NOTICE OF AN ORDINARY COUNCIL MEETING
Ōpōtiki District Council Chambers, 108 St John Street, Ōpōtiki Tuesday, 17 November 2020 Commencing at 9.00am
ORDER PAPER
OPENING KARAKIA / PRAYER / INSPIRATIONAL READING – COUNCILLOR HOCART
APOLOGIES
DECLARATION OF ANY INTERESTS IN RELATION TO OPEN MEETING AGENDA ITEMS
PUBLIC FORUM Karyn Walker (Eco Funerals) – natural burial site for the Opotiki District
Page
ITEM 01 CONFIRMATION OF MINUTES – ORDINARY COUNCIL MEETING 6 OCTOBER 4 2020
ITEM 02 MINUTES – COAST COMMUNITY BOARD MEETING 8 SEPTEMBER 2020 19
ITEM 03 MINUTES – CIVIL DEFENCE EMERGENCY MANAGEMENT JOINT COMMITTEE 24 MEETING 25 SEPTEMBER 2020
ITEM 04 MAYORAL REPORT 19 SEPTEMBER 2020 – 30 OCTOBER 2020 31
ITEM 05 ADOPTION OF 2019/20 ANNUAL REPORT 37 and separate documents ITEM 06 MAORI WARDS 39 ITEM 07 ŌPŌTIKI WORKFORCE DEVELOPMENT CO-ORDINATION – UPDATE 45 ITEM 08 STAKEHOLDER STRATEGY DAY SUMMARY – HELD 13 OCTOBER 2020 51
ITEM 09 REQUEST TO SEAL 700 METRES OF AMOKURA ROAD 61 ITEM 10 CHIEF EXECUTIVE OFFICER’S UPDATE 64 ITEM 11 RESOLUTION TO EXCLUDE THE PUBLIC 70
(Continued over page)
PUBLIC EXCLUDED BUSINESS ITEM 12 CONFIRMATION OF IN-COMMITTEE MINUTES – ORDINARY COUNCIL MEETING 6 OCTOBER 2020 ITEM 13 RESOLUTION TO RESTATE RESOLUTIONS AND READMIT THE PUBLIC
Chair: Her Worship the Mayor – Lyn Riesterer
Members: Cr Shona Browne (Deputy Mayor) Cr Debi Hocart Cr Barry Howe Cr David Moore
Cr Steve Nelson Cr Louis Rāpihana
Committee Secretary: Gae Newell
Quorum: 4
LOCAL AUTHORITIES (MEMBERS’ INTERESTS) ACT 1968 Councillors are reminded that if you have a pecuniary or non-pecuniary interest in any item on the agenda, then you must declare this interest and refrain from discussing or voting on this item, and are advised to withdraw from the Council chamber.
Aileen Lawrie
CHIEF EXECUTIVE OFFICER
MINUTES OF AN ORDINARY COUNCIL MEETING DATED TUESDAY, 6 OCTOBER 2020 IN THE ŌPŌTIKI DISTRICT COUNCIL CHAMBERS, 108 ST JOHN STREET, ŌPŌTIKI AT 9.02AM
PRESENT: Mayor Lyn Riesterer (Chairperson) Deputy Mayor Shona Browne (Deputy Chairperson) Councillors: Debi Hocart Barry Howe David Moore Steve Nelson
IN ATTENDANCE: Aileen Lawrie (Chief Executive Officer) Bevan Gray (Finance and Corporate Services Group Manager) Gerard McCormack (Planning and Regulatory Group Manager) Sarah Jones (Strategic Development Manager) Tina Gedson (Harbour Project Programme Planner) Katherine Hall (Policy Planner) Garry Page (Reserves Manager) Gae Finlay (Executive Assistant and Governance Support Officer)
GUEST John Galbraith (Project Manager, Ōpōtiki Harbour Development Project)
PUBLIC: Rob Emmott Kaysea Cronin Inys Calcott
MEDIA Charlotte Jones (Local Democracy Reporter, The Beacon)
Deputy Mayor Browne opened the meeting with a prayer.
APOLOGY Councillor Rāpihana
RESOLVED
That the apology be sustained. HWTM/Hocart Carried
Page 4
DECLARATION OF ANY INTERESTS IN RELATION TO OPEN MEETING AGENDA ITEMS Nil.
PUBLIC FORUM Rob Emmott – Out of Hours Mailbox
Rob Emmott noted that there is no place to drop things off to Council after hours, i.e. no mailbox on the outside of the building. However, there is a bicycle shed and ornate garden ornaments.
Rubbish
Rob Emmott showed Council some rubbish from his garden, stating that there is no place for this type of rubbish at the recycling centre. Customers are hold to take the rubbish to Whakatāne or out to the country and drop it in the drain. Rob Emmott then referred to items which do not get moved off properties and defaces those properties, such as motor cars left on sections. He suggested that an amnesty once a year could be a solution and said that everywhere else he has lived there had always been a tip to get of unrecyclable items.
Rob Emmott stated that whoever designed the system where there is no rubbish tip is in denial and he suggested two options:
• That skip bins with a drive up ramp, charged at the office
• A weigh bridge. An entry level weigh bridge costs approximately $60,000.
The current way of measuring waste and rubbish is by sight and the amounts vary.
John Galbraith and the Harbour Project Programme Planner entered the meeting at 9.06am.
Kaysea Cronin – Rubbish Bins
Kaysea Cronin stated that she acknowledged that the bins which are in place were not brought in by the current Council.
In relation to rubbish collection, Kaysea Cronin referred to a petition she started on Facebook two weeks ago. She said there is inconsistent collection of rubbish and the bins are inadequate for families, adding that the lid did not shut fully on her own bin and it was not collected although others with overflow were collected.
Page 5
Kaysea Cronin is aware of elderly people having carts made to put the bin on and she suggested a wheelie bin as an option. The system is an eyesore on rubbish day and the general rubbish bin does not hold enough, especially for families and this will lead to people wanting to burn their rubbish, which is no good for climate change, or dumping rubbish at the rivers.
As a healthcare worker, Kaysea Cronin said that she is out in the community and see a lot of families whose homes are full of rubbish because they cannot put it all out and cannot afford to go to the Resource Recovery Centre.
Kaysea Cronin stated that the system has failed and Council needs to own that – our community deserves a better rubbish system. All of the projects going on at present are great, but rubbish needs to be added to those.
In conclusion, Kaysea Cronin said that 813 people agree with her in relation to rubbish collection, and that is only on one social media platform.
Charlotte Jones and the members of the public left the meeting at 9.16am.
1. RESOLUTION TO EXCLUDE THE PUBLIC p4
SECTION 48 LOCAL GOVERNMENT OFFICIAL INFORMATION & MEETINGS ACT 1987
1. THAT the public be excluded from the following part of the proceedings of this meeting,
namely:
27. Ōpōtiki Harbour Development Project – Heads of Agreement.
2. THAT the following person be permitted to remain at this meeting after the public has been excluded because of their knowledge of the subject item in relation to the following. This knowledge will be of assistance and is relevant to the matters to be discussed:
Name: John Galbraith.
Item: 27 Ōpōtiki Harbour Development Project – Heads of Agreement).
Business: To provide Council with detailed information and updates in relation to Item 27 inclusive relevant to the Ōpōtiki Harbour Development Project.
Reason: To enable the accurate presentation of sensitive information to the Council and
to provide responses to queries.
Page 6
The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
Item General subject of each Reason for passing this resolution in Ground(s) under No matter to be considered relation to each matter section 48(1) for the passing of this resolution 27. Ōpōtiki Harbour That the public conduct of the relevant Section 48(1)(a) Development Project – part of the proceedings of the meeting Heads of Agreement would be likely to result in the disclosure of information for which good reason for withholding exists.
This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act or section 6 or section 7 or section 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 follows:
27. Protect information Section 7(2)(b)(i) & (ii) Prevent the disclosure or use of official information Section 7(2)(j)
Nelson/Browne Carried
2. RESOLUTION TO RESTATE RESOLUTIONS AND READMIT THE PUBLIC P6
(1) That the resolutions made while the public was excluded, be confirmed in open meeting.
(2) That the public be readmitted to the meeting.
HWTM/Hocart Carried
RESOLVED (1) That the report titled “Opotiki Harbour Development Project – Heads of Agreement” be received.
(2) That Council agrees to the Heads of Agreement and notes that it will now be drafted in contractual documents. (3) That Council agrees to transfer the resource consents and other relevant permissions for
the harbour project to MBIE following all parties signing the Heads of Agreement.
Page 7
(4) That Council delegates to the Chief Executive the power to sign subsequent contractual agreements (subject to appropriate legal advice) in line with the Heads of Agreement. Browne/Moore Carried
John Galbraith and the Harbour Project Programme Planner left the meeting at 9.57am. Charlotte Jones and the members of the public re-entered the meeting at 9.59am. Inys Calcott entered the meeting at 10.00am.
Her Worship the Mayor advised that Inys Calcott was on the agenda to speak in the Public Forum and she would now be given time to speak to Council.
PUBLIC FORUM Housing and Related Issues
Inys Calcott raised made several points in relation to housing issues she would like to see addressed as part of the iwi claim for Te Whānau a Apanui:
• Bringing existing housing up to current building standards and the red tape and barriers imposed
• Rates – Māori land v general land
• Easements
• The cost for a permit and the complicated application form
• Policies designed by the Crown and its agencies without consulting Māori
• The slow return of hapū members back to whānau land and an increased need for housing these
returnees
• Issues around papakāinga.
Inys Calcott concluded by saying that she would like to continue to form a relationship with Council.
Her Worship the Mayor thanked Inys Calcott for her attendance.
Inys Calcott left the meeting at 10.15am.
3. CONFIRMATION OF MINUTES – ORDINARY COUNCIL MEETING: 25 AUGUST 2020 p7
RESOLVED
(1) That the minutes of the Ordinary Council meeting held on 25 August 2020 be confirmed as a true and correct record.
Nelson/Howe Carried
Page 8
4. MINUTES – RISK AND ASSURANCE COMMITTEE MEETING 18 MAY 2020 p21
RESOLVED (1) That the minutes of the Risk and Assurance Committee meeting held on 18 May 2020 and
any recommendations therein be received. Hocart/Nelson Carried
5. MINUTES – COAST COMMUNITY BOARD MEETING 16 JUNE 2020 p26
RESOLVED
(1) That the minutes of the Coast Community Board meeting held on 16 June 2020 and any recommendations therein be received. HWTM/Browne Carried
6. MINUTES – EASTERN BAY OF PLENTY JOINT COMMITTEE MEETING 17 MARCH 2020 p31
RESOLVED
(1) That the minutes of the Eastern Bay of Plenty Joint Committee meeting held on 17 March
2020 be received.
HWTM/Nelson Carried
7. MINUTES – REGIONAL TRANSPORT COMMITTEE MEETING 7 AUGUST 2020 p41
RESOLVED (1) That the minutes of the Regional Transport Committee meeting held on 7 August 2020 be received.
