Te Manawhenua Forum Mo Matamata-Piako Mēneti Wātea

Te Manawhenua Forum Mo Matamata-Piako

Mēneti Wātea | Open Minutes

Minutes of a meeting of the Te Manawhenua Forum Mo Matamata-Piako held in the Te Aroha Council Chambers, 35 Kenrick Street, Te Aroha, TE AROHA on Tuesday 3 March 2020 at 10am.

Membership

Mayor Ash Tanner, JP

Deputy Mayor Neil Goodger

Principal Member Alternate Member Ngāti Hāua Mrs Te Ao Marama Maaka (Chair) Ms Rangitionga Kaukau

Ngāti Hinerangi Mr Tony Harrison Ms Hinerangi Vaimoso

Ngāti Maru Mr Wati Ngamane Mrs Kathy Ngamane

Ngāti Rāhiri-Tumutumu Mrs Jill Taylor

Ngāti Paoa Mr Gary Thompson Mrs Glenice Puke

Ngāti Whanaunga Mr Michael Baker Mr Gavin Anderson

Raukawa

Ngāti Tamaterā

Te Manawhenua Forum Mo Matamata-Piako 3 March 2020

Ngā whakapāha | Apologies

Michael Baker Ngāti Whanaunga Gavin Anderson Ngāti Whanaunga Gary Thompson Ngāti Paoa

Absent

Jill Taylor Ngāti Rāhiri-Tumutumu

Kaimahi i reira | Staff Present

Author Name Author Title Item No. Don McLeod Chief Executive Officer Michelle Staines-Hawthorne Corporate Strategy Manager Tamara Kingi Committee Secretary and Corporate Administration Officer Rexine Hawes Communications Officer 7.1 Ann-Jorun Hunter Policy Planner 7.1, 7.7, 7.8, 7.10 Mark Naude Parks and Facilities Planner 7.2, 7.6 Janine Wong Graphic Designer 7.2, 7.6, 7.7 Joao Paulo Silva RMA Policy Planner 7.6, 7.7 Karl Pavlovich Water and Waste Water Manager 7.7

I reira | In Attendance

Time In Time Out Dr Krishna Narayanasami – Matamata Dental 10.34am 11am Mrs Santhy Krishna – Matamata Dental 10.34am 11am

Minutes Page 2

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1 Whakatūwheratanga o te hui | Meeting Opening Te Ao Marama Maaka declared the meeting open at 10.00am and welcomed all members.

2 Karakia The opening Karakia was performed by Tony Harrison.

3 Ngā whakapāha/Tono whakawātea | Apologies/Leave of Absence

Apology COMMITTEE RESOLUTION

That the apology from Michael Baker, Gavin Anderson and Gary Thompson, be accepted and leave of absence from the meeting be granted.

Moved by: Mayor A Tanner Seconded by: R Kaukau CARRIED No apology was received from Jill Taylor.

4 Notification of Urgent/Additional Business Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states: “An item that is not on the agenda for a meeting may be dealt with at that meeting if- (a) The local authority by resolution so decides; and (b) The presiding member explains at the meeting, at a time when it is open to the public,- (i) The reason why the item is not on the agenda; and (ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.” Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states: “Where an item is not on the agenda for a meeting,- (a) That item may be discussed at that meeting if- (i) That item is a minor matter relating to the general business of the local authority; and (ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but (iii) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

Ngāti Hinerangi membership Page 3

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5 Whakaaetanga mēneti | Confirmation of Minutes

COMMITTEE RESOLUTION That the minutes of the Ordinary Meeting of the Te Manawhenua Forum Mo Matamata- Piako held on Tuesday, 3 December 2019, be confirmed as a true and correct record of the meeting, subject to the amendment to parties in attendance.

Moved by: Mayor A Tanner Seconded by: T Harrison CARRIED

Discussion notes: Parties in attendance, Mapuna Turner, and Ngahina McLaren, were recorded as being representatives of Ngāti Paoa. This is incorrect and should be amended.

6 Take i puta mai | Matters Arising i. Chairperson Te Ao Marama requested that the forum members receive surface pros. ii. Chairperson Te Ao Marama suggested that Council assist Kai a Te Mata Marae with fencing. It is being used by the community (who are welcome) but many have bedding to live there and leave their rubbish behind.

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7.10 - Ngāti Hinerangi membership

RM No.: 2257816

Executive Summary Ngāti Hinerangi wish to inform Te Manawhenua Forum that their current principal representative Dianna Vaimoso has resigned from her role on the Forum and that Ms Hinerangi Vaimoso be appointed as the new Ngāti Hinerangi alternate representative alongside Tony Harrison who will now be the principal representative. A letter from Ngāti Hinerangi along with Dianna Vaimoso’s resignation letter are attached to the agenda.

