/Rotomā Māori land advice WWTP Member on the tender assessment panel Rotorua WWTP Engagement has begun on the bridging consent to support ongoing operations of the Wastewater Treatment Plant Stormwater Early advice on engagement re: comprehensive stormwater management
OPERATIONS Lakefront Supporting mana whenua, Isthmus and Lyonel Grant to design cultural elements across the Lakefront Supporting primary school visits (Rotorua Primary School, Te Kura o Te Koutu, Rangihakahaka) to HEB Construction site and with designers Engagement with Te Arawa Lakes Trust regarding lake structures (tumu pou) Te Whare Taonga o Advice on exhibition strategy Te Arawa Preparing for engagement with Te Arawa on future exhibitions Sports, Recreation Working with Te Arawa groups to ensure support for Godzone event (pōhiri and Environment etc) Support for tamariki involvement in Kauria Te Moana initiative Regulatory team Advice regarding building consents and Māori land (unconsented works) Planning team Engagement support regarding trees planted on Māori land requiring approvals STRATEGY Housing Strategy Technical advice - support locality planning projects (identifying affected Māori communities and entities). OTHER KAUPAPA Cultural support Advice to Rotorua Aquatics on tikanga process for re-build logistics Weekly waiata classes (to be run again this year) for all of Council Weekly 15 minute classes with Business Support team Recruitment Support recruitment of roles in Sir Howard Morrison Performing Arts Centre and Strategy team
Back to index RDC-1102689 59 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 TE REO MĀORI TRANSLATIONS Te Amorangi Unit provided translation assistance for the following: Rotorua Aquatics pool names Whakataukī and Kupu o te wiki for staff newsletters Sustainable Journeys brochure Job titles Council meeting templates
8. KĀHUI RAUTAKI - STRATEGY GROUP
8.1 OHU: RAUTAKI STRATEGY
8.1.1 He Papakāinga, He Hāpori Taurikura- Homes and Thriving Communities Strategic Framework-
Community Safety Plan Work continues on the development of a plan following the elected member LTP workshop in February. Priority aspects of community safety include seeking a temporary Alcohol Ban for a particular area where there have been a number of complaints about behaviour with alcohol a key contributor. This was put to Council for a resolution at an Extraordinary Council meeting on 11 February as required under Council’s Alcohol Ban Bylaw. Work is also underway on a Network Plan, outlining how the use of electronic monitoring tools may contribute to community safety.
8.1.2 Locality Planning
Inner City DCA architects undertook a review of all revitalization plans and initiatives from 2006 to 2020. The report identifies the key objectives which shape the long-term framework for inner city development. This framework will form the basis of a new plan and the development of a coherent set of projects and policy interventions. This framework was detailed in the elected member LTP workshop held on 10 February. Introducing the framework and seeking the input from mana whenua in the next step before a revised approach is share more widely.
8.1.3 Child Equity Programme
The Child Equity Programme aims to provide tamariki living in hardship access to the things they need to thrive. The Child Equity programme focuses on addressing child poverty, ensuring equitable access to programmes and services and providing opportunities that can potentially disrupt the poverty cycle into adulthood. We are building on existing partnerships with Central Government, community services and various Council departments to focus on the areas where the need is greatest, linking them into services or programmes through a targeted approach. There are a number of amazing programmes that exist in our town but many of our tamariki are not benefiting from them.
Year 1: Child Equity Programme Pilot 2019 (Complete) A partnership between Sunset Primary School and Rotorua Lakes Council was established during the 2019 school year as a trial to ensure equitable access to extra-curricular, community and Council services for participating children. Council and community partners worked alongside Sunset Primary School to align services to address needs and remove barriers. Some very successful outcomes were achieved by using a collective impact model of working.
Back to index RDC-1102689 60 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 The programme does not deliver Central Government/Ministry of Education functions but enhances experiential learning and participation in co-curricular activities. Our programme brings activities, recreation, music, mentoring, holiday programmes and Council and community services into the school to provide a richer learning experience.
As a result of this mahi Rotorua Lakes Council’s Child Equity Programme Pilot won the prestigious Local Government Excellence Award for Innovative Contribution to the Community in 2020.
Year 2: Growth 2020 Due to the success of the initial pilot, the Child Equity Programme 2020 focused on growth. The year 2020 saw the programme move from pilot phase into a five-school collective involving numerous community partners.