Moore/HWTM Carried
8. MAYORAL REPORT 8 AUGUST 2020 – 18 SEPTEMBER 2020 p49
RESOLVED
(1) That the report titled “Mayoral Report 8 August 2020 – 18 September 2020” be received.
HWTM/Hocart Carried
Page 9
9. ŌPŌTIKI MARINE ADVISORY GROUP (OMAG) UPDATE p54
RESOLVED (1) That the report titled “Ōpōtiki Marine Advisory Group (OMAG) Update” be received.
Howe/Browne Carried
Item 18 (Redevelopment Options – Lots 9 and 10 church Street, Ōpōtiki) was considered next. Rob Emmott left the meeting at 10.45am. The meeting adjourned for morning tea at 10.49am and reconvened at 11.05am. The Strategic
Development Manager did not rejoin the meeting at this time. The Reserves Manager entered the meeting at 11.07am.
PRESENTATION – SPORT BAY OF PLENTY Zane Jensen (Sport Bay of Plenty) stated that Opotiki District Council is a partner of the Bay of Plenty
Spaces and Places Strategy. The Strategy has just gone through a review process to sign off on the plan for the next three years. This is a national approach across all regions in New Zealand.
A powerpoint presentation covered the following points in relation to the Bay of Plenty Spaces and
Places Strategy 2020-2023:
• What is the Strategy
• Background 2017-2020
• Successes 2017-2020
• Where to Next?
• Regional Priorities
• Opotiki District Council Priorities.
In conclusion, Zane Jensen acknowledged the Reserves Manager’s involvement as part of the Steering Group.
Her Worship the Mayor thanked Zane Jensen for his presentation to Council.
Zane Jensen and the Reserves Manager left the meeting at 11.33am.
Her Worship the Mayor stated that she would like to adopt all of the recommendations for the Long Term Plan items (Items 10, 11, 12, 13, 14, 15 and 16) collectively. This was seconded by Councillor Hocart.
Page 10 The motion was PUT and CARRIED
RESOLVED That all of the recommendations for the Long Term Plan items (Items 10, 11, 12, 13, 14, 15 and 16) be adopted collectively.
HWTM/Hocart Carried
10. LONG TERM PLAN – STRATEGIC DIRECTION SETTING p57
RESOLVED (1) That the report titled “Long Term Plan – Strategic Direction Setting” be received. (2) That the report titled “Long Term Plan – Strategic Direction Setting” be adopted by Council
as part of the backing information for inclusion into the Long Term Planning process. HWTM/Hocart Carried
11. LONG TERM PLAN – REVENUE AND FINANCING POLICY p69
RESOLVED
(1) That the report titled “Long Term Plan – Revenue and Financing Policy” be received.
(2) That the report titled “Long Term Plan – Revenue and Financing Policy “ be adopted by
Council as part of the backing information for inclusion into the Long Term Planning
process.
(3) That Council consult on the Long Term Plan – Revenue and Financing Policy separate and
earlier than the consultation of the LTP, to ensure that any amendment following the
consultation can be adequately included into the LTP prior to its consultation.
HWTM/Hocart Carried
12. LONG TERM PLAN – COMMUNITY OUTCOMES p105
RESOLVED (1) That the report titled “Long Term Plan – Community Outcomes” be received.
(2) That the report titled “Long Term Plan – Community Outcomes” be adopted by Council as part of the backing information for inclusion into the Long Term Planning process.
HWTM/Hocart Carried
Page 11
13. LONG TERM PLAN – ACTIVITY STRATEGIES p115
RESOLVED (1) That the report titled “Long Term Plan – Activity Strategies” be received.
(2) That the report titled “Long Term Plan – Activity Strategies” be adopted by Council as part of the backing information for inclusion into the Long Term Planning process. HWTM/Hocart Carried
14. LONG TERM PLAN – RATIONALE AND GROUPING OF ACTIVITIES p120
RESOLVED (1) That the report titled “Long Term Plan – Rationale and Grouping of Activities” be received. (2) That the report titled “Long Term Plan – Rationale and Grouping of Activities” be adopted
by Council as part of the backing information for inclusion into the Long Term Planning
process.
HWTM/Hocart Carried
15. LONG TERM PLAN – KEY ASSUMPTIONS p150
RESOLVED
(1) That the report titled “Long Term Plan – Key Assumptions” be received.
(2) That the report titled “Long Term Plan – Key Assumptions” be adopted by Council as part
of the backing information for inclusion in the Long Term Planning process.
HWTM/Hocart Carried
16. LONG TERM PLAN – FINANCIAL STRATEGY p176
RESOLVED (1) That the report titled “Long Term Plan – Financial Strategy” be received.
(2) That the report titled “Long Term Plan – Financial Strategy” be adopted by Council as part
of the backing information for inclusion into the Long Term Planning process. HWTM/Hocart Carried
Page 12 The Reserves Manager and the Policy Planner entered the meeting at 11.54am.
Charlotte Jones left the meeting at 12.05pm.
17. REPORT TO COUNCIL ON ŌPŌTIKI DISTRICT COUNCIL’S RESERVE p189 MANAGEMENT PLANS and separate document
RESOLVED (1) That the report titled “Report to Council on Ōpōtiki District Council’s Reserve Management Plans” be received. (2) That Council accept the hearing panel recommendations on submissions to the draft
Reserve Management Plan (Appendix 1). (3) That all people that provided feedback during consultation be thanked for their participation in the process. (4) That the advice from the hearing panel be received and used (as amended) for the basis of
responses to submitters.
(5) That in accordance with section 41 of the Reserves Act 1977, the Council adopts the Reserve
Management Plan (Appendix 2).
Hocart/Howe Carried
Item 18 was considered prior to Item 10.
18. REDEVELOPMENT OPTIONS – LOTS 9 AND 10 CHURCH STREET, ŌPŌTIKI p196 The Strategic Development Manager spoke to the report.
From a discussion where various opinions were shared, the favoured options were Option 2 and Option
3.
Those who favoured Option 2 were keen to see accommodation provided on the second floor and those who favoured Option 3, commercial space.
The Strategic Development Manager pointed out that providing accommodation would require a lot of extra work and the suggestion of providing accommodation for Council staff would be a big change for the property team.
The Chief Executive Officer said she would not be in favour of confusing the employer/employee relationship by providing staff accommodation.
Page 13
A further discussion ensued with the majority favouring commercial over both floors – Option 3.
Councillor Hocart moved that clause 2 of the recommendations be amended to provide that Council proceed with Option 3 – two storey building, commercial over both floors.
MOTION Clause 2 That Council resolved to proceed with Option 3 – two storey building, commercial over both floors.
Moved: Hocart Seconded: Browne
The motion was PUT and CARRIED
Council agreed with a suggestion from the Planning and Regulatory Group Manager that the figure in
Clause 3 of the recommendations be amended to $4.5m. That figure would be made up of the $3m from the Provincial Growth Fund and the $15m in the Long Term Plan, and would cover all contingencies.
Council further agreed that the words “with $1.5m to come from the LTP budget” be added to Clause 3 of the recommendations.
The mover and seconder confirmed they were in agreement with Clause 3 of the recommendations being amended as above.
RESOLVED
(1) That the report titled “Redevelopment Options – Lots 9 and 10 Church Street, Ōpōtiki” be received. (2) That Council resolves to proceed with Option 3 –two storey building, commercial over both
floors. (3) That Council agrees to a budget of up to $4.5million for this project with $1.5m to come from the LTP budget. Hocart/Browne Carried
Page 14
19. HOUSING CAPACITY WITHIN THE DISTRICT PLAN p205
RESOLVED (1) That the report titled “Housing Capacity Within the District Plan” be received.
HWTM/Nelson Carried
20. ŌPŌTIKI WORKFORCE DEVELOPMENT CO-ORDINATION – UPDATE p211
RESOLVED (1) That the report titled “Opotiki Workforce Development Co-ordination – Update” be
received. Moore/Browne Carried
The Corporate Services Manager entered the meeting at 12.23pm.
21. PROPERTY, i-SITE AND LIBRARY ACTIVITY REPORT p214 Her Worship the Mayor and Deputy Mayor Browne acknowledged the hard work of staff.
RESOLVED
(1) That the report titled “Property, i-SITE and Library Activity Report” be received.
HWTM/Hocart Carried
The Corporate Services Manager left the meeting at 12.31pm.
22. REQUEST TO SEAL REEVES ROAD EXTENSION p222
RESOLVED
(1) That the report titled “Request to Seal Reeves Road Extension” be received.
(2) That the Council notes that the resident has offered 60% of the funding required in accordance with Council policy and agrees to the request to seal 260metres of Reeves Road
Extension. Browne/Nelson Carried
Page 15
23. STAFF REPORT ON ŌPŌTIKI DISTRICT COUNCIL’S SUBMISSIONS TO THE p225 MINISTRY FOR THE ENVIRONMENT AND THE MINISTRY OF HEALTH
RESOLVED (1) That the report titled “Staff Report on Ōpōtiki District Council’s Submissions to the Ministry
for the Environment and the Ministry of Health” be received. Browne/Nelson Carried
The i-SITE Manager entered the meeting at 12.43pm. The Policy Planner left the meeting at 12.44pm.
24. CHIEF EXECUTIVE OFFICER’S UPDATE p239
RESOLVED
(1) That the report titled “Chief Executive Officer’s Update” be received.
(2) That Council approves the submission of the 3 waters delivery plan to DIA, and agree to
bring forward the indicated co-funding.
(3) That Council approves that a funding application be lodged with the Southern Trust to
support the 2020/21 Ōpōtiki Summer Festival up to $30,000, subject to quotes.
(4) That Council authorises Joseph Hayes and Muriel Chamberlain to apply to the Southern
Trust for funding on behalf of the Ōpōtiki District Council to assist with the costs of the
2020/21 Ōpōtiki Summer Festival.
(5) That Council approves that a funding application be lodged with The Lion Foundation to
support the 2020/21 Ōpōtiki Summer Festival, subject to quotes.
Hocart/Nelson Carried
The Finance and Corporate Services Group Manager, the Planning and Regulatory Group Manager and the i-SITE Manager left the meeting at 12.51pm.
25. RESOLUTION TO EXCLUDE THE PUBLIC p251
SECTION 48 LOCAL GOVERNMENT OFFICIAL INFORMATION & MEETINGS ACT 1987
THAT the public be excluded from the following parts of the proceedings of this meeting, namely:
26. Confirmation of In-Committee Minutes – Ordinary Council Meeting 25 August 2020.
28. Investment.
Page 16 The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
Item General subject of each Reason for passing this resolution in Ground(s) under No matter to be considered relation to each matter section 48(1) for the passing of this resolution 26. Confirmation of In- That the public conduct of the relevant Section 48(1)(a) Committee Minutes – part of the proceedings of the meeting Ordinary Council Meeting would be likely to result in the 25 August 2020 disclosure of information for which good reason for withholding exists. 28. Investment That the public conduct of the relevant Section 48(1)(a) part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.