COMMITTEE RESOLUTION

That: 1. The Forum thank Dianna Vaimoso for her time involved with the Te Manawhenua Forum and wish her all the best for the future. 2. Hinerangi Vaimoso be welcomed and appointed as the new Ngāti Hinerangi alternate representative.

Moved by: G Puke Seconded by: K Ngamane CARRIED

Item 7.10 was taken out of order and considered before 7.1.

Ngāti Hinerangi membership Page 5

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3 Decision Reports 7.1 - Waitangi Day 2021

RM No.: 2263910 Executive Summary In 2019 the Te Manawhenua Forum resolved to host Waitangi Day as a biennial event, with the next event being in Matamata in 2021. Communications support the Te Manawhenua Forum with this event and would like some guidance to plan the event.

COMMITTEE RESOLUTION

That: 1. The information be received.

Moved by: G Puke Seconded by: R Kaukau CARRIED

Discussion notes: Tony Harrison and Hinerangi Vaimoso of Ngāti Hinerangi, and Rangitonga Kaukau of Ngāti Hauā will engage with the media and other activities, such as an educational day.

Page 6 Waitangi Day 2021 Te Manawhenua Forum Mo Matamata-Piako 3 March 2020

7.2 - Access to Free/Low Cost Dental Care

RM No.: 2253904

Executive Summary Dr Krishna Narayanasami, from Matamata Dental Centre, is in attendance to present about access to low cost/ free dental care.

COMMITTEE RESOLUTION

That: 1. The Forum receive the information.

Moved by: R Kaukau Seconded by: T Harrison CARRIED

Discussion notes: Dr. Krishna and his wife, Santhy Krishna, offered their time to speak at Maraes relating to dental hygiene. They are willing to waive their fees or provide discounts for low income families.

Their intention is to target Māori whānau, not just Matamata based. Regular attendance is necessary for preventative measures, rather than attending for pain only.

Ngāti Hauā and Ngāti Hinerangi are willing to engage in a dental plan and requested a proposal package.

Background Basic dental services are free until you're 18. If you need dental care after 18, and you're on a low income or have a disability, illness or injury, you can apply for government help.

After an injury or accident If you need dental care because of an injury or accident, Accident Compensation Corporation (ACC) covers some of your dental treatment costs.

ACC also pays some of the cost to fix or replace dentures if you were wearing them when you had your injury or accident.

You'll need to see your dentist as soon as possible. Together you'll fill out a claim form and send it to ACC.

In most cases your dentist treats you on the first visit and charges you part of their normal fee. ACC pays the rest of the cost.

If you need emergency dental treatment If you have a dental emergency, eg you need a tooth removed, but can’t afford it, a Special Needs Grant from Work and Income can cover some of the cost. If you need dentures after having teeth removed but can't afford them, you can apply to Work and Income for help paying for them.

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If you have a Community Services Card, you can get free or low-cost emergency dental treatment for pain relief or infection, eg emergency fillings or removing a tooth. The work is done at the hospital or by dentists contracted by the District Health Board (DHB).

It's free if you're already in hospital. There are charges if you have treatment as an outpatient or when the emergency treatment is done by a dentist who has a contract with the DHB. Community Services Card Some dentists offer discounts for Community Services Card holders. Ask your dentist if they offer discounts.

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7.3 - Long Term Plan 2021-31 Project Update

RM No.: 2227500

Executive Summary Council is required to prepare and adopt a Long Term Plan under the Local Government Act 2002 (LGA) every three years.

The purpose of this report is to provide an update to the Forum on the Long Term Plan project. The Forum may wish to provide feedback or comment on the proposed timeline and project outline.

COMMITTEE RESOLUTION

That: 1. The information be received.

2. Any views on the Long Term Plan 2021-31 project are provided.

Moved by: R Kaukau Seconded by: Deputy Mayor N Goodger CARRIED

Background Council is required to prepare and adopt a Long Term Pan under the LGA. The Long Term Plan sets out the activities, budgets, Financial Strategy and key financial policies of the Council for the next 10 years and the Infrastructure Strategy for the next 30 years. The Long Term Plan is required to be updated every three years, with the last Long Term Plan being approved in 2018 (available online https://www.mpdc.govt.nz/plans/long-term-plan).

The Long Term Plan:  describes the type of district our communities have told us they want – our community outcomes  identifies the key projects to take place over the next 10 years  provides an overview of each activity we will carry out and the services we will provide for the next ten years  determines how much this will cost and how we will fund it.