Partners include: Rotorua Library Rotorua Music School CLM: Making a Difference Swim Central Kids Kindergartens Programme Te Waiariki Purea Trust Sunset Primary School Rotorua Lakes Council: Bikes in Schools Malfroy Primary School Fordlands Community Association Selwyn Primary School Graeme Dingle Foundation (Rotorua) Kaingaroa Forest School Rotorua Big Brothers/Big Sisters Aorangi Primary School Sport Bay of Plenty Rotorua Museum
There have been a number of existing community services or programmes that were previously not being accessed by the schools or the tamariki. Through the Child Equity Programme RLC has made the connections or initial outreach on behalf of the school for tamariki to access these services. In some cases addressing additional barriers to participation.
Key Learnings Collective impact - using a joined up approach allowed for improved access/uptake in extracurricular activities for tamariki. Targeted approach - partnering with a school located in a community of high deprivation provided direct access to children living in hardship, who otherwise were not accessing existing extra- curricular programmes and services. Role of Council as a facilitator - having a dedicated person to connect, orchestrate, facilitate connections, relationships and partnerships proved to be the conduit for action. Role of Council’s programmes and services: putting a focus on child equity ensured all participating schools were accessing the free Museum, Library, Bikes In Schools and Aquatic Centre programmes available to them. Food in Schools – although not a part of our programme the free school lunch programme is a game changer for meeting basic needs, improved attendance, nutrition, the list goes on. The Free School Lunch Programme paired with learning at school and the Child Equity Programme is a great example of collectively evoking change for improved wellbeing. Impact of Covid-19 – we could not realize the programmes full potential due to limitations created by Covid-19. Sometimes money is not the barrier, it is the items or equipment needed to participate such as togs, transport, bikes…
A cross sectoral approach is needed to address the impact of child poverty. Both the Children’s Commission’s Solutions to Child Poverty and the Government’s Child Poverty Reduction and Wellbeing legislation highlight the need for sectors to work collectively to evoke change and ensure enduring commitment and action to reducing child poverty and improving child wellbeing. Rotorua’s Child
Back to index RDC-1102689 61 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 Equity programme is a working model of how local government, schools, community organisations, sporting groups etc have taken action using a collective impact model at a micro level.
Project Success Delivery of the programme was a collective effort and provided the following:
Programme / Resource Provider Resourced By Who participated Type of or benefitted Participation:
term programme programme term
-
Short or experience activity Regular Resource/facilities/ equipment
Making A Difference Aquatic Centre/ Rotorua Trust/ 358 students (4 Swim Programme Swim Club Bay Trust schools) Free swim/water safety programme (transport incl.)
Access to free togs and goggles Aquatic Centre / Aquatic Centre / 100 togs, googles Swim Club/ RLC Staff Swim Club/ RLC and towels Staff Breakaway Holiday Programme Te Waiariki Ministry of Social 47 students Free school holiday Programme Purea Trust Development each term
Hinemoa Water Safety: swim Te Waiariki Water Safety NZ 47 students safety in lakes and rivers with Purea Trust Te Arawa theme
Mentoring In Schools Big Brothers Big BBBS funding 8 students Sisters Rotorua Lakes Council staff 8 staff
Ukulele Classes Megan Kusabs Creative 18 students Communities: Tuition
Class Set of Ukuleles NZ Ukulele NZ Ukulele Trust 18 students Trust
Bikes in Schools Programme Rotorua Lakes Bikes-On Trust Sunset and Selwyn Council Primary Schools
Class Fleet of Bikes, Bikes-On Trust Bikes-On Trust Selwyn Primary Helmets, Storage
Provision of lunchtime KiwiCan staff Graeme Dingle Sunset Primary sport activities Foundation
School Holiday Activity Bags Rotorua Library Rotorua Library 350 tamariki living and Central Kids and Central Kids in emergency Rotorua Rotorua housing
Back to index RDC-1102689 62 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 Programme / Resource Provider Resourced By Who participated Type of or benefitted Participation:
term programme programme term
-
Short or experience activity Regular Resource/facilities/ equipment
School Holiday Activity Central Kids Rotorua National Asset 50 tamariki Bags (Donation) Management Support Conference
Funding application to Te Waiariki Purea Ministry of Social Pending funding provide activities for Trust, Rotorua Lakes Development outcome tamariki living in emergency Council, Central Kids housing Jackets, Shoes, Kai Kids Can RLC Community Any student Grant to Kids Can as needed
Funding for additional Co- Sunset Primary Rotorua Trust Sunset Primary curricular Support Staff to School School enhance participation in sport, clubs, competitions etc.
Neighborhood Summer Various Council and 500 tamariki/ Holiday Activities community various whanau groups facilitated Community by Rotorua Lakes organisations Council
Rotorua Museum Rotorua Museum Rotorua Lakes All schools Education Services Education Services Council
Aquabot programme Rotorua Museum Rotorua Lakes All schools Education Services Council
Whanau Paearahi Te Arawa Te Arawa Sunset School (Family Navigator) Whanau Ora & Whanau Ora Sunset Primary
8.1.4 Fun in the Park
The 2021 Fun in the Park series took place throughout the month of January in the communities of Fordlands, Selwyn and Western Heights. Eight community events took place in total. Participant numbers ranged from approximately 60 to 150 per event.