This resolution is made in reliance on section 48(1)(a) of the Local Government Official
Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act or section 6 or section 7 or section 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 follows:
26. Protect the privacy of natural persons Section 7(2)(a) Protect information Section 7(2)(b)(i) & (ii); (d) & (e) and Section 7(2)(c)(i) & (ii) Protection from improper pressure or harassment Section 7(2)(f)(ii) Prevent disclosure or use of official information Section 7(2)(j) Carry out negotiations Section 7(2)(i) Maintain legal professional privilege Section 7(2)(g) Carry out commercial activities Section 7(2)(h) 28. Protect the privacy of natural persons Section 7(2)(a) Protect information (commercial sensitivity) Section 7(2)(b)(ii)
HWTM/Browne Carried
RESOLVED (1) That the resolutions made while the public was excluded, except for 2, 3, 4, 5 6 and 7 of Item 28 (Investment), be confirmed in open meeting.
(2) That the public be readmitted to the meeting. HWTM/Browne Carried
Page 17
RESOLVED (1) That the in-committee minutes of the Ordinary Council meeting held on 25 August 2020 be confirmed as a true and correct record. HWTM/Moore Carried
RESOLVED (1) That the report titled “Investment” be received. Browne/Hocart Carried
THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 1.16PM.
THE FOREGOING MINUTES ARE CERTIFIED AS BEING A
TRUE AND CORRECT RECORD AT A SUBSEQUENT
MEETING OF THE COUNCIL HELD ON 17 NOVEMBER
2020
L J RIESTERER
HER WORSHIP THE MAYOR
Page 18 Page 19 Page 20 Page 21 Page 22 Page 23 Bay of Plenty Civil Defence Emergency Management Group Joint Committee Open Minutes
Commencing: Friday 25 September 2020, 10.00 am
Venue: Council Chambers, Western Bay of Plenty District Council, 1484 Cameron Road, Greerton, Tauranga
Chairperson: Mayor Tenby Powell (Tauranga City Council -TCC)
Deputy Chairperson: Cr David Love (Bay of Plenty Regional Council - BOPRC)
Members: Mayor Malcolm Campbell (Kawerau District Council - KDC) Mayor Judy Turner (Whakatāne District Council - WDC) Mayor Lyn Riesterer (Ōpōtiki District Council - ODC) Deputy Mayor David Donaldson (Alternate) (Rotorua Lakes Council - RLC) Deputy Mayor Tina Salisbury (Alternate) (TCC) Deputy Mayor John Scrimgeour (Alternate) (Western Bay of Plenty District Council - WBOPDC)
In Attendance: KDC: Russell George - Chair of Coordinating Executive Group (CEG) & Chief Executive Officer Emergency Management Bay of Plenty (EMBOP): Clinton Naude – Director; Angela Reade – Manager Operations; Lee Hazlewood, Principal Advisor; Andrea Thompson – Executive Assistant TCC: Marty Grenfell – Chief Executive BOPRC: Chairman Doug Leeder; Merinda Pansegrouw – Committee Advisor
Apologies: Mayor Steve Chadwick (RLC) Mayor Garry Webber (WBOPDC) Deputy Mayor Shona Browne (Alternate) (ODC) Observer Jane Rollin (National Emergency Management Agency – NEMA)
1. Apologies
Resolved
That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee:
Page 24 1 Accepts the apologies from Deputy Mayor Shona Browne, Mayor Steve Chadwick, Mayor Garry Webber and Observer Jane Rollin tendered at the meeting.
Love/Turner CARRIED
2. Items not on the Agenda
2.1 Acceptance of Items not on the Agenda
Resolved
That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee:
Accepts that pursuant to section 46A of the Local Government Official Information and Meetings Act 1987, the below items be considered at this meeting:
The reason why these items were not on the agenda was that information had been received after agenda compilation. The reason why these cannot be delayed is that these matters require consideration by the Committee as it cannot wait until the next meeting of the Committee scheduled for 18 December 2020:
1. Rescindment of Whakatāne Alternate Local Controller – Mike Naude (Recommendation to be included under item 5.2 “Bay of Plenty Civil Defence Emergency Management Group - Group Controller Appointment”).
2. Verbal update by the Director, Emergency Management Bay of Plenty on latest developments relating to proposed legislation changes to the Civil Defence Emergency Management Act 2002 (to be considered under item 6 – “Items not on the agenda”).
Love/Turner CARRIED
3. Declaration of Conflicts of Interest
None advised.
4. Minutes
Minutes to be Confirmed
4.1 Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 26 June 2020
Resolved
Page 25 That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee:
1 Confirms the minutes, Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 26 June 2020 as a true and correct record.
Love/Donaldson CARRIED
5. Reports
Decisions Required
5.1 Bay of Plenty Civil Defence Emergency Management Group - Recovery Manager Appointment
Director EMBOP Clinton Naude presented the report.
Key Points:
Sally McKay had been appointed to the role of Principal Advisor Recovery and was a qualified and experienced professional in the field of Recovery The Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group had endorsed the appointment of Sally McKay as Group Recovery Manager at its meeting on 21 August 2020.
Resolved
That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee:
1 Receives the report, Bay of Plenty Civil Defence Emergency Management Group Recovery Manager Appointment; 2 Approves the appointment of Sally McKay, Principal Advisor, Recovery as a Group Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s29(2) of the Civil Defence Emergency Management Act 2002.
Powell/Love CARRIED
5.2 Bay of Plenty Civil Defence Emergency Management Group - Group Controller Appointment
Tabled Document 1 - 2020-09-24 Whakatane District Council - Rescindment of Mike Naude as Local Controller: Objective ID A3634334
Director EMBOP Clinton Naude presented the report.
Key Points:
The Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group had endorsed the appointment of Principal Advisor Lee Hazlewood as a Group Controller
Page 26 Provided Tabled Document 1, received from Whakatāne District Council on 24 September 2020, advising that Mike Naude had left his role at Whakatāne District Council and would not be continuing his role as Alternate Local Controller for the District. The rescindment of his appointment was accordingly required Under item 3.1 the Committee had accepted that pursuant to section 46A of the Local Government Official Information and Meetings Act 1987 the rescindment of Mike Naude’s appointment be considered as an item not on the agenda.
Key Points - Members:
Expressed concern about the number of vacancies for Local Controllers and Alternate Local Controllers currently listed on the Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers List Highlighted the importance of localism to ensure matters of cultural importance would be appropriately acknowledged.
Key Points - Staff:
A review of the Controller Model was currently a key focus point on an operational level; consideration would be given to a model offering the ability to collectively share controllers as a group. The proposed new model would be submitted to the Joint Committee for consideration once finalised The cross-delegation of controllers between Territorial Local Authorities would provide additional support for response if/where required Controllers ultimately needed the skills and knowledge to control an event as dictated by legislation; support by local staff would provide local knowledge.
Resolved
That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee:
1 Receives the report, Bay of Plenty Civil Defence Emergency Management Group - Group Controller Appointment; 2 Approves the appointment of Lee Hazelwood, Principal Advisor, Emergency Management as a Group Controller the Bay of Plenty Civil Defence Emergency Management Group, as defined under 26(2) of the Civil Defence Emergency Management Act 2002; 3 Approves the rescindment of Mike Naude as a Local Controller for the Bay of Plenty Civil Defence Emergency Management Group, Whakatāne District Council, as defined under s27 of the Civil Defence Emergency Management Act 2002.
Powell/Riesterer CARRIED
5.3 Bay of Plenty Civil Defence Emergency Management Group Annual Report 2019/20
Director EMBOP Clinton Naude presented the report, summarising the activities of the Bay of Plenty Civil Defence Emergency Management (CDEM) Group over the
Page 27 2019/2020 financial year against the outcomes of the Bay of Plenty CDEM Group Plan 2018/2023 and Annual Plan 2019/2020.
Key Points:
It had been a challenging year, dominated by operational activities: the Bay of Plenty CDEM Group led the response and recovery to the eruption of Whakaari/White Island on 9 December 2019 and had been heavily involved in supporting the health-led response to COVID-19 since March 2020 Received two international awards recognising excellence in CDEM: the Civil Defence Youth Ambassador Programme was recognised with two awards in the category ‘Partners in Preparedness’ by the International Association of Emergency Managers (IAEM). Due to pressing operational requirements during the past year, there was never an opportunity to arrange a formal ceremony to hand over the awards For the first time, hosted a joint induction seminar for all elected officials of the Bay of Plenty CDEM Group. The seminar aimed to provide elected officials with an understanding of CDEM within the Bay of Plenty and develop awareness of the responsibilities of an elected official during an emergency Hosted the CDEM Long Service Awards More than 380 CDEM training courses had been completed Empowered communities to be prepared through updated Community Response Plans Three members of the Bay of Plenty CDEM Group had completed the training to become part of the NZ Emergency Management Assistance Team (EMAT) One member of CDEM Group had qualified as an accredited Associate Emergency Manager (AEM) The Partnership Agreement between the seven council members and Emergency Management Bay of Plenty was signed in June 2019. Providing an understanding of members’ roles and responsibilities, this was a significant piece of work - a first in New Zealand. Subsequently, other groups had asked to share the model for review The Whakaari/White Island Volcanic Eruption response and recovery and the COVID-19 response and recovery had significantly impacted the delivery against the Bay of Plenty CDEM Group Annual Plan 2019/2020. A number of activities had been reprioritised into the 2020/2021 financial year. Noted that support for Whakaari/White Island and COVID-19 recovery would be ongoing.
Key Point - Members:
Congratulated the CDEM Group on a sterling delivery over the past year.
Resolved
That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee:
1 Receives the report, Bay of Plenty Civil Defence Emergency Management Group Annual Report 2019/20. 2 Approves the Bay of Plenty Civil Defence Emergency Management Group Annual Report 2019/2020.
Page 28 Love/Scrimgeour CARRIED
5.4 Bay of Plenty Civil Defence Emergency Management Annual Plan 2020/21
Director EMBOP Clinton Naude presented the report.
Key Points:
The Annual Plan had been developed in close consultation with the Bay of Plenty CDEM Coordinating Executive Group Operations Sub-Committee The Plan had been endorsed by the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group The impact of operational activities during the 2019/2020 financial year on Annual Plan had resulted in some pieces of work rolling over into the 2020/2021 annual plan. One of the benefits of a 3 year horizon was the flexibility to reprioritise work more easily Given the unpredictability of the operating environment, highlighted that delivery of the plan would be dependent on levels of response required by Covid-19 and other events going forward The Plan was not for EMBOP staff only, but for all members of the CDEM Group collectively as Territorial Local Authorities within the Bay of Plenty In the context of Mental Health Awareness Week 2020 emphasised that following several significant events during the past year and the ongoing response required, on top of business as usual, staff had been exposed to real life situations which they had only been introduced to in theory before. Emphasised the importance of support for staff and ensuring that staff rested and recovered. This would be managed as a priority.