We also do it to give our community the opportunity to have a say on where we are heading and to ensure our planning is robust. In completing the plan we are required to do a number of things, including:  take a sustainable development approach and promote community interests  carry out our business in a clear, transparent and accountable manner  operate in an efficient and effective manner, using sound business practices  take into account community views by offering clear information and the opportunity to present views  provide opportunities for Māori to contribute to decision making  collaborate and co-operate with other agencies and councils to achieve desired outcomes.

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The Long Term Plan is a complex document covering all activities of Council, major strategic documents, financial policies, auditing and a large consultation component with the community.

The Long Term Plan must be adopted prior to 30 June 2021. The project timeline for a Long Term Plan is typically 18 months or more, and involves staff across the whole organisation, Councillors and the community. A high level overview of the timeline is set out under Communication and Timeline below.

Issues/Discussion Maori involvement in decision making and Maori outcomes The LTP includes a section on Maori involvement in decision making. A Forum hui was held at Silver Fern Farms Event Centre Tuesday 11 February 2020 to discuss iwi aspirations and how the Forum sees Maori having involvement in Council decision making processes going forward. A summary of the discussions from that Hui is subject to a separate report on this agenda.

Council updates and milestones to date To date Council has had workshops on the following topics, which will be formally reported back to Council for confirmation or further work in February 2020;

Vision and Outcomes – Council is reviewing its vision and outcomes. While most of the outcomes will remain the same, there may be some minor amendments to better reflect the current community and Council’s aspirations for the next ten years.

Communications Strategy – The Communications Team is working closely with elected members to develop a Communications Strategy for the LTP. A verbal update will be provided to the Forum at the time of the meeting.

Funding and Financial Tools - An initial workshop was held in early February to review the current funding and financial tools Council uses, and whether these remain appropriate to ensure a fair and equitable distribution of cost across generations and those who benefit from the services and assets/facilities Council provides. Staff have been instructed to investigate alternative options in more details, and this will be brought back to Council for consideration later in the year. Any changes to the rating system or the other aspects of the funding of Council’s services will be subject to consultation.

11 February Hui On 11 February the TMF hosted a Hui with members and Council staff to workshop iwi relationship and mana whenua engagement. Attached is a diagram outlining the aspirations the attending TMF members created, what Councils role is in regards to these aspirations and actions that could be undertaken to achieve these aspirations.

Risk A risk register is maintained for the Long Term Plan project. This is reported to the Audit and Risk Committee quarterly.

Options The Forum and/or individual Iwi may have feedback on how they wish to be engaged on the Long- Term Plan project.

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The Forum may wish to consider providing any feedback or comments on the proposed Project Plan and timeline.

Legal and policy considerations

Requirement for a Long Term Plan The preparation of the Long Term Plan is a requirement under the Local Government Act 2002. Schedule 10 of the LGA sets out the requirements for a LTP. The LTP must include information about; - Community Outcomes - Groups of Activities - Capital Expenditure for groups of activities - Statement of service provision - Funding impact statement for groups of activities - Variation between territorial authority’s longer term plan and assessment of water and sanitary services and waste management plans - Council controlled organisations - Development of Māori capacity to contribute to decision-making processes - Financial strategy and Infrastructure Strategy - Revenue and financing policy - Significant and engagement policy - Forecast financial statements - Financial statements for previous year - Statement concerning balancing of budget - Funding impact statement - Rating base information - Reserve funds - Significant forecasting assumption

Local Government Wellbeing Amendment Act 2019 The Local Government Wellbeing Amendment Act 2019 came into force in May 2019, re- introducing the four well-beings into legislation. This means Council must promote the social, economic, environmental and economic wellbeing of communities in the present and for the future. Council must report on how we are contributing towards the well-beings.

Council policies and strategies As part of the preparation of the Long Term Plan, Activity and Asset Management Plans will be checked against Council’s key strategic and policy documents and wider regional and national documents for strategic fit. The preparation of the Long Term Plan may lead to the review of some Council policy documents.

Communications and timeframes The Long Term Plan project is one of Council’s key opportunities to engage with our communities to find out what their aspirations and priorities are. The LTP is subject to the special consultative process under the LGA (s83). The special consultative process is a structured one month submission process with a hearing for those who have submitted and wish to speak to their submission.

The Long Term Plan project timeline also provides for a ‘pre-consultation’ process with the community referred to as the Right Debate where Council can ask for feedback on key issues it is considering for the Long Term Plan.

Long Term Plan 2021-31 Project Update Page 11

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A Communication and Engagement Strategy for the project is currently being developed and will be brought back to Council in February 2020. This strategy will set out how we plan to engage with and get our communities involved in the development of the LTP. It is envisaged to align the Communication and Engagement Strategy for the LTP with Council’s Te reo maori policy, and that the Consultation Document and the final Long Term Plan document and associated policies will include te reo headings in accordance with the Policy.