This is the second year for the event. ‘Fun in the Park’ was set up as a deliverable of Council’s Child Equity Programme, overseen by Council officers and supported by a number of community partners. The kaupapa is to bring fun, free activities to tamariki/rangatahi/whanau on their local parks and reserves. Participating communities were identified as areas of high deprivation where whanau may not have the means to get to the lakes, or additional funds to entertain tamariki during the holidays.
Participating organisations worked collectively to ensure tamariki/rangatahi and whanau have access to free services and activities. These included:
Back to index RDC-1102689 63 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021
Rotorua Lakes Council services Bikes and Bike Trailer Parks and Open Spaces Rotorua Library and Museum Services
Community services PHO and Lakes District Health Board Central Kids Nga Ara o Tapora’s Weaving and Crafts Tent Fordlands Community Centre and Tu Totara Rangatahi Programme Selwyn Heights Community Western Heights/ Kai Roto Community Te Waiariki Purea Trust Rotorua Cook Island Dancers Kimiora Trust Linton Park Community Trust
The 2021 ‘Fun in the Park’ series has successfully built community capacity, networks and capability, as the events were coordinated and facilitated by the communities themselves. Rather than hosting the event, this year Council’s role was to facilitate the collective agencies participation, create marketing material and support the community groups to access Council services, e.g. reserve bookings, health and safety plans. The communities promoted the events to their locals, developed site plans and health and safety procedures as well as hosting each event. Each community also provided an element of rangatahi development where youth from the community were involved with the delivery of the event.
8.1.5 CCO Governance
Vacancies on the Infracore and RED Boards are currently being advertised. A skills matrix has been confirmed with the Board Chairs that reflect the SOIs. Recommendations for Board appointments will be presented for Council approval in May following a review process involving Cr Kai Fong and the Board Chairs.
8.1.6 Draft Economic Development Strategy Framework
The Framework recognises the economic foundations already in place and focuses on priority areas that leverage our strengths, are in need of transformation or where we can have the most impact. Three key priorities have been identified with short term core actions and longer term Action Plans drafted for each: a. Rotorua, a place of choice b. Rotorua, the future of forestry c. Rotorua, ready for business.
RED as Council’s EDA has received funding from MBIE to development a Destination Management Plan (DMP). This document is intended to support the transformation of our tourism sector under the “Rotorua, a place of choice” action plan area.
Consultants working on the DMP are currently meeting with a variety of stakeholders and a Governance group has been established to support the process.
Back to index RDC-1102689 64 Operations and Monitoring Committee meeting Agenda STAFF REPORTS 4 March 2021 8.1.7 Pukehangi Plan Change
The current plan change remains in the Minister’s office for confirmation. As noted, in the last Operations & Monitoring Committee meeting, Council officers have met with the BOP Regional Council to consider how Plan Change requirements around storm water can be progressed. A meeting with land owners is proposed soon.
8.2 OHU: WHAKAPĀ COUNCIL COMMUNICATIONS
The communications team is working alongside IS staff to facilitate a “lift and shift” of website content to an updated platform being implemented by Council’s website provider. This is not a new website and will be at no extra cost (covered by existing contracted support hours) but will have a different look and changes in terms of navigation for users. Work on the next issue of Council’s Tatau Tatau magazine (delivery early April), is progressing and will include information relating to long-term plan consultation and engagement. Media enquiries dealt with by the team during January totalled 20 (compared to 48 in January 2020), following 29 in December 2020 and 25 in November. To date this calendar year (1 January – 12 February) the RLC website has had a total of 126,462 page views with the rating information database, property and rates and rubbish collection information the most viewed pages. Facebook has driven a total 1,848 sessions on RLC’s website with 39,095 driven from Google searches.
Back to index RDC-1102689 65 Operations and Monitoring Committee meeting Agenda CONFIDENTIAL 4 March 2021 7 Resolution To Go Into Public Excluded - Ka Matatapu Te Whakataunga I Te Tūmatanga
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:
General subject of each matter to be Reason for passing this Ground(s) under considered resolution in relation to each Section 48(1) for matter passing of this resolution CONFIDENTIAL MINUTES of previous Please refer to the relevant Good reason for meeting held 4 February 2021 clause/s in the open meeting withholding exists minutes. under Section 48(1)(a).
This resolution is made in reliance on Section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Sections 6 or 7 of the Act or Sections 6, 7 or 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above (in brackets) with respect to each item.
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