Resolved
That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee:
1 Receives the report, Bay of Plenty Civil Defence Emergency Management Group Annual Plan 2020/21. 2 Approves the Bay of Plenty Civil Defence Emergency Management Group Annual Plan 2020/2021.
Powell/Donaldson CARRIED
6. Consideration of Items not on the Agenda
6.1 Verbal update on the latest developments relating to proposed legislation changes to the Civil Defence Emergency Management Act 2002
Presentation: Update on proposed CDEM Act 2002 Amendments PDF: Objective ID A3635255
Page 29 Director EMBOP Clinton Naude by means of a PowerPoint Presentation provided a verbal update highlighting proposed amendments to the Civil Defence Emergency Management Act 2002.
Key Points - Members:
Concern was expressed about the potential impact on local operations when allowing any Controller/Recovery Manager to act anywhere in New Zealand; this could possibly create a gap/back-log in business as usual The possibility of agencies also training staff to be Controllers/Recovery Managers should be considered Highlighted the need for the quality control of national standards Noted that the financial implications of the proposed changes/regulations (i.e. Groups maintaining Coordination Centres) were currently unknown The training requirements/costs to ensure compliance to mandatory national standards of technical and personal competency for Controllers and Recovery Managers would have different implications for smaller territorial authorities Local vs centralised model for controllers: a balanced approach would be ideal – this should be captured in training to ensure service delivery to all communities Disability Planning and related communication to be prioritised by Local Authorities to ensure agile response. Noted that the best response would be at “first responder” level – in the community, neighbours supporting neighbours.
7. Consideration of General Business
Angela Reade, Manager Operations
Director EMBOP Clinton Naude acknowledged the dedication and commitment of Angela Reade, Manager Operations Emergency Management Bay of Plenty, who would be emigrating to Ireland in January 2021. Members recognised her significant contribution to emergency management across the Bay of Plenty as well as New Zealand and thanked her for her commitment and service delivery to the community.
11:30am – the meeting closed.
CONFIRMED Mayor Tenby Powell Chairperson, Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Page 30 REPORT
Date : 30 October 2020
To : Ordinary Council Meeting, 17 November 2020
From : Her Worship the Mayor, L J Riesterer
Subject : MAYORAL REPORT 19 SEPTEMBER 2020–30 OCTOBER 2020
File ID : A219596
Since 19 September 2020, I have attended or met with the following:
22 SEPTEMBER 2020 Eastern Bay of Plenty Joint Committee meeting A short agenda and nice to see our other Councillors attending so they can listen to information given, discussions and the next level up from us for strategic thinking Eastern Bay wide.
23 SEPTEMBER 2020 Ōpōtiki Future Leaders meeting Deputy Mayor Shona Browne also attended this meeting. We listened to the Future Leaders group as to what they intended achieving in this Covid-19 abbreviated term for the Future Leaders programme. We shared insight into local organisations which help fund community initiatives and how they might go about approaching them.
24 SEPTEMBER 2020 Minister Twyford’s visit to Ōpōtiki Kiritapu Allan hosted Minister Twyford for a quick two hour tour of our infrastructure projects. He asked impressive questions at each visit. Deputy Mayor Shona Browne also attended.
Regional Economic Development and Growth discussion with Minister Phil Twyford, hosted by Toi-EDA, Whakatāne
This was the finishing talk after Minister Twyford’s visit in Whakatāne as he summarised what he had seen, learnt and needed to take back to Cabinet from his visit to Ōpōtiki and Whakatāne
Page 31 Ōpōtiki Community Health Trust meeting We distributed seven health-related scholarships for second and third year students (and higher) and
talked with them about “giving back” to our community and what that might look like for them.
25 SEPTEMBER 2020 Civil Defence Emergency Management Joint Committee meeting, Tauranga This was held at Western Bay District Council – first visit there. Good update for all Mayors in the Bay of Plenty.
28 SEPTEMBER 2020 Presentations to three new citizens, followed by morning tea I wanted to mark their new status as NZ citizens in some way even though DIA had cancelled all citizenship ceremonies throughout NZ because of Covid-19. Having time to listen to their stories as to why they came to NZ, especially Ōpōtiki, and acknowledging their citizenship was a worthwhile morning tea to have.
29 SEPTEMBER 2020 Workforce Development Community Briefing Session With Barbara MacLennan – an opportunity to keep up to play as to what is happening in this area and we can further advance workforce efforts both with NEETS, Covid-19 displaced and with the small business operators. Reports are made monthly to the Mayoral Taskforce for Jobs and MSD on our use of funding and the successes we are enabling.
30 SEPTEMBER 2020 Councillor/CEO catch up meeting
Newshub interview – re housing Further to the report around housing potential and what we were needing to see as part of our solution to housing constraints in Ōpōtiki.
1 OCTOBER 2020 1XX interview re housing Same as for the Newshub interview above.
Page 32 3 OCTOBER 202 Ōpōtiki Volunteer Fire Brigade Gold Star presentation to Robert Borrie A very special evening at the Fire Station honouring Rob’s 25 years of dedicated service as a volunteer fireman. Also recognising Browne and Smale as the employers who allow Rob to go on callouts. For my first time there it would be fair to say I was overwhelmed by the sense of history and duty contained there, especially acknowledging the highest percentage of 25 year service stars our local fire service has…the highest in NZ per capita of volunteers.
5 OCTOBER 2020 Mayors Taskforce For Jobs Core Group meeting, Wellington Regular committee meeting with some good presentations for us around the various aspects of what MTFJ does throughout NZ. Continuing to lobby for licensing for youth to be compulsory in schools but, in the meantime, working through our MTFJ/MSD funding to help as many young employees as possible to obtain all classes of licenses needed in their chosen career fields.
6 OCTOBER 2020 Ordinary Council meeting
Ōpōtiki District Council Long Term Plan workshop
9 OCTOBER 2020 Catch up meeting in Ōpōtiki with Whakatāne District Mayor, Judy Turner One to one catch up on our “first time Mayors” status and how things are going for each of us. Opportunity to compare where we are at around post Covid-19 and LTP and what is coming up for each district shortly.
10 OCTOBER 2020 Mōtū Challenge I started the racers at 6.00am and the main body of racers at 7am. I returned to the finish to welcome back each and every competitor from all the races throughout the day then helped tidy away at the end. A worthy community organisation which is achieving at national level for the excellence of their delivery of this multi-sport competition. 26 years ago there were 26 competitors racing for the first time…several of them were instrumental in organising the race and several of them are still taking part as competitors as well as helping on the volunteer committee. A very proud Mayor on that day.
Page 33 12 OCTOBER 2020 Council Governance workshop
Creative NZ meeting Councillor Hocart is Chair of this Committee who distribute funding for worthy artistic endeavours. Even though I am an ex-officio member I enjoy being part of this volunteer group giving funding out.
13 OCTOBER 2020 Ōpōtiki District Council Stakeholder Strategy Day An excellent event for all involved.
14 OCTOBER 2020 Te Ao Hou Trust Project Partners workshop
15 OCTOBER 2020 Met with Tuia rangitahi, Te Aho Jordan Catch up time to work through what Te Aho has been able to be part of – again coping with Covid-19 restrictions and having another virtual wananga as part of their slightly decimated programme for the year. Heartened by the “take aways” Te Aho is still gaining from her experience in the Tuia kaupapa.
16 OCTOBER 2020 Team Government Bay of Plenty meeting and tour of projects MBIE/MSD/TPK and other Government agencies working within the Bay of Plenty move their meetings
around so they can see for themselves what is happening as a result of Government funding and this time
they met in Ōpōtiki. Seeing the need to collaborate and work in parallel has meant that a lot more has
been accomplished within all districts in the Bay of Plenty. Two mini bus loads had a tour of the HEB site
and WMOL site before again meeting to confirm their immediate work streams.
19 OCTOBER 2020 Catch up meeting with Mayor and CEO of Rotorua Lakes Council, via Zoom Touching base with each other around 3 Waters and other topics which engage both of our districts. Both Mayor Steve and myself are advocates for “locally led and regionally or centrally supported” and wanted to ensure our voices were being heard at the BOP level on this.
Page 34 20 OCTOBER 2020 Regional Aquaculture Organisation meeting, Tauranga Another interesting meeting with the RAO looking to see where we are at as a voluntary organisation and what we were hoping to achieve regionally in the area of aquaculture. With industry players, scientists/educators, businesses associated with the aquaculture industry and various Regional Council and Government people involved I see this organisation working in the same way OMAG does in Ōpōtiki,
albeit on a larger scale. Several Ōpōtiki people are there and have been since its beginning. RAO will be holding its February meeting in Ōpōtiki.
22 OCTOBER 2020 Ōpōtiki Calf Club Day, Woodlands School Steward – this time for the lambs. A delightful community event, again, steeped in history. A pleasurable date on my calendar.
23 OCTOBER 2020 Bay of Plenty Mayoral Forum meeting, Tauranga Deputy Mayor Shona Browne attended the Forum with me.
29 OCTOBER 2020 Councillor/CEO catch up meeting
30 OCTOBER 2020 Zone 2 meeting, Paeroa Deputy Mayor Shona Browne, along with Councillor Louis Rāpihana, attended with me. Mayor Jim
Mylchreest was voted in as the new Chair for Zone 2 to replace Stuart Crosby as he is now President of
LGNZ. Great presentations by both AgriSea NZ and Hauraki Trails.
Deputy Mayor Shona Browne attended the following on my behalf:
25 SEPTEMBER 2020 Book signing by Nikki Slade-Robinson at the Ōpōtiki Library Presentation of two books which had an added Chinese script. These books were sent to us as part of a promotion by the NZ Chinese Language Week group. With our local author and illustrator Nikki’s
Page 35 involvement in the two books I also ordered 20 more books to be given to our sister cities in Jiangxi District as well as to be included in the Eastern Bay Centre in Nanchang City.
Councillor Louis Rāpihana attended the following on my behalf:
23 OCTOBER 2020 Presentation to Grey Power meeting re inequality of health services in the Eastern Bay of Plenty, Whakatāne
SIGNIFICANCE ASSESSMENT Assessment of significance Under Council’s Significance and Engagement Policy, on every issue requiring a decision, Council
considers the degree of significance and the corresponding level of engagement required. The level of
significance for receiving the Mayoral Report is considered to be low as determined by the criteria set
out in Section 12 of the Significance and Engagement Policy.
Assessment of engagement requirements As the level of significance for receiving the Mayoral Report is considered to be low, the level of
engagement required is determined to be at the level of ‘inform’ according to Schedule 2 of the Significance and Engagement Policy.
RECOMMENDATION: 1. That the report titled “Mayoral Report 19 September 2020–30 October 2020” be received.