The timeline for the project centres on key dates for completion of the draft documents in December 2021, auditing in January / February 2022 and consultation in March / April 2022. The Project On A Page (attached) provides an overview of the different building blocks and the associated timelines for the project. The below table provides a summary of key milestones and timelines.

Description Start Finish Briefing Papers COMPLETE Demographic/Growth/Economic/Assumptions Oct 2019 May 2020 Revaluation of Assets Jan 2020 June 2020 Community Outcomes Review (if required) Jan 2020 June 2020 Rates Structure April 2020 June 2020 Activity Plans (including budgets) April 2020 Aug/Sep 2020 Right Debate (pre-consultation) April 2020 Aug 2020 Infrastructure and Financial Strategy April 2020 Oct 2020 Asset Management Plans Feb 2020 Oct 2020 Policy Review April 2020 Oct 2020 Council controlled organisation section July 2020 Nov 2020 Māori participation in decision making July 2020 Oct 2020 Budgets/ Financials/ Notes July 2020 Dec 2020 Document development July 2020 Dec 2020 Quality checks and administration July 2020 Dec 2020 Communications Strategy and implementation Feb 2020 Dec 2020 External Audit Process Jan 2021 June 2021 Special Consultative Procedure Jan 2021 June 2021

Contribution to Community Outcomes and consistency with Council Vision As part of the development of the Long Term Plan, Council will review its vision and outcomes. This is being considered by Corporate and Operations Committee 26 February, and a verbal update will be provided at the time of the meeting.

Financial Cost and Funding Source The development of and consultation on the Long Term Plan is funded from the Strategy and Engagement Activity Operating budget.

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7.4 - Ngaati Whanaunga - Environment Plan

RM No.: 2238695

Executive Summary Mike Baker in attendance to present on the Ngaati Whanaunga Environmental Plan.

COMMITTEE RESOLUTION

That: 1. The Forum receive the information

MOTION TO CHANGE COMMITTEE RESOLUTION TO 1. The item be deferred until the next Te Manawhenua Forum meeting on 2 June 2020.

Moved by: Mayor A Tanner Seconded by: G Puke CARRIED

Discussion notes: Mike Baker was unable to attend the meeting.

Ngaati Whanaunga - Environment Plan Page 13

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7.5 - Update on Outcomes of Hui - 11 February 2020

RM No.: 2256963

Executive Summary On 11 February, Te Manawhenua Forum members and Council staff engaged in a Hui to work out ideas and aspirations with iwi relationships and manawhenua engagement. The notes created on the day are attached in the form of a diagram outlining the aspirations the attending TMF members created, what Council’s role is in regards to these aspirations and actions that could be undertaken to achieve these aspirations.

COMMITTEE RESOLUTION

That: 1. Forum receive the information.

2. Forum provided feedback or direction on the priority of the aspirations to be included into the TMF work program.

Moved by: T Maaka Seconded by: T Harrison CARRIED

Discussion notes: Iwi asked that they are invited to more local events i.e. citizenship ceremonies. Iwi will notify Council of an event the Mayor or Councillors can attend. The Mayor encouraged iwi to engage using the public forum at Council meetings.

Background On 11 February Te Manawhenua Forum members and Council staff engaged in a Hui to work out ideas and aspirations with iwi relationships and manawhenua engagement. The notes created on the day are attached in the form of a diagram outlining the aspirations the attending TMF members created, what Councils role is in regards to these aspirations and actions that could be undertaken to achieve these aspirations.

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7.6 - Annual Plan Consultation Update 2020/21 Trim No.: 2258433

Executive Summary This report provides an update to Te Manawhenua Forum on the development of the Annual Plan 2020/21 (AP), the bylaws and the Fees and Charges. This year Council will consult on its proposed Annual Plan, which is due to be adopted for consultation on 11 March. Consultation will run from 18 March to 19 April 2020. The hearing is proposed to be held on Wednesday 13 May and if required Thursday 14 May. The final AP will be adopted by Council in June 2020.

COMMITTEE RESOLUTION That: 1. The information be received

Moved by: K Ngamane Seconded by: T Harrison CARRIED

Discussion notes: The Mayor and Councillors have been invited to attend a hui at Kai a Te Mata Marae, on 19 March 2020. Michelle Staines-Hawthorne is to present to iwi at the hui.

Content Background Council is required to produce an Annual Plan each year with the exception of the years when a Long Term Plan (LTP) is to be produced (triennially). 2020/21 will represent Year 3 of the LTP 2018-2028, and must be adopted by 30 June 2020. The purpose of the Annual Plan is to disclose any variation from what was proposed in the LTP. Council is consulting on this year’s Annual Plan due to changes from the LTP being proposed. It is also predicted that the rates will increase above the self-imposed 4% threshold set by Council previously although an increase above 4% was predicted in the LTP. Council is set to approve the Land Transport Bylaw for consultation for proposed speed limit amendments, the Introductory and Trade Waste Bylaws are due for review and no significant changes are being proposed. Alongside these documents the Fees and Charges with some varied changes being proposed. Since these documents are due to be approved on the 11 March we are unable to provide the draft versions, but staff will be able to provide an outline of the changes being considered. Issues Council is proposing to have an entirely electronic consultation document. This will enable Council to provide more interactive data such as real time graphing, live submissions and we will be able to provide more detail highlighting the changes proposed. We will still be taking hard copy

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submissions but they will not have a separately designed document and will be printed straight from the website. This style of consultation document will require people have access to a computer and internet. However, this is all readily available at all Council Libraries and offices through the computers and kiosks. Council would like feedback from the Forum on how to better engage with Iwi in the consultation process. Would it be beneficial if Council visited our local marae, or Iwi board meetings with computers/tablets for members to be able to make submissions on the spot? Reducing the need for travel and any accessibility issues. If this would be useful we ask that members supply dates and locations to Council.

Analysis Communication, consultation and decision making processes The documents will go through the consultative procedure. Submissions for the Trade Waste Bylaw are required to be open for 2 months, not the usual one month. The remaining three documents and AP will be open from 18 March to 19 April. Advertisements will run in the Piako Post and Matamata Chronicle and submissions can be made online or when requested a printed copy can be provided at our Council Offices. A number of letters will be sent to targeted groups that Council considered may be directly affected by the various changes. On the closure of consultation, the submissions will be collated and a hearing held on 13 May where those who wish to present their submission to Council are given the opportunity to do so (the hearing may extend to the 14 May depending on the number of speaking requests/submissions received). Timeframes Documents Approved for Consultation 11 March 2020 Consultation Opens 18 March 2020 Consultation Closes (except Trade Waste) 19 April 2020 Hearing 13/14 May 2020 Consultation for Trade Waste Closes 18 May 2020 Hearing if required for Trade Waste 22 May 2020 The striking of the rates and the AP Before 30 June 2020

Financial Impact There has been no financial impact on the AP as a result of consultation that was not already budgeted for.

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7.7 - Ko te Kaupapahere Reo Māori / Māori Language Policy implementation

RM No.: 2260471

Executive Summary

Council adopted its Ko te Kaupapahere Reo Māori / Māori Language Policy 11 September 2019 (attached).

The purpose of this report is to provide an update to the Committee on the implementation of the Policy.

COMMITTEE RESOLUTION

That: 1. The information be received.

2. The Forum provides direction on the use of bilingual text on Council signage.

3. The Forum provides direction on when it is appropriate to use bilingual names on Council parks and facilities.

Moved by: T Maaka Seconded by: G Puke CARRIED

Discussion notes: Potential – educational signs. Local iwi to provide list of acceptable words for dialect of the district. Ward Street, Waharoa – Concerns have been raised surrounding the speed through Ward Street. No response has been received to date. Iwi is asking for calming measures (i.e. speed bumps and signage) required. Council will follow up.

Background During 2019 Te Manawhenua Forum mo Matamata-Piako worked with Staff and external advisor Dr Tom Roa from University of Waikato to develop a Te Reo Māori Policy for Matamata-Piako District Council. Following two Forum workshops and feedback from individual iwi, the Forum made a recommendation at their June meeting for Council to adopt the Policy. The Policy was adopted by Council 11 September 2019.

Issues/Discussion Implementation of Policy The purpose of the Policy is to ensure consistent and appropriate use of te reo Māori in Council publications and communications, and to make te reo Māori more visible in our community by using bilingual text in Council documents, publications and signs where appropriate. At the time of writing the following initiatives have been implemented or are underway;

Ko te Kaupapahere Reo Māori / Māori Language Policy implementation Page 17

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What How Status Matamata-Piako District Council Bilingual Underway name/branding Ko te Kaupapahere Reo Māori / Māori Language Bilingual document COMPLETE Policy Declaration of Office for incoming Mayor and Elected Bilingual document COMPLETE members Naming of Roads, walkways and open spaces Policy Bilingual headings COMPLETE Job titles Bilingual Underway In February, Council advertised for a new position with bilingual Job Title; Pouhono Hapori (Wharepukapuka) - Community Engagement Librarian Council reports template Bilingual headings Underway Annual Plan Bilingual headings Underway Annual Report Bilingual Headings COMPLETE Annual report Calendar Bilingual headings, COMPLETE months and days Libraries Summer Reading Program Bilingual name of COMPLETE program Long Term Plan 2021-31 and associated policies and Bilingual headings Underway consultation documents Signage Strategy and implementation Bilingual headings Underway and bilingual signs (refer below) on Council facilities

Dr Tom Roa of University of Waikato has undertaken all translations to date.