Lyn Riesterer
HER WORSHIP THE MAYOR
Page 36 REPORT
Date : 29 October 2020
To : Ordinary Council Meeting, 17 November 2020
From : Chief Financial Officer, Gregory Robertson
Subject : ADOPTION OF 2019/20 ANNUAL REPORT
File ID : A219151
EXECUTIVE SUMMARY Council is required by law to adopt the audited Annual Report by 31 October normally. This has been extended to 31 December due to Covid-19. The draft Annual Report and draft Summary
Annual Report are still under review by Audit New Zealand. However, verbal clearance and hopefully a signed audit opinion will be available at the meeting.
PURPOSE To have Council adopt the 2019/20 Annual and Summary Annual Reports.
BACKGROUND At the time of writing this report Audit New Zealand had completed their on-site audit for Council’s
2019/20 Annual Report and the final document was under review by the audit team. It is hoped to have an unmodified audit report available for adoption by Council at this meeting.
A copy of the Draft Annual Report and the Draft Summary Annual Report is included with this agenda. The final Annual Report and Summary with the Audit opinion will be tabled on the day of the meeting.
SIGNIFICANCE ASSESSMENT Assessment of significance Under Council’s Significance and Engagement Policy, on every issue requiring a decision, Council considers the degree of significance and the corresponding level of engagement required. The level of
Page 37 Significance for Adoption of the 2019/20 Annual Report is considered to be low as determined by the criteria set out in section 12 of the Significance and Engagement Policy.
Assessment of engagement requirements As the level of significance for Adoption of the 2019/20 Annual Report is considered to be of low significance the level of engagement required is determined to be at the level of inform according to Schedule 2 of the Significance and Engagement Policy.
OPTIONS Council has to adopt the report or it is in breach of Section 98(3) of the Local Government Act 2002.
CONSULTATION Consultation is not required.
RECOMMENDATIONS:
1. That the report titled “Adoption of 2019/20 Annual Report” be received.
2. That the 2019/20 Annual Report and Summary Annual Report be adopted.
Greg Robertson
CHIEF FINANCIAL OFFICER
Page 38
REPORT
Date : 29 October 2020
To : Ordinary Council Meeting, 17 November 2020
From : Finance and Corporate Services Group Manager, Bevan Gray
Subject : MĀORI WARDS
File ID : A219156
EXECUTIVE SUMMARY
Council is required to consider the implementation of Māori Wards now; a decision needs to be made by 23 November if Council wishes to implement Māori Wards for the 2022 elections. However, this timeframe only limits the 2022 election process. Council can implement Māori
Wards after this date, but it would be relevant for the 2025 election onwards.
There is a significant amount of risk in doing this without the backing of the community; there have been other Councils in the country that have faced significant hurdles because they have made a decision in isolation. It is recommended that Council undertake a poll during the next election to ensure that the decision to implement Māori Wards is in line with the community’s wishes.
PURPOSE The purpose of this report is to consider Māori Wards and the implementation of them for the Ōpōtiki District.
BACKGROUND The Local Electoral Act 2001 (LEA) provides for greater flexibility and local choice by local authorities in several electoral related matters, one such matter being whether or not to introduce one or more Māori
Wards.
Māori Wards are able to be introduced either by way of a Council resolution or as a result of a poll.
Page 39 If by way of a Council resolution (it is optional), consideration can be made at any time. If one or more Māori Wards are to be introduced for the 2022 and 2025 triennial elections, a resolution is required by 23 November 2020. If one or more Māori Wards are to be introduced for the 2025 and 2028 triennial elections, a resolution is required after 23 November 2020.
Five percent of electors are able to demand a poll at any time. If a demand is received by 21 February 2021, a poll must be held by 21 May 2021 and the outcome effective for the 2022 and 2025 triennial elections. If a demand for a poll is received after 21 February 2021, a poll must be held after 21 May 2021 and the outcome effective for the 2025 and 2028 triennial elections.
DISCUSSION AND OPTIONS SECTIONS For the Ōpōtiki District Council, the Māori electoral population is 4,323 and the general electoral population is 4,953 (as at the 2018 Census).
Assuming a total of six councillors (plus mayor) remain, the formula when populated would require three
(2.8 rounded up to 3) councillors elected from one or more Māori Wards and three councillors elected from one or more General Wards.
The process that Council can follow to consider one or more Māori wards for 2022 and beyond is:
(i) Council may make a decision to introduce one or more Māori wards, but if it does, public notice
must be given.
(ii) Five percent of electors can demand a poll on the matter.
(iii) Council may choose to hold a poll on the matter, irrespective of whether or not a poll is
demanded by electors.
The estimated cost to hold a standalone poll is $18-$20,000 + GST.
(I) COUNCIL TO RESOLVE TO ADOPT ONE OR MORE MĀORI WARDS Council may resolve to introduce one or more Māori wards for the next two triennial elections (2022, 2025). If it decides to introduce one or more Māori wards in time for the 2022 elections, it must do so no later than 23 November 2020 (two years prior to the next triennial election), unless it decides to hold a poll of electors.
Any such resolution would take effect for the 2022 and 2025 elections, and continue in effect until either
Council resolves otherwise, or a poll of electors is held.
Page 40
Council may also simply choose to do nothing, in which case no public notice is required.
(II) ELECTORS’ RIGHT TO DEMAND A POLL If Council resolves to adopt one or more Māori Wards by 23 November 2020, it must give public notice of the right of electors to demand a poll on the matter. If Council passes a resolution under section 19Z of LEA to introduce one or more Māori Wards, the public notice must include:
(a) notice of that resolution; and (b) a statement that a poll is required to countermand that resolution.
Section 19ZB of the LEA allows five percent of the electors enrolled at the previous triennial election to demand a binding poll to be held on a proposal whether or not one or more Māori Wards are to be introduced for the next two triennial elections. The poll demand must be made in writing to the Chief
Executive by a number of electors equal to or greater than five percent of the electors (287 electors) and can be made anytime, but to be effective for the 2022 elections, it must be made by 21 February 2021.
(III) COUNCIL MAY DECIDE TO HOLD A POLL OF ELECTORS Council can also decide to hold a poll of electors at any time (but must decide no later than 21 February
2021 to be effective for the 2022 elections), irrespective of whether a valid demand has been received, or the time has expired for electors to demand a poll.
Public notice of the poll must be given no later than 21 February 2021 and the poll itself must be completed by 21 May 2021 (to be effective for the 2022 elections).
The results of the poll are binding and will determine whether one or more Māori Wards are to be introduced for at least the next two triennial elections (2022, 2025), and subsequent elections until either a further resolution under section 19Z of the LEA takes effect or a further poll is held.
SIGNIFICANCE ASSESSMENT Assessment of significance Under Council’s Significance and Engagement Policy, on every issue requiring a decision, Council considers the degree of significance and the corresponding level of engagement required. The level of significance for Māori Wards is considered to be high as determined by the criteria set out in section 17 of the Significance and Engagement Policy.
Page 41 Council’s Significance and Engagement Policy states that a matter shall be determined to be significant if a decision that it proposes to make affects a significant part or proportion of the community. As a significant decision or matter, the Council must apply greater diligence in regard to the decision-making requirements in sections 76-81 and the principles of consultation in section 82 of the Local Government Act 2002. This includes, but is not limited to, the degree to which different options are identified and assessed and the extent to which community views are considered, including whether consultation is required.
The representation review process, of which the consideration of Māori Wards is a part of, is already a legislated process which involves significant consultation and ability to input into the outcome by the community. The proposal for Council to undertake a poll at the next election ensures that Council is structured in the most appropriate way to serve the community and its constituents.
Assessment of engagement requirements As the level of significance for Māori Wards is considered to be high, the engagement required is determined to be at the level of empower according to Schedule 2 of the Significance and Engagement
Policy. The way we plan to do this is by putting the power to implement Māori Wards into the hands of the community through voting at the next election.
COMMUNITY INPUT AND PUBLICITY The Council can undertake a poll on Māori Wards at any time, and 5% of the electors can also demand a poll at any time. A poll will ask every person that is able to vote whether they would like to implement Māori Wards or not. The results of any poll are binding for the next two elections and may not be changed.
CONSIDERATIONS Financial/budget considerations Democratic review processes can be time consuming and expensive, especially if the Council makes a decision that the community disagree with. An estimate to undertake a poll of electors in relation to implementing Māori Wards is likely to cost the community around $20,000. Undertaking a poll at the
Page 42 same time as the next election will be significantly cheaper, around $2,000. Most of the cost is in the distribution and collection of the information. Undertaking this at the same time makes financial sense.
Risks There is a risk that if Council makes a decision without the results of a poll to back up and inform that decision that the Council will get offside with the community. We have seen this happen at a number of Councils around the country already. We consider that undertaking a poll at the time of the next election in two years will allow the community to have their say about how they feel the community is best served through the makeup of the Council.
Undertaking a poll outside of an election process also carries risk. There have been a number of Local
Authorities that have carried out polls separately from elections. The voter turnout for these has been very low, resulting in a decision being made by the few for the many, and subsequently binding for the next two elections. The Ōpōtiki District at the last election had a fantastic voter turn out, one of the highest in the country. Undertaking a poll with the next election will help ensure that we will be hearing the voices of the many, rather than the few.
Community Something that isn’t well known is that once Māori Wards are implemented those on the Māori Roll would only be able to vote for those standing for Māori Wards, and vice versa, those on the General Roll would only be able to vote for those standing for General Wards.
These complexities are apparent in the recent parliamentary elections, where those that wanted to vote for certain people were unable to do so because of the electoral roll they belonged to. The current Local
Authority election process does not differentiate between Electoral Rolls, allowing those that vote with more options to vote for.
The other side of the coin is that it does guarantee seats for those voting on each of the Electoral Rolls. It just limits who they have to vote for to fill that seat.
Authority The Council has the authority to implement Māori Wards by resolution, or as a result of a poll.
Page 43 CONCLUSION The implementation of Māori Wards is not a simple process, there are some implications that are not well understood by the Council, let alone the community. To implement Māori Wards without fully understanding all of the subsequent consequences would be very foolish, and potentially a significant cost to the community if it is overturned by a poll of electors.
We need to be sure that everyone understands the consequences, and that it is truly something that the community wants before we do it. The best way to do that is to undertake a poll ourselves, and the best time to do that is during the next election, where we are guaranteed to get the best results. Undertaking a poll separate to the election results in less voter turnout, which could mean we get a binding decision on the community created by the few, rather than the majority.
RECOMMENDATIONS:
1. That the report titled "Māori Wards" be received.
2. That the Council resolves not to implement Māori Wards for the 2022 election.
3. That the Council resolves to undertake a poll with the next election in 2022 to allow the
community to decide whether Māori Wards should be implemented or not.