Signage Strategy and implementation New signs will be bilingual where practicable. Existing signs will be gradually be replaced with bilingual text based on the location and the condition of the signs. A stock take and condition assessment of existing large format signs is nearing completion. This will enable us to prioritise signage upgrades over the next few years. Council’s Parks and Facilities Planner and Graphic Designer are working on design concepts and templates to incorporate bilingual text on signs. Some practical issues have been encountered with both side-by-side and over-under formats for large format, site identification signs. Challenges include:  accommodating text of varying lengths in a balanced way  ensuring easy readability of signs  dealing with place names that only have one official name. Staff wish to share some examples with the Forum and would appreciate feedback to enable appropriate designs to be progressed for inclusion in the Signage Manual.

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A list of words and phrases commonly used on signs has also been sent to Dr Roa to translate. This will assist with developing templates for routine/simple signs (e.g. no dogs, public toilets, parking, etc.).

Contribution to Community Outcomes and consistency with Council Vision Theme: Vibrant, Cultural Values Community Outcome: We value and encourage strong relationships with Iwi and other cultures, recognising waahi tapu and taonga/significant and treasured sites and whakapapa/ ancestral heritage.

Financial Cost and Funding Source The implementation of Ko te Kaupapahere Reo Māori / Māori Language Policy is funded from the Strategy and Engagement Activity Operational budget. Signage is funded from an existing budget of $7500 a year.

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7.8 - Update on Bilingual Job Titles

RM No.: 2260958

Executive Summary Council adopted its Ko te Kaupapahere Reo Māori / Māori Language Policy 11 September 2019.

The purpose of this report is to provide an update to the Committee on the implementation of the Policy with bilingual job titles (attached).

COMMITTEE RESOLUTION

That: 1. The information be received.

2. The Forum provided feedback.

Moved by: R Kaukau Seconded by: T Harrison CARRIED

Dr Tom Roa of University of Waikato has undertaken all translations to date.

Financial Cost and Funding Source The implementation of Ko te Kaupapahere Reo Māori / Māori Language Policy is funded from the Strategy and Engagement Activity Operational budget.

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7.9 Tangata Whenua Engagement Guideline and Protocols Review

RM No.: 2264906

Executive Summary As part of the 2020 Te Manawhenua Forum (Forum) work programme the Forum highlighted a need to review the Tangata Whenua Engagement Guidelines and Protocols. Tangata Whenua Engagement Guidelines and Protocols were developed in conjunction with members of the Forum in 2015 and approved by the forum 3 March 2015 and adopted by Council 22 April 2015. It has been 5 years that this document has been in placed a may need review to update the current engagement tools.

COMMITTEE RESOLUTION

That: 1. Forum receive the information.

2. Forum provided feedback to the current Tangata Whenua Engagement Guidelines and Protocols to staff.

Moved by: Deputy Mayor N Goodger Seconded by: T Maaka CARRIED

Background As part of the 2014/15 Te Manawhenua Forum (Forum) work programme the Forum highlighted as a priority project the development of Tangata Whenua Engagement Guidelines and Protocols. The idea arose initially from seeing Western Bay of Plenty District Council’s Tangata Whenua Engagement Guidelines and Protocols - their document has been used as a starting point and Council staff together with members of the Forum have worked on developing the Draft Tangata Whenua Engagement Guidelines and Protocols. Our internal engagement toolbox was also been updated to include suggestions of different engagement techniques arising from the development of the Tangata Whenua Engagement Guidelines and Protocols. These documents are intended to be used as internal documents to help staff and elected members better engage with Tangata Whenua. The draft was approved by the Forum 3 March 2015 and adopted by Council 22 April 2015. The current guidelines are attached for reference.

Issues/Discussion The guidelines and protocols are five years old and may not be reflective now on new engagement ideas and concepts for tangata whenua. Staff are requesting the forum to review the current document and provided feedback to staff if the forum feel a review or amendments are needed.

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Options 1. Forum provide feedback to staff to review the guideline and protocols document. 2. Leave the Tangata Whenua Engagement Guideline and Protocols as is.