Bevan Gray
FINANCE AND CORPORATE SERVICES GROUP MANAGER
Page 44
REPORT
Date : 2 November 2020
To : Ordinary Council Meeting, 17 November 2020
From : Workforce Development Co-Ordinator, Barbara MacLennan
Subject : ŌPŌTIKI WORKFORCE DEVELOPMENT CO-ORDINATION – UPDATE
File ID : A219503
EXECUTIVE SUMMARY
This report updates Council on progress of the Workforce Development co-ordination function.
PURPOSE Ōpōtiki District Council has established a dedicated local co-ordination position and a part-time support role to co-ordinate local stakeholders, plans, and activities. These positions are enabled by Government funding via the Provincial Growth Fund (MBIE) and Mayors Taskforce for Jobs funding (MSD), and the latter has a strong rangatahi to employment focus.
Current functions of the roles are to work closely with Whakatōhea and other Pathways to Work stakeholders to implement the local Pathways to Work Plan which was refreshed in late 2019, and to deliver on the outcomes of the Mayors Taskforce for Jobs Community Recovery Project. The team also have oversight of the Ōpōtiki Community Driver Mentoring Programme which ODC established in 2017.
PROGRESS Information and Communications The number and range of job options in Ōpōtiki appears to be growing The Workforce Team collects information about local vacancies to share with job seekers and notes that for the week ending 30 October, we noted 30 vacancies across a wide selection of industries, and ranging from demand for senior managers to entry level positions. Some were seeking multiple people.
Page 45 Kiwifruit As Council knows, the kiwifruit industry has been a huge mainstay of the local economy, and both fruit production and processing are on a significant growth curve locally. Impacts of COVID-19 have helped accelerate industry thought and strategy to attract more locals into jobs, including increased attention to conditions, pay and permanency. Over 80% of NZ’s hectares in production are in BOP, and Tauranga based NZKGI has a strong focus on workforce development for the growers.
Following are the estimated seasonal workforce demand stats prepared by NZKGI for 2021.
And the following indicates how the industry adapted harvest workforce plans during 2020
Page 46 We are advocating for more presence and involvement by NZKGI in the East. With the summer season underway, there is strong demand for more locals to work on orchards, and we worked with them to ensure free one day training for summer orchard work was available locally (12 November) as well as in the West.
Job Seeker Statistics Toi EDA monitors Job Seeker statistics in the Eastern Bay via data provided by MSD. The latest available information by territorial authority was released after 30 September. The data below incorporates both Jobseeker Work Ready Support and Health Condition or Disability Support.
Jobseeker Support by TA in the Eastern Bay - trend data
Following a long period of gradual increase, there has been a rapid rise in Jobseeker Support. The number of Eastern Bay residents receiving Jobseeker Support increased from 3,336 at the end of September 2019 to 4,371 in September 2020, a rise of around 31% in one year. December is historically the highest quarter for Jobseeker Support.
5,000
4,000 3,000 2,000 1,000 0 Jun-20 Jun-19 Jun-18 Jun-17 Jun-16 Jun-15 Jun-14 Sep-20 Sep-19 Sep-18 Sep-17 Sep-16 Sep-15 Sep-14 Dec-19 Dec-18 Dec-17 Dec-16 Dec-15 Dec-14 Mar-20 Mar-19 Mar-18 Mar-17 Mar-16 Mar-15 Mar-14
Kawerau District Opotiki District Whakatane District Eastern Bay of Plenty
For Job Seekers specifically, Toi EDA is only able to access data by service centres (i.e., the place people have turned to for Work and Income services). Following is the trend data to date. Much of the increase occurred following the start of the COVID-19 pandemic response, however numbers have risen further in recent months. The spring and summer period usually sees the highest level of Work-Ready Support in the Eastern Bay.
Figure 1b: Jobseeker Work Ready Support in Eastern Bay by service centre, Jan-Sept 2020 4000
3000
2000 2019 i The1000 Mayors Taskforce for Jobs funding is focussed on rangatahi because typically in recessions, younger age groups0 are impacted more heavily. The personal, family and wider economic consequences are long Jan-20 Feb-20 Mar-20 Apr-20 May-20 Jun-20 Jul-20 Aug-20 Sep-20 term if benefit dependency persists. Kawerau Opotiki Whakatane EBOP 2019 EBOP 2020
Page 47
Jobseeker Work-Ready Support by age There have been increases since last year across all age groups, but the biggest increases have been for younger people.
Figure 3: Jobseeker Work-Ready Support in Eastern Bay by age
600 567
500 374 398 400 277 270 271 300 256 229 233 241 198 204 216 216 173 168 170 188 200 158 151
100 - 2 - 18-19 20-24 25-29 30-34 35-39 40-44 45-49 50-54 55-59 60-64 65+ Sep-19 Sep-20
In Ōpōtiki specifically, at the end of September 2020 there were 246 people between the ages of 19 and 29 years receiving Job Seeker Work Ready support. Working with local stakeholders to help find and create options and pathways for this age group is the focus of the Mayors Taskforce for Jobs funding.
Latest data shows 1,221 people aged 18-29 in the Eastern Bay on Jobseeker Work -Ready Support, including 256 aged 18-19 and 567 aged 20-24 years.
Table 3: People receiving Jobseeker Work-Ready Support by age and by area 18-19 20-24 25-29 30-44 45-59 60+ Opotiki 56 109 81 138 145 57 Eastern Bay 256 567 398 770 690 190 Bay of 1,183 2,705 1,910 3,716 3,128 810 Plenty
Funding and Partnering Thanks to the Mayors Taskforce Jobs Community Recovery Project funding we are now able to provide small subsidies and support to local businesses that are taking young people on as employees. We are currently working through the details for seven young people and their new positions.
The Workforce positions are spearheading Ōpōtiki’s Pathways to Work strategy, now known as “Mahi Ora” (the name given the strategy by MBIE). A stakeholder hui is scheduled for 10 November to provide updates, and crystallise new priorities.
Assisting Shovel Ready Project Planning/Implementation Via Mayors Taskforce for Jobs funding, we supported five young people to gain their Wheels Tracks and
Rollers certification. (12 were supported to gain their Traffic Controller Certification in August.) First Aid
Page 48 and Chainsaw training are next on the list. These tickets build competencies and enhance rangatahi employability options going forward.
Assisting Employers including HEB, Livingstone Building Ltd and WMOL During the past month we have met with a number of employers to inform and assist re their access to Government resourcing, and other support to recruit and train personnel. Ten locals are currently undertaking heavy machinery operation training out on the Harbour construction site. Whakatōhea
Mussels (Ōpōtiki) Limited is well underway with their planning to recruit and train personnel to manage and to operate the new processing facility.
We’ve also facilitated the introduction of David Turner who is Chamber of Commerce’s new Business
Support Advisor working one day a week locally, hosted by Council.
Class 1 Driver Licencing Since 2017, ODC has facilitated and supported a Community Driver Mentoring Programme for local young people. This was instigated due to road safety concerns, awareness of poor access to affordable tuition, licenced and registered vehicles and the cost of fees. For over 70% of young people who end up in the criminal justice system, Class 1 Driver Licence related offences are their first interaction.
Eastbay REAP is contracted to deliver the Programme locally and so far they have successfully assisted
175 locals to achieve their Restricted Licence with the support of BOPRC, the Eastern Bay Road Safety
Committee and Toi EDA.
Toi EDA is the current funder of the programme, and Eastbay REAP is about to renegotiate with BOPRC for continued use of vehicles. Recent developments include raising the age of eligibility for the programme from under 25 years, to under 30 years, and providing tuition for Full Licences.
Major barriers include the ongoing complexities and costs associated with all practical tests (Restricted and Full) having to be taken in Whakatāne, and the 40 day wait from booking for a test, to sitting it.
Via Mayors Taskforce for Jobs funding we are currently supporting under 30s shovel ready project workers, and young people about to graduate with Engineering qualifications to achieve a further level of their Class 1 Licence. The ability to drive is a basic prerequisite for over 70% of jobs in Aotearoa, and as there is so little public transport in Ōpōtiki, getting to training or work legally demands the appropriate level of a Class 1 Licence.
Page 49 Local Training and Trades Hub • Assisting preliminary planning by Whakatōhea along with Ōpōtiki College and Whakaatu
Whanaunga Trust, for a locally-led Trades and Training Centre for all ages.
SIGNIFICANCE ASSESSMENT Assessment of significance Under Council’s Significance and Engagement Policy, on every issue requiring a decision, Council considers the degree of significance and the corresponding level of engagement required. The level of significance for the Ōpōtiki Workforce Development Co-ordination – Update is considered to be low as determined by the criteria set out in section 17 of the Significance and Engagement Policy.
Assessment of engagement requirements As the level of significance for the Ōpōtiki Workforce Development Co-ordination – Update is considered to be low, the engagement required is determined to be at the level of Inform, according to Schedule 2 of the Significance and Engagement Policy.
RECOMMENDATION:
1. That the report titled "Ōpōtiki Workforce Development Co-Ordination - Update" be received.
Barbara MacLennan
WORKFORCE DEVELOPMENT CO-ORDINATOR
Page 50 REPORT
2 November 2020 Date :
Ordinary Council Meeting, 17 November 2020 To : Finance and Corporate Services Group Manager, Bevan Gray From :
STAKEHOLDER STRATEGY DAY SUMMARY – HELD 13 OCTOBER Subject : 2020
File ID : A219443
EXECUTIVE SUMMARY To provide a summary of the Stakeholder Strategy Day held on the 13 October 2020 to Council for inclusion into the Long Term Planning process.
PURPOSE The purpose of the Stakeholder Strategy Day was for attendees to consider the community’s future direction, how does their own business/work fit with that direction, and plan how we can deliver on our collective aspirations.
BACKGROUND The Stakeholder Strategy Day summary is attached. Themes that were derived from the outcomes were
Economic Development (Recovery), Social Infrastructure, Mana & Identity, Forward planning & compliance, Employment & Training, and Housing.
SIGNIFICANCE ASSESSMENT Assessment of significance Under Council’s Significance and Engagement Policy, on every issue requiring a decision, Council considers the degree of significance and the corresponding level of engagement required. The level of
Page 51 significance for Stakeholder Strategy Day Summary – Held 13 October 2020 to be low as determined by the criteria set out in section 17 of the Significance and Engagement Policy.
Assessment of engagement requirements As the level of significance for Stakeholder Strategy Day Summary – Held 13 October 2020 is considered to be low. The engagement required is determined to be at the level of inform.
RECOMMENDATIONS:
1. That the report titled "Stakeholder Strategy Day – Held 13 October 2020” be received.
2. That the Council gives consideration to these themes in the preparation of the 2021-31
Long Term Plan.
Bevan Gray
FINANCE AND CORPORATE SERVICES GROUP MANAGER
Page 52 Stakeholder Strategy Day: Summary Building our Long Term Plan together October 2020
Page 53 Ōpōtiki District Council hosted a workshop with stakeholders to discuss a vision for the district and how Council could best 13 Oct 2020 support the acheivement of that vision. 9am – 12pm
Why? Who attended? Elected members of Ōpōtiki District Council Along with Council staff and iwi groups, were keen to hear from local stakeholders on a representatives from the following sectors variety of topics relevant to the development attended the workshop: of the next Long Term Plan. This included • Agriculture feedback on stakeholder experiences and • Aquaculture implications of the COVID-19 pandemic, • Central, regional & local government economic recovery, impacts of growth, • Construction housing, changing perceptions about • Economic development development, and affordability. • Education To obtain this feedback, Council hosted a • Emergency services Stakeholder Strategy Day on 13 October 2020. • Energy This included group discussions to identify the • Health aspirations and immediate needs of the • Kiwifruit community and businesses. It also sought to • Logging/trucking understand exactly how Council could best • Marine achieve aspirations and meet needs in the • Real estate short, medium, and long-term. • Tourism.
Me mahi tahi tātou mo te oranga o te katoa. We should work together for the wellbeing of everyone. Page 54 2 General workshop themes
The feedback provided by stakeholders was wide-ranging and insightful, indicating a passion for our district and the communities and ecosystems that function within it. Broadly speaking, the main themes that emerged from the stakeholder workshop could be categorised into six distinct topics. 1 2 3 4 5 6
ECONOMIC SOCIAL MANA & FORWARD EMPLOYMENT HOUSING DEVELOPMENT INFRASTRUCTURE IDENTITY PLANNING & & TRAINING (RECOVERY ) COMPLIANCE
Page 55 3 Themes
ECONOMIC DEVELOPMENT (RECOVERY) SOCIAL INFRASTRUCTURE Ōpōtiki positions itself to leverage current Residents of, and visitors to, Ōpōtiki have investment and business networks to a strong network of social infrastructure develop a diverse and resilient economy, to support themselves, whānau, and the 1 providing opportunities for everyone in 2 wider community. the district.
ASPIRATIONS WHAT’S NEEDED FROM ŌDC? ASPIRATIONS WHAT’S NEEDED FROM ŌDC? Ōpōtiki attracts a range of • Lobby new businesses. Ōpōtiki has a strong network of • Lobby service providers. businesses to stimulate • Make appropriate land education and healthcare • Make appropriate land employment and provide local available. facilities and provides a range of available. 10 YEARS 10 YEARS services, including a mussel activities for people of all ages • Plan for open space and farm, expansion of the harbour and backgrounds. recreation opportunities. and marina facilities, and clean energy. Residents of Ōpōtiki are socially • Lobby service providers. and digitally connected and • Make appropriate land Ōpōtiki is an event capital • Promotion of district and have access to a diverse range available. 30 YEARS leveraging our natural activities. of recreation opportunities and • Plan for open space and environment and assets,
30 YEARS shared services. recreation opportunities. hunting, fishing, cycling, and • Ensure digital boating - “natures playground”. infrastructure is in place and promote uptake. Ōpōtiki district is a centre of • Attract investment and excellence for horticulture and promote the district. aquaculture.
“Strong science “Leverage local “Ōpōtiki is a safe “Build “Improved “We have food security.” investment & industries as centres of haven for East relationships healthcare.” research.” excellence, horticulture, Coast boating, with social “Whānau-centric and aquaculture.” fishing & Page 56 support “Provide local scholarships outdoor areas and “Ōpōtiki land of plenty.” activities.” groups.” to grow our own talent.” playgrounds.” 4 Did you know? According to 2018 census data, FORWARD PLANNING & COMPLIANCE 66.0% of the Ōpōtiki district are Ōpōtiki has strong forward planning in Themes of Māori descent. place to meet demand and community aspirations. Regulatory compliance 4 functions are effective and MANA & IDENTITY appropriately resourced. Community and personal pride in Ōpōtiki is strong and our identity is clear ASPIRATIONS WHAT’S NEEDED FROM ŌDC? to ourselves and others. The Ōpōtiki District Plan enables • A District Plan that is 3 growth and manages it effectively, enabling and fit for to encourage and support purpose. 10 YEARS ASPIRATIONS WHAT’S NEEDED FROM ŌDC? development. Ōpōtiki is known for its strong • Marketing & promoting the Infrastructure is planned and • Effective and community & personal pride. Ōpōtiki brand. budgeted for to enable Ōpōtiki to intergenerational thrive. infrastructure planning. 10 YEARS Everyone in Aotearoa knows and • Marketing & promoting the understands the Ōpōtiki brand. Ōpōtiki brand. Resource and building consent • Well-resourced planning processes exceed expectations. and building teams. Treaty settlements unlock • Regular two-way opportunities for iwi and Māori, communication with iwi and including papakāinga. Māori. Ōpōtiki has a clear framework in • An effective forward place to support future growth in the planning framework district to meet the aspirations of its developed with Relationships with iwi are strong • Regular two-way 30 YEARS communities. stakeholders. and contribute to the mana communication with Iwi and • Clear understanding of
30 YEARS and identity of Ōpōtiki. Māori. community aspirations. Iwi and Māori are thriving and • Community development Ōpōtiki is a self-contained district • Effective forward planning. leading. and an enabling that provides housing, education, • Attract businesses and environment. business, employment and employment opportunities. Ōpōtiki is known as an equal • Leadership by example. recreation. opportunities for opportunities community. everyone.
“Māori language “Community pride.” “Iwi and Māori “Need to look “District Plan that “Encourage & support programmes are thriving and leading.” and think longer enables growth and development.” available to all.” “Our brand is known and “Connect, term next manages effectively.” “Friendliest town in NZ and respected nationally and cultured, Page 57generation.” sense of community.” internationally.” creative.” “Designing for growth levels.” 5 Did you know? The unemployment rate in Ōpōtiki district is 7.3%; compared to 4% for all of New Zealand Themes (2018 Census data). HOUSING Everyone in Ōpōtiki district has access to warm, dry, healthy homes that are EMPLOYMENT & TRAINING affordable and meet the needs of A range of employment and training 6 whānau. opportunities are available in Ōpōtiki and match projected employment ASPIRATIONS WHAT’S NEEDED FROM ŌDC? 5 demand by sector and skill-set. Ōpōtiki contains sufficient • Ensure serviced residential land affordable housing, at an is available.
ASPIRATIONS WHAT’S NEEDED FROM ŌDC? 10 YEARS appropriate standard, to • Build relationships with meet demand. developers to encourage Training programmes in • Create relationships with residential development. Ōpōtiki enable rangatahi to training providers and
10 YEARS secure good local jobs. incentives for them to locate Development of papakāinga • Work with iwi and community in Ōpōtiki district. housing is enabled and housing providers. encouraged. • Provide enabling planning Training is matched to • Consider establishing a conditions for papakāinga. employment demand so that business development role skilled labour is available for to, among other things, employers as their businesses understand employer needs. Serviced residential land is • Effective forward planning of grow. available to meet current infrastructure. and projected demand. • Appropriate residential land is 30 YEARS made available. Ōpōtiki provides a range of • Make land and infrastructure diverse employment and available. Development conditions in • Build relationships with • 30 YEARS training opportunities to Attract training providers. Ōpōtiki district are favourable developers. enable residents to achieve • Facilitate and enable while safeguarding the • Ensure appropriate planning quality of life. relationships between environment and local controls are in place. employers and jobseekers. neighbourhoods.
“Employment “Range of “Adequate, future- “A great place to “Unlocking potential in good jobs.” “Unlimited potential skill-sets.” proofed housing.” live/grow families for papakāinga land and opportunity for and whānau, and and development.” youth.” “Positive housing age in place.” Page 58 & developers.” 6 What are our Where can Council concentrate its efforts? priorities? 1 2 3 ECONOMIC DEVELOPMENT SOCIAL MANA & IDENTITY (RECOVERY) INFRASTRUCTURE
• Lobby new businesses. • Lobby service providers to locate in Ōpōtiki. • Market & promote the Ōpōtiki brand. • Make appropriate land available. • Make appropriate land available. • Ensure regular two-way communication with • Promote the district and available activities. • Plan for open space and recreation iwi and Māori. • Attract investment. opportunities. • Undertake a community development role. • Ensure digital infrastructure is in place and • Lead by example. promote its uptake. 4 5 6 FORWARD PLANNING & EMPLOYMENT HOUSING COMPLIANCE & TRAINING
• Ensure a District Plan that is enabling and fit for • Create relationships with training providers • Ensure serviced residential land is available. purpose. and incentives for them to locate in Ōpōtiki • Build relationships with developers to • Undertake effective and intergenerational district. encourage residential development. infrastructure planning. • Consider a business development function • Work with iwi and community housing • Have well-resourced planning and building to, among other things, understand employer providers to increase supply. needs. teams. • Provide enabling planning conditions for • Work to a forward planning framework • Make land and infrastructure available. papakāinga. developed with stakeholders. • Facilitate and enable relationships between • Ensure the effective forward planning of • Clearly understand community aspirations. employers and jobseekers. infrastructure and that the appropriate planning controls are in place. Page 59 7 NEXT STEPS
Thank you for your input at the stakeholder strategy day. Ōpōtiki District Council will utilise the feedback received to shape the Long Term Plan (LTP). The timeframe for producing the LTP is detailed here.
Council LTP Council LTP FEB-MAR Council LTP preparation development 2021 refinement 2020 2020 2021 Public 2021 JULY – OCT OCT – JAN consultation MAR – JUN
JULY JULY 2020 2021
2020 OCT 13 2021 2021 Stakeholder JAN JUN Strategy Draft LTP Council Day available adopt LTP
Page 60 8
REPORT
Date : 15 September 2020
To : Ordinary Council Meeting, 17 November 2020
From : Chief Executive Officer, Aileen Lawrie
Subject : REQUEST TO SEAL 700 METRES OF AMOKURA ROAD
File ID : A220613
EXECUTIVE SUMMARY
Council has received an “Unbudgeted Works Request” from Delta Contracting Limited, requesting that Council seal approximately 700 metres of Amokura Road. Council’s policy, on a case by case basis, is that if the applicant pays the previous subsidy rate of 60% then Council will consider approving the other 40%. The upper end cost for the works is estimated at $100,000.
PURPOSE To have Council agree to fund 40% of the cost of the works in sealing 700m of Amokura Road, if 60% of all costs are privately funded.
BACKGROUND A request has been received by Council to seal 700 metres of Amokura Road to manage potential dust nuisance from truck movements at a new operation to screen gravel. The contractor has indicated they are willing to contribute the required 60% of the cost.
The length of sealing requested is 700 metres from the existing end of the seal on Amokura Road and our Works and Services Manager has estimated the full cost at $100,000. A Council contribution of up to $40,000 would be required and some staff time to procure and to manage the contract.