Legal and policy considerations This document is in line with Council’s Significance and Engagement Policy.

Contribution to Community Outcomes and consistency with Council Vision Theme: Vibrant Cultural Values and Healthy Communities. Community Outcome: - Tangata Whenua with Manawhenua status (those with authority over the land under Māori lore) have meaningful involvement in decision making. - We encourage community engagement and provide sound and visionary decision making.

Item - 7.10 Ngāti Hinerangi membership - has been moved to another part of the document.

Page 22 Tangata Whenua Engagement Guideline and Protocols Review Te Manawhenua Forum Mo Matamata-Piako 3 March 2020

4 Information Reports 8.1 - Civil Defence Emergency Management introduction and update

RM No.: 2259774 Executive Summary Matamata-Piako District Council, Emergency Management Officer, Vicky Oosthoek in attendance for introduction to Te Manawhenua Forum members and to give an overview of Civil Defence Emergency Management (CDEM) work underway and planned within Matamata-Piako District.

COMMITTEE RESOLUTION That: 1. The information be received.

Moved by: Mayor A Tanner Seconded by: T Harrison CARRIED

Discussion notes: Vicky Oosthoek was unable to attend. An introduction will occur at the next meeting in June. Michelle Staines-Hawthorne, of Matamata-Piako District Council, provided a brief overview.

Reo headings required. Kai a Te Mata Marae chair will contact Vicky.

Background Matamata-Piako District Council is required under section 64 of the Civil Defence and Emergency Management Act 2002 to plan and provide for civil defence emergency management within its district.

In 2019 Matamata-Piako District Council entered into an agreement with Waikato Regional Council for CDEM services to be provided.

Civil Defence Emergency Management Introduction Page 23 Te Manawhenua Forum Mo Matamata-Piako 3 March 2020

8.2 - District Plan Update

RM No.: 2257520 Executive Summary The purpose of this report is to update the Committee on the rolling review of the District Plan; the update covers the progress of the current Plan Change’s processes.

COMMITTEE RESOLUTION That: 1. The information be received.

Moved by: T Harrison Seconded by: Deputy Mayor N Goodger CARRIED

Discussion notes: The planning team will communicate with iwi authorities to ascertain guidelines of appropriate timeframes.

Background Plan Changes under appeal Plan Change 47 – “Plan Your Town”. A hearing was held on 20 – 21st June 2017. An appeal was received by submitter Calcutta Farms, who sought additional residential rezoning north of Banks Road in Matamata. There were three other parties to the appeal proceedings. A final resolution from the Environmental Court resolving the outstanding matters was received before Christmas. Therefore, staff will bring the resolution to Council and Plan Change 47 will in the near future become fully operative. Plan Changes notified for submission Plan Change 50 – “Hobbiton Movie Set Development Concept Plan”. This plan change was notified for submission on 4th April 2018 and 15 submissions were received. The summary of submissions was notified for further submission on 20th June 2018 and four further submissions were received. A panel of hearing commissioners considered the matter at a hearing on 8-9 April 2019; the hearing was reconvened on 29 May 2019 to allow the exchange of further information and for the Panel to commence its deliberations on the plan change. Following the receipt of the requested further information, the hearing was confirmed closed on 19 June 2019; and the decision to approve the private plan change subject to amendments was notified on the 31st of July 2019. All the parties had until the 11th of September 2019 to lodge an appeal with the Environmental Court. There were no appeals to the Commissioners’ decision. Council has resolved to make the DCP operative on the 18th of December 2019. Current Plan Changes Plan Change 49 – “Waharoa Zoning and Development”. A scoping report has been presented to a Council workshop for Plan Change 49. The plan change aims to revitalise the town and provide for its residents, and also allow industry to develop whilst mitigating its effects on the town and