Page 61 DISCUSSION AND OPTIONS SECTIONS Council can either agree to the request as it aligns with Council policy or it can refuse the request. Given the contracting company has agreed to contribute as per the Council policy there is little reason to refuse the request. It is also another job for a contractor and will assist to maintain continuity of work in the sector. It will add some work to the ODC Engineering team but it is considered a small and straightforward job.
SIGNIFICANCE ASSESSMENT Assessment of significance Under Council’s Significance and Engagement Policy, on every issue requiring a decision, Council considers the degree of significance and the corresponding level of engagement required. The level of significance for the decision to seal 700m of Amokura Road is considered to be low as determined by the criteria set out in section 17 of the Significance and Engagement Policy.
Assessment of engagement requirements As the level of significance for the decision to seal 700m of Amokura Road is considered to be low, the engagement required is determined to be at the level of inform according to schedule 2 of the
Significance and Engagement Policy.
COMMUNITY INPUT AND PUBLICITY Each annual process there is an opportunity for people to come forward and request road sealing. It is preferable that work is added to the annual work programme via the Annual Plan to ensure we can manage workloads but in this case the job is small and straightforward.
CONSIDERATIONS
Financial/budget considerations A nominal budget is set aside for road sealing but it is loan funded so either is drawn down or not drawn down. Council has had very little uptake of this policy over recent years.
Page 62 Policy and planning implications The decision is consistent with Council’s planning framework and contributes to a number of community outcomes, including services and facilities meet our needs and development supports the community.
Risks This decision has minor risk around the willingness of NZTA to fund maintenance works on seal extensions into the future. Staff have a discussion planned with NZTA on this in the near future, but the risk on 700 metres is not considered significant.
Authority Council has the authority to make this decision.
CONCLUSION The request complies with Council’s Road Seal Policy, is a simple job and it is recommended that Council approve this request.
RECOMMENDATIONS:
1. That the report titled "Request to Seal 700 metres of Amokura Road" be received.
2. That the Council notes that the contracting company has offered 60% of the funding required
in accordance with Council policy and agrees to the request to seal 700 metres of Amokura
Road to be procured through a lowest price conforming tender process.
3. That the maximum contribution of $40,000 be approved.
Aileen Lawrie
CHIEF EXECUTIVE OFFICER
Page 63
REPORT
Date : 30 October 2020
To : Ordinary Council Meeting, 17 November 2020
From : Chief Executive Officer, Aileen Lawrie
Subject : CHIEF EXECUTIVE OFFICER’S UPDATE
File ID : A219643
RECOVERY PROJECTS UPDATE Council has a number of contracts to deliver projects arising from COVID-9 recovery funding.
PGF Funded Shovel Ready Roading Projects
These projects arise from the first funding round during lockdown, where we were requested to apply for funding for job rich, entirely shovel ready roading projects that could commence as soon as lock down was finished. The following were those that were approved for funding:
Opotiki Footpaths $2.9m Just over half complete
Cycle Trails $881,000 Good progress
Te Kaha Footpaths $500,000 Starting
Opotiki Horse Trail $40,000 Starting
This work is highly visible and welcomed by the community. As well as creating great community assets, during the period of July to December these projects have ensured 50 people have remained employed.
PGF Digital Hub ($400k)
This funding was secured prior to Covid-19 lockdown but was placed on hold until lockdown finished.
The facility is scheduled to open on 23 November and an ODC premises recently vacated by Credit Union. Two staff are in the recruitment process funded through DIA Libraries funding. The space will feature:
• Boardroom, meeting spaces, casual seating, charge bar and hot desks
• Loan office equipment
• Training programme – IT skills, workforce support
Page 64 Crown Infrastructure Partners CBD Funding
This funding resulted from one part of a large application we made to Crown Infrastructure Partners and was announced on 31 July. The projects were derived from Council’s Long Term Plan (i.e. already consulted in principle through the 2018 LTP process and structure plan for the CBD adopted in July 2020.
These projects were considered less shovel ready than the roading projects and staff have attempted to phase the projects to allow for continued employment. The status of each is:
Te Tahuhu $4.5m plus $1m co-funding Started
Rose Gardens $850,000 In tender process
Lots 9 and 10 $3m plus $1.5m co-funding RFP for design
Plunket Building Earthquake assessment being completed Skate Park $650,000 Contract awarded and community consultation and recruitment is underway New Entrance to Motu Trails Landscape architect appointed; consultation carried out in conjunction with Skate Park and concept designs expected by Christmas
Spruce up of the CBD Masterplan will be completed by the end of 2020 and will assist in informing the projects to be undertaken to spruce up the CBD Cultural and Heritage Link Consultation work is being carried out which will feed into the to the Sea masterplan and landscape architect’s work around the Skate Park
LGOIMA REQUESTS
LGOIMA Report (01/09/2020-07/11/2020)
Month Submitter Subject Due September New Zealand Taxpayers Ratepayers' Report (Part 2) Completed 2020 Union Renters United Official Information request - How is 06/10/2020 the Council using its rights under the Public Health Act to inspect rental housing properties Little & Brave Waste Statistics/Waste Minimisation Completed NZARH Health License Query - Hairdressers in Completed region New Zealand Taxpayers Ratepayers Report (Final Request) Completed (Part3)
Page 65
Kainga Ora (Lynn Huang) Breakdown of Opotiki District Rating 21/10/2020 2020-2021 October 2020 New Zealand Taxpayers Opotiki District Council owned and Completed publicly displayed art Canine Research HR Capability Completed GNS Science Rain gauges geographic locations Completed Shapefile Kwinana Procurement Information request Completed regarding procurement timeframes New Zealand Herald LGOIMA request - Elected Members - Completed code of conduct complaints New Zealand Herald LGOIMA request - mayoral / chair Completed expenses Radio New Zealand Trade Waste and Stormwater bylaw Completed breaches New Zealand Green Building Energy Performance Completed Building Council
MEETINGS / EVENTS ATTENDED BY CEO – 19 SEPTEMBER 2020 – 30 OCTOBER 2020
21 SEPTEMBER 2020 Met with Kay Read, MSD, including tour of PGF projects
Catch up meeting with Jason Hall (MBIE), via Zoom
22 SEPTEMBER 2020 Eastern Bay of Plenty Joint Committee meeting
23 SEPTEMBER 2020 BOPLASS Shareholders meeting, via Zoom BOPLASS Directors meeting, via Zoom
24 SEPTEMBER 2020 Minister Twyford’s visit to Ōpōtiki
28 SEPTEMBER 2020 Ōpōtiki Harbour Development Project update meeting with MBIE, via Zoom
Page 66 29 SEPTEMBER 2020 Met with Bill Bayfield, CEO of Taumata Arowai (Water Services Regulator) Ōpōtiki Harbour Development Project Governance Group meeting, via Zoom
30 SEPTEMBER 2020 Councillor/CEO catch up meeting
1 OCTOBER 2020 Workforce planning meeting with MSD, via Zoom Met with Eastern Bay Chamber of Commerce General Manager, Lucy Devany
2 OCTOBER 2020 Ōpōtiki Harbour Development Project progress meeting with HEB
5 OCTOBER 2020 Eastern Bay of Plenty CEs catch up meeting, via Zoom
Ōpōtiki Harbour Development Project update meeting with MBIE, via Zoom
6 OCTOBER 2020 Ordinary Council meeting
Ōpōtiki District Council Long Term Plan workshop
7 OCTOBER 2020 Career opportunities and developments discussions with EastPack.
8 OCTOBER 2020 Ōpōtiki projects discussion with MSD and MBIE representatives ODC Tenders Sub-Committee meeting Covid recovery projects monthly meeting/review
9 OCTOBER 2020 Ōpōtiki Harbour Development Project progress meeting with HEB, via Zoom
12 OCTOBER 2020 Council Governance workshop
Page 67 ODC Tenders Sub-Committee meeting Ōpōtiki Harbour Development Project update meeting with MBIE, via Zoom
13 OCTOBER 2020 Ōpōtiki District Council Stakeholder Strategy Day
14 OCTOBER 2020 Eastern Bay of Plenty CEs catch up meeting, via Zoom
15 OCTOBER 2020 Workforce planning meeting with MSD, via Zoom
16 OCTOBER 2020 Team Government Bay of Plenty meeting and tour of projects
SOLGM Chief Executives and Senior Leaders Webinar
ODC Tenders Sub-Committee meeting
19 OCTOBER 2020 Catch up meeting with Mayor and CEO of Rotorua Lakes Council, via Zoom
21 OCTOBER 2020 Three Waters Reform CEs meeting re Request for Information, via Zoom
Toi-EDA Board meeting
23 OCTOBER 2020 Ōpōtiki Harbour Development Project progress meeting with HEB, via Zoom
28 OCTOBER 2020 Met with Julian Sewell, MSD
29 OCTOBER 2020 Councillor/CEO catch up meeting
30 OCTOBER 2020 Ōpōtiki Harbour Development Project progress meeting with HEB, via Zoom
Page 68 SIGNIFICANCE ASSESSMENT Assessment of significance Under Council’s Significance and Engagement Policy, on every issue requiring a decision, Council considers the degree of significance and the corresponding level of engagement required. The level of Significance for the Chief Executive Officer’s Update is considered to be low as determined by the criteria set out in section 12 of the Significance and Engagement Policy.
Assessment of engagement requirements As the level of significance for the Chief Executive Officer’s Update is considered to be of low the level of engagement required is determined to be at the level of inform according to Schedule 2 of the Significance and Engagement Policy.
RECOMMENDATIONS:
1. That the report titled “Chief Executive Officer’s Update” be received.
Aileen Lawrie
CHIEF EXECUTIVE OFFICER
Page 69 REPORT
Date : 5 November 2020
To : Ordinary Council Meeting, 17 November 2020
From : Chief Executive Officer, Aileen Lawrie
Subject : RESOLUTION TO EXCLUDE THE PUBLIC
SECTION 48 LOCAL GOVERNMENT OFFICIAL INFORMATION & MEETINGS ACT 1987
THAT the public be excluded from the following parts of the proceedings of this meeting, namely: 12. Confirmation of In-Committee Minutes – Ordinary Council Meeting 6 October 2020. The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: Item General subject of each Reason for passing this resolution in Ground(s) under No matter to be considered relation to each matter section 48(1) for the passing of this resolution 12. Confirmation of In- That the public conduct of the relevant Section 48(1)(a) Committee Minutes – part of the proceedings of the meeting Ordinary Council Meeting 6 would be likely to result in the November 2020 disclosure of information for which good reason for withholding exists.
This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act or section 6 or section 7 or section 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 follows:
12. Protect the privacy of natural persons Section 7(2)(a) Protect information Section 7(2)(b)(i) & (ii); (d) & (e) and Section 7(2)(c)(i) & (ii) Protection from improper pressure or harassment Section 7(2)(f)(ii) Prevent disclosure or use of official information Section 7(2)(j) Carry out negotiations Section 7(2)(i) Maintain legal professional privilege Section 7(2)(g) Carry out commercial activities Section 7(2)(h)
Page 70