Page 24 District Plan Update Te Manawhenua Forum Mo Matamata-Piako 3 March 2020 surrounding environment. The plan change is currently on hold due to an application to the government-funded Provincial Growth Fund. Plan Change 53 – “Settlements”, will evaluate the zoning and rule provisions for the district’s small settlements and small rural house lots. Initial scoping visits have been carried out, and background research is being completed. Staff sought feedback on an informal consultation process until 22 November 2019. The results from the informal consultation were presented to Council at a workshop on 29 January 2020 with two example maps for the proposed settlement zoning and precincts. At this stage staff are working on the draft provisions and producing the proposed maps for the 11 settlements under the scope of the plan change. The maps and draft provisions will be brought to Council again on 25 March 2020. For more information please go to: https://www.mpdc.govt.nz/settlements Plan Change 54 – “Papakainga” will evaluate the District Plan’s provisions for Papakainga development to be updated in conjunction with the new Tangata Whenua section of the Plan which is to be introduced by the National Planning Standards. The Plan Change was launched at Kai a Te Mata Marae on 27 May 2019. The draft issues and options paper containing the discussion points from the hui was pre-circulated and then discussed at a further hui on 14 August 2019. The issues and options paper was then updated and presented to a new hui that happened on 14 October 2019. On 3 December 2019, TMF approved the final draft issues and options paper, opting for Option D. The Forum also assessed the draft provisions document and directed staff to organize a working group. The working group is proposed to consist of a member of TMF, one member of each of the 12 Iwi authorities in the district, project team, WRC, TPK and MLC. The working group will be responsible for:  Assisting mana whenua to identify Maori land in the district that could be fit for papakainga development;  Providing draft papakainga provisions to the district plan; and  Contributing to the development and promotion of a tool kit to support applicants with MLC’s and Consent Authorities’ processes. The first meeting for the working group is proposed to take place in April 2020 in Te Aroha. At this stage staff, with support from Gary Thompson, are inviting the working group members to attend the first hui. National Planning Standards (NPS) RMA plans, such as Council’s District Plan, are sometimes considered by the public to be costly to prepare and tend to be inconsistent among different authorities; they can be hard to understand, compare and to comply with. That happens because each Council has prepared its own district plan and policy statements independently. Central government, in order to improve consistency has decided to make all plans and policy statements around the country meet the same structure and format so they can be easily followed by users. This requires a mandatory three step process. The first step is due in April 2020; which consists of minor updates in our webpage (electronic accessibility and functionality). At this stage staff are working to make the website compliant by the due date. Staff are also are working on the second step that involves the review of the structure, format and content of the District Plan, which is due in April 2024. The final stage (online interactive policy statement or plan) is due in 2029. RMA Efficiency and Effectiveness five years review and State of the Environment (SOE) RMA Efficiency and Effectiveness is a mandatory process driven by Section 35 of the RMA; section 35(2)(b) requires local authorities to monitor the efficiency and effectiveness of policies, rules or other methods in its policy statement or plan for its region or district and

District Plan Update Page 25 Te Manawhenua Forum Mo Matamata-Piako 3 March 2020 under s35(2A) local authorities are required to prepare a report at least every five years on the results of their monitoring under s35(2)(b) for policy and plan efficiency and effectiveness. This process is linked to our State of the Environment Report (SOE). The 1999 State of the Environment Report, is the first State of the Environment report produced - identifying some of the key policy issues within our environment, our objectives and visions, and providing us with a baseline of information to report against. The SOE is a reflexion of some of our indicators and pressures in relation to the district’s environment. It is divided in 15 separated reports and updated every year in our website with our latest data available. For the report please visit: https://www.mpdc.govt.nz/reports/state-of-the-environment The last RMA Efficiency and Effectiveness report was completed in July 2015 and the next report must be completed by July 2020. The SOE framework is also being reviewed in alignment with the RMA Efficiency and Effectiveness and it will be updated with a new format and indicators by 2021. Direction on timeframe for further pre-notification requirements concerning Iwi authorities The purpose of this topic is to seek TMF’s guidance in relation to the timeframe under Section 4(A)(2) of the Schedule 1 of the RMA.

The transcript below (Section 4(A)) is part of the Schedule 1 of the RMA. The Schedule 1 of the RMA provides the process Council must follow in relation to plan changes and other processes in regards to plan making. Section 4(A) of the Schedule 1 of the RMA:

4(A) Further pre-notification requirements concerning iwi authorities

(1) Before notifying a proposed policy statement or plan, a local authority must—

(a) provide a copy of the relevant draft proposed policy statement or plan to the iwi authorities consulted under clause 3(1)(d); and

(b) have particular regard to any advice received on a draft proposed policy statement or plan from those iwi authorities.

(2) When a local authority provides a copy of the relevant draft proposed policy statement or plan in accordance with subclause (1), it must allow adequate time and opportunity for the iwi authorities to consider the draft and provide advice on it.

We are seeking guidance in relation to the adequate timeframe Iwi authorities would need in order to consider the draft and provide advice as described under Section 4(A)(2) as it follows:

Page 26 District Plan Update Te Manawhenua Forum Mo Matamata-Piako 3 March 2020

12.03 pm The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

CONFIRMED AS A TRUE AND CORRECT RECORD OF THE MEETING OF TE MANAWHENUA FORUM MO MATAMATA-PIAKO HELD ON 3 DECEMBER 2019.

DATE: 2 June 2020

CHAIRPERSON:...... Te Ao Marama Maaka

Meeting Closed Page